Summary
TraceGains does not automatically delete older documents, to ensure all your archived documents are still available. For many reasons, however, you may find that you want to remove archived documentation to reduce your total document count. So TraceGains allows you to download and save that documentation prior to removal. This article will walk you through the most common way of saving archived documentation and removing it from TraceGains.
Saving Documents Locally
Step 1: Navigate to the Supplier Management > Documents sub-tab.
Step 2: Click the "Show Archived" toggle near the top of the page.
Step 3: Filter the Status column by "Archived".
Step 4: Select the documents you want to save by adding checkmarks at the left of each record.
Step 5: Click the blue hamburger menu and select "Download".
The documents will now be saved to your local machine in a ZIP folder. You can do this as many times as needed and organize the downloaded files however works best for your company.
While saving your documents this way will give you all the "bodies" of the archived documents, it will NOT save any "external" information such as Effective or Expiration Dates. If you’d like to have a cross reference for those data, click on the Export button on the Documents tab to save a spreadsheet of ALL your data.
Deleting Documents
Once you have successfully downloaded the archived documents from TraceGains, you can delete them from our system with just a few clicks of the mouse, instantly lowering your overall system doc count.
Step 1: Click the 'Show Archived' toggle near the top of the page to bring up those recently deleted.
Step 2: Select the checkbox on the left end of each archived doc-row that you would like to delete.
Step 3: Click the blue hamburger menu.
Step 4: Select "Delete Selected".
Please ensure that you have permission from your manager before deleting documents or anything else from TraceGains.