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Archiving Meetings and Occurrences

Meetings and Occurrences can be archived to hide them from your dashboards and other views. This is particularly useful if you have occurrences that were not held or missed, or you have meetings that are no longer active or current and don’t need them in your regular views any more. The information is not deleted from MinuteMe so it can be retrieved later.

When you perform a search in MinuteMe, the Search will still look at archived meetings and occurrences.

Archiving a meeting or occurrence can only be done by a user with Admin access level to the meeting or occurrence.

On this page we describe:
  1. Archiving Meetings
  2. Archiving Occurrences

Archiving Meetings


What is the impact of archiving a meeting?

When a meeting is archived:

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Archiving a meeting

Once a meeting is archived, it is archived for all people who have access to the meeting.

If the meeting is set up as Scheduled, and the end date is in the future, the end date will automatically be updated to end “today”. This will delete any future occurrences that have not been edited, and will archive any future occurrences that have been edited.

Tip: If the meeting really did end in the past, it is recommended you update the meeting schedule’s end date to the accurate end date first, and then archive the meeting. For more information, refer to the Schedule section in the Meeting Details help guide.

To archive a meeting, use the Archive option in the meeting’s action menu on the Meeting details page.

Archive

Permissions information:
Only a user with Admin access level of the meeting can archive it. The meeting’s action menu will only appear if you have Admin access.

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Viewing archived meetings

To view archived meetings, go to the My meetings dashboard, and click the “Show Archived” link.

ShowArchive

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Retrieving a meeting from the archive

Retrieving a meeting from the archive means it will now show up in the My meetings dashboard for all users who have access to the meeting. They will no longer have to use the Show Archived link on the My meetings dashboard to view the archived meetings.

To retrieve a meeting from the archive click the link in the blue box at the top of the Meeting details page or use the Pull from archive option in the meeting’s action menu.

Pull archive

Permissions information:
only a user with Admin access level of the meeting can retrieve it from the archive. The meeting’s action menu will only appear if you have Admin access.

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Archiving Occurrences


What is the impact of archiving an occurrence?

When an occurrence is archived:

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Archiving an occurrence

Once an occurrence is archived, it is archived for all people who have access to the occurrence.

- Via Occurrence Details page
To archive an occurrence, click the archive icon next to the occurrence’s title on the Occurrence details page.

Archive in occurrence

Permissions information:
Only a user with Admin access level of the occurrence can archive it. The archive icon will only appear if you have Admin access.

- Via Meeting Details page
Occurrences that are over 1 week old, and have had no minutes created may be occurrences that were “missed” or “not held”. This could happen if you have a weekly scheduled meeting, for example, and the meeting wasn’t held because someone was away.

We highlight these occurrences for you in the Past meetings list on the Meeting details page. From here you can click the Archive now link to archive it.

Archive now

Permissions information:
Only a user with Admin access level of the occurrence can archive it. The meeting’s action menu will only appear if you have Admin access.

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Viewing archived occurrences

To view archived occurrences, go to the Occurrences sub-tab of the Meeting details page and click the “Show Archived” link.

View archive in occurrence

Archived occurrences are greyed-out to emphasise that they are archived. You can still click on these occurrences and open them to view (and edit, with the appropriate access level) the occurrence details.

Tip: The Show Archived link will only appear if you have archived occurrences for this meeting.

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Retrieving archived occurrences

Retrieving an occurrence from the archive means it will now show up in the Meeting details page for all users who have access to the occurrence. They will no longer have to use the Show archived link on the Occurrences sub-tab of the Meeting details page to view the archived occurrence.

To retrieve an occurrence from the archive click the link in the blue box at the top of the Occurrence details page or use the Pull from archive icon next to the occurrence’s title.

Pull archive in occurrence

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