Whether it’s due to a leaver, or a data management policy, there are a number of reasons why you may need to archive information on Personnel Checks.

Previously, to archive Cases and Subjects on your account, you would have had to contact Personnel Checks to action this on your behalf. This could cause delays in your internal processes as archiving requests aren’t always actioned immediately.

To resolve this, we have now created an archiving feature for Customers.

Users can now archive Cases and Subjects, with the option to bulk-archive all related Cases when a Subject is archived - no more archiving each Case one by one.

Note – Archiving is a permanent action and cannot be undone.

There is nothing you need to do to activate this change, anyone with Agent permissions will now be able to archive.

Below is an overview of the new features in this release:

Archive Button

You will now notice that archive shows as an option when selecting the Actions drop down on Cases and Subjects.

Archive Function on a Subject

Archive Function on a Case

Changes in States when Archiving

When archiving a Case, the state of both the Case and the Case Activities will change to reflect this. If the Case Activities are in a state where information is required either from you, your Subject or a third party (eg. the DBS), the Case Activity will be cancelled to prevent archived cases being updated.

Below is a table explaining what will happen to each Case when it is archived:

When a Case is archived, all associated flags will be archived.

When a Subject is archived, any active subscriptions will be deactivated to prevent future Cases being created.

Once archived, it is not possible to unarchive a Case or Subject.

Warning Screens

When archiving, you will be presented with a screen informing you of the changes that will be made to the Case and Case Activities when the Archive is complete. You will also be reminded that these changes are permanent and cannot be undone.

Warning Screen for Case

Warning Screen for Subject

Confirmation

When archiving Subjects with multiple Cases, you will now be prompted to enter the Subject’s email address. This is to prevent accidental archiving and to ensure the User is mindful of the action they are about to make, as it is not possible to undo.

Guidance on Config / New Behaviours

Archiving a Case

To archive a Case:

• Navigate to the Case
• Select Archive in the Actions drop down
• Record the reason for archiving
• Confirm that you are aware of the changes that will be made
• Archive

Archiving Multiple Cases on a Subject

To archive a Subject with multiple Cases:

• Navigate to the Subject
• Select Archive in the Actions drop down
• Confirm that you are aware of the changes that will be made to each Case on the Subject
• Enter the Subject’s email address
• Record the reason for archiving
• Archive

Instances Where it’s not Possible to Archive

If the Case has a payment intent attached to it, it is not possible to archive the Case until that has been cancelled.