Forcing Archive

[christiancoop]

Do other buying clubs have a hard time getting their Order Administrators to remember to archive their orders? Our admins often do not remember until they unlock the order for the next cycle and realize the last cycle's orders are still there! No matter how many email reminders I send they don't seem to get it.

So, I am thinking I need a way to automatically archive orders after their close date. This would mean:
1. Global Option to automatically archive orders: Y/N
2. Global Option to set how long to wait after the order close date before archiving: number of days
3. Global Option to force an auto close date to be entered before opening an order: Y/N

#1 and #2 would only take affect on orders with auto close dates.
#3 would enforce close dates on all orders.

Does this make sense? Anyone else need this enhancement? Anyone else have an easier way to accomplish this?

[sfrei (deleted)]

Being new to foodclub, and just training my bookkeepers, I don't see that I would use the option to force archiving.

The reasoning for this, before archiving, it is easy to adjust invoices for individual members. Once the invoices are archived, I or my bookkeepers in training have to become more creative.

Would an automated email to source admin be as helpful, just like we warn members 24 hrs before closing, could we send an automated reminder to archive?

[christiancoop]

I would be all for the reminder email as well. And you are right, the reminder email would be less invasive.

[elizabeth]

I agree with christiancoop that forcing the archiving of orders could create a problem. Have had several occasions where I needed additional time and appreciated having control over the timing of archiving.

[christiancoop]

Ok, so the new options we would want are:

1. Global Option to automatically remind admins to archive: Y/N
2. Global Option to set how long to wait after the auto close date before emailing: number of days
3. Global Option to force an auto close date to be entered before unlocking an order: Y/N

#1 and #2 would only take affect on orders with auto close dates.
#3 would enforce close dates on all orders.

Is that right?

[sfrei (deleted)]

Yes that's right.
I'm assuming you meant 3. to force auto archive date?