Adding the Archive Key Fields

Use the Archive Key fields tab to identify the key fields in the contracts used to generate the archive contract document name. For example, if the Archive Key fields are (in order) Contract Code, Contract Year, and Employee Name, then the document name generated is TEACH_2024_SMITHMARY.

To add the Archive key fields to the Archive Employee Contracts task:

Click the Archive Key Fields tab to identify the key fields in the contracts used to generate the archive contract document name. For example, if the Archive Key Fields are (in order) Contract Code, Contract Year and Employee Name, then the document name generated is TEACH_2021_SMITHMARY.
In the Archive Key Fields grid, click the Add button to add a key field to the grid. The Add/Edit Archive Key Fields page appears.
In the Key Field Type field, click the Drop-down List button to select the type key field. Your choices are:
- Data Column to select from a predefined list of fields. The Data Column field displays.
- Static Value to type the value to incorporate in the archive contract document name. The Key Field Value field displays.
If the Data Column field is displayed:
- Click the Drop-down List button to select a key field to use in the archive contract document name; or,
- If the Key Field Value field is displayed, type key field value to use in the archive contract document name.
In the Sort Order field, type the number that identifies the position of this key field in the document name. Leave this field blank to generate the sort order value for the key field.
Click the button to save the key field record. The Archive Key Fields grid displays.
Repeat steps 2 through 6 for each key field to include in the archived contract document name.
Optionally, reorganize the columns.
- In the Archive Key Fields grid, click the row that contains the key field Value to be moved.
- Click the Move Selected Row Up icon to move the key field Value up one or more rows in the grid. Click the Move Selected Row Down icon to move the key field Value down one or more rows. The Order number changes automatically when the Value is moved.
When finished, click the button.