[Jones Records] Archive
Table of Contents:
High-Level Summary:
What is it/What does it do?
Which user Roles can do this?
How does this behave/ functionalities:
Does it impact other feature and parts of Jones?
Recommended applications:
High-Level Summary:
Records can be archived if customers are no longer engaging with the tenant/vendor/subcontractor.
What is it/What does it do?
There are two sections on the homepage of Jones: "Active" and "Archived". Archiving a record moves it to the "Archived" section.
WhICH user Roles can do this?
ICS, Admins, Compliance Managers, and Inviter roles can archive records as well as the Tenant users of the Tenant-Vendors solution.
How does this behave/ functionalities:
- Archived Records are not audited
- No Jones emails are sent to the archived records
- Archived records are not active at all, which means you cannot upload COIs or edit the record's details at all.
Does it impact other feature and parts of Jones?
- Archived records are not counted or shown in the homepage or analytics dashboards or reports.
- You can see them in the archived list in order to restore them, and that's it. They are counted nowhere else.
- For all of our integrations (MRI, Procore, Yardi) the records status will say "Archived on Jones" in the partner's software.
Recommended applications:
Jones' CSM team recommends that all customers archive records they are no longer engaging with instead of deleting them. Records should be archived because certain laws can require companies to evidence certificates of insurance of previous tenants/vendors/subcontractors they've worked with. The Jones team recommends to archive records for at least 10 years before deleting them.
One of the only instances that we recommend customers need to "delete" a record as opposed to "archiving" the record is if you have multiple records of the same name in your tenants tab. You can't add duplicate records with the same name in your tenants tab (even if one of the tenant records is archived).