System and permissions
How archiving works
Requesting that a patient record be archived, manager approval and rejection, rollback, and the notification sent to the requester.
Where to find it
Archives
Archiving is how a patient record leaves the active lists without being deleted. Deleting destroys history; archiving sets the record aside while keeping its trail.
The important part: archiving is not a single action but an approval flow. One user requests it, a manager accepts or rejects.
Step by step
- A user creates an archive request. The record holds the Type, Branch, Patient Name and Request By.
- The request lands on the Archive Managers screen, where an authorised user sees what is pending.
- The manager chooses Accept or Reject. The decision is written to Status and the decider to Approved By.
- Once decided, the requester is notified — they do not have to watch the screen for an answer.
Tips and common mistakes
- Tip Splitting request from approval is deliberate: removing a patient record from the lists is reversible, but it should be reviewed.
- Tip Archived user records have a rollback view; a record archived by mistake is not permanently lost.
- Careful Do not use archiving as a data-cleanup tool. Records with payments or orders are part of the operation and the accounts; archiving is for files whose work is finished.
Frequently asked questions
Is an archived patient deleted?
No. Archiving takes the record out of the active flow; deletion is a separate action, and deleted records have their own view on the bulk operations side.
Who approves my request?
Users with access to the archive manager screen. You are notified when they decide.
Can I re-request after a rejection?
Yes, if the reason no longer applies. Who made the earlier decision stays on the record.