Initiafy’s Data Archival Feature

22 December 2017

Data Archival Feature

Using a contractor workforce can be extremely beneficial for your company, as contractors have a number of advantages compared to that of a traditional workforce. The flexibility of contractors is key and this trait is what makes their use so widespread in the hard-hat industries. Contractors are a great accompaniment to a permanent staff or as temporary cover. One of the main reasons for using contractors is for their specialized skills which may be required for particular projects or one-off jobs.

A partnership between an employer and contractor may be highly successful but the cyclical nature of projects means that employment periods are well-defined and for a specified time period. Once a project is finished, a contractor company may not be required by the same employer for an indefinite period of time, through no fault of their own, or the employer. It is simply the nature of the business. Employers may not have any need for contractors at present but may wish to renew the partnership in the future.

This ties in with what has traditionally been the biggest drawback with using contractors: logistical headaches around managing the workforce. This can be complicated with several contractor companies and a large number of workers, all of who have to have the proper training and documentation. An online contractor management system is the best solution to these challenges and allows for easy management of workers, including ensuring they have the correct documentation.

Initiafy’s data archival feature is all part of creating the most versatile easy to use contractor management system out there. It allows you to archive contractor companies and workers who you don’t expect to be using for a while, without deleting any information associated with them on the Initiafy system. It simply means you don’t see them on system, making the system much clearer and easy to navigate. This can be utilized for seasonal workers, specialized workers, any type of contractor you don’t expect to see for a while. The archiving process can be done automatically or manually in a very simple way, and archiving can be reversed by the touch of a button.

How to Use Initiafy’s Data Archival Feature:

When you have the feature enabled on your account, you will see an additional icon in the lists of users and companies, as shown below:

Data1

To manually archive a user, click this button and click the Archive button on the confirmation window that pops up.

Data2

How to automatically archive users:

To request to set up an auto-archiving system for your account, please get in touch with Initiafy support at [email protected]

Auto-archiving is time based. You can create a system where users are archived if they have been inactive for a certain amount of time (in year and month increments), and keep those users archived for a certain amount of time.

Data3

After that time, if the user has not become active again, or if the Company Admin has not manually unarchived the user, the user’s record will be deleted.

How to view archived users/companies:

In the Search Users box above your list of users or companies, there is a checkbox field titled “Include archived users” or “Include archived contractors.” Check this box to show any archived users or contractor companies.

Data4

How to unarchive a user/company:

 While the “Include archived users” or “Include archived contractors” box is checked, the same button that originally allows you to archive users/companies now is changed to an unarchive user icon, as seen below:

Data5

To unarchive a user, click this button and click the Unarchive button on the confirmation window to return them to an active state.

Please note: users/contractor companies can unarchive themselves at any time by logging back into their account.

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Jenny Snook
Jenny Snook

Jenny Snook is content executive at Initiafy with the job of researching the latest health and safety trends in the heavy industry. Her past-experience includes the research of large museum collections such as the Louth County Museum, many from the industrial age.

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