Archiving your jobs

Okappy is all about getting rid of paperwork and making it easier to find your job information. As it’s so easy to add and update jobs in Okappy, you can quickly end up with lots of jobs on your dashboard.

Having lots of open jobs can make it harder to see the “wood from the trees” and, depending on your computer specifications, can slow things down.  This can be even more pronounced if you are viewing jobs on your mobile device, especially if you have a poor network.

In order to keep on top of your jobs and ensure system performance is maximised, there are a number of ways that you archive your older jobs in Okappy. Read on to find out more.

With Okappy, archiving your jobs is easy and can be done automatically. Once you have raised an invoice against a completed job, the job will automatically drop off from the Open jobs screen to Archived jobs.

By archiving your jobs automatically, you can easily see any completed jobs with no invoice raised against it as they will still be sitting in the Open jobs/ Completed jobs section.

To archive your jobs automatically. From within the jobs screen,

  • click Job options towards the top right of the screen
  • Click Turn auto-archiving on
  • In the window that is displayed, click Turn auto-archiving on
  • Log out and then back in again for the changes to take affect

To turn auto-archiving off, simply repeat the steps above.

Automatically archive jobs

If you are not raising invoices or simply want more control over when jobs are archived. Then simply click the more icon ( 3 orange dots ) and click archive job.

Archive individual jobs

Although it’s always best to keep on top of your live and archived jobs as they are processed. You can also archive multiple jobs.  To do that

  • From within your jobs dashboard, click Job options
  • Select Archived jobs
  • Choose the date you want to archive your jobs up to
  • Choose whether to archive completed jobs or all jobs
  • The Archived jobs button will change to show the date you are archiving your jobs to
  • Click the Archive jobs before [your selected date] button

Note: Jobs are archived on your account only. If the jobs are for a customer or subcontractor they will also need to archive them if they want to clear them from their screen.

Archiving multiple jobs

You can view your archived jobs from the reports screen.  Both the All jobs report and the Archived jobs report show archived jobs over a period.

  • Simply choose Reports
  • Select the All jobs report or Archived jobs report
  • Select the date range, you can search by
    • Job added date
    • Job completed date
    • Appointment date
    • Archived date

You can also use the Global search to find your job by ID, reference, description, address or postcode.

What if I don’t want the job on the system at all?

If for some reason, you don’t want to keep your job on the system, you can delete it by simply clicking on the three-dots icon ( 3 orange dots ) and click on Delete job.

Note: This option is not available if your customer or subcontractor has entered a job on your behalf.

Find out more about managing your jobs with Okappy.