When a lead or customer is added to Tudodesk there are documents that you will use to ease the delivery of your service or products.
The key documents your business will use are:
- Estimates, Quotations or Proposals
- Tickets or Job Management
- Shipping and Packing notes
At each step of the customer journey one or more of these documents will come into play. Tudodesk organizes these documents onto real-time boards that each comprise of a pipeline or list of stages a document moves along to reach completion.
Archiving is simply away of telling Tudodesk to remove or hide a ticket from it's corresponding list on a board.
Why Should You Archive a Document?
After finishing with a document, you should generally always archive it. For example, when cloning a 'Lead' to an 'Estimate' the lead is no longer needed and can be archived.
Note: If you have not encountered 'Cloning' yet, please refer to our tutorial: How to Clone (copy) Documents for Easier Document Creation.
How to Find Archived Documents
Archiving documents does NOT delete them from Tudodesk, but merely hides them from your real-time boards. The documents are still easily accessible through:
- The project
- The document explorer of any related document
- A document link (when a document is copied Tudodesk links them using the document ID)
- The feed
- The notifications centre
- A document search
When to Archive Documents
- When you are finished with a document and no attention needs to be drawn to it.
- When it has been sent.
- When you are experiencing high traffic on a board.
- When you are cloning a document, generally the source document no longer needs to be displayed on the board as the new document will feature on the new board. For example when an estimate is accepted by a customer and a job sheet is created, the estimate can be archived.
When Not to Archive Documents
- When you have a document in Drafts.
- When the document is important or needs attention.
- When you or your team need to view certain groups of documents, such as new leads or incoming shipping.
- When you have low document traffic on your boards.
For more information on archiving, please consult our tutorials:
- Auto Archiving
- How to manually archive and un-archive documents
- Understanding the real-time boards