Introduction

The Archiving feature in EVA Business Workflows allows users to automatically archive entities such as Jobs, Pipelines, and Candidates. This feature can be configured to trigger during specific workflow transitions, providing an efficient way to manage and organise your data.

The primary goal of the Archiving feature is to keep the database clean—removing aged or irrelevant data from daily use. It also streamlines the process of archiving related entities. For instance, when a Candidate is archived, the associated Pipelines can also be archived automatically.

Archiving can be used in 2 of the workflows mentioned below along with the target Entities

Pipeline Workflow

• Target Entities: Pipeline, Candidate

Job Workflow

• Target Entity: Job

EBW Action: Adding Archive Action to Job Workflow

For detailed steps on adding the workflow transition action “Archive” for the Job Workflow, refer to the training article Eva Business Workflows Configurations | Configurations .

Also, please ensure that the required transitions are already configured in the Job Workflow and make sure to select “Archive” action in the workflow transition.

How to test “Archive” action: To check the configuration is working, follow these steps and change the job status:

1. Configure Action “Archive” with target entity “Job”

2. Go to Job Lists

3. Select a Job where the initial state should match with the transition (i.e Active)

4. Perform the transition by clicking the button

   Since the “Allow agent editing” check box was previously enabled,the confirmation modal window should be displayed, and by default, the check box for the ‘Archive Job’ label should be enabled.

5. Click on ‘Confirm Selected’ button, configured ‘Archive’ action will be triggered.

6. Selected Job should be moved to Archive state

7. All linked pipeline’s should also be archived

EBW Action: Adding Archive Action to Pipeline Workflow

“Archive” action can be added to Pipeline workflow by configuring Pipelines or Candidates as the target entity

For the  “Archive” action to be added to the workflow transition of the pipeline, refer to the training article  Eva Business Workflows Configurations | Configurations  

How to test the Archive Action for Pipelines

1. Configure Action “Archive” with target entity “Candidate” or “Pipeline”

The image above shows an example of a configuration for “pipeline” as the target entity

The image above shows an example of a configuration for “candidate” as the target entity

Verifying the action in the Pipeline process page (Candidate or pipeline as target entity will have the same steps to follow)

1. Navigate to Pipeline process page

2. Select a job which matches the pipeline workflow

3. Select a Candidate  where initial state should match with the transition (i.e Relevant)

4. Perform the transition by clicking the button (Ex: Relevant to Available)
   A confirmation modal window should be displayed and by default the check box for ‘Archive Pipeline’ label should be in enabled state.

5. Click on ‘Confirm Selected’ button

6. Configured ‘Archive’ action should be triggered 

7. If “pipeline” is the target entity for ‘Archive’ action, only the pipeline is archived

8. If “Candidate” is the target entity for ‘Archive’ action, the candidate and all linked pipelines are archived

9. We can find the archived pipelines from the “Archive list” on the CRUD

To Summarise Workflow Types and Entities

Summary of Key Points

• The Archive action is available in job and pipeline workflows but not in job request workflows.

• The action appears in the drop-down for agent-side transitions and is checked by default in confirmation forms.

• Archiving includes the entity and its related entities where applicable.

By following this guide, users can effectively configure and utilise the archiving feature in EVA Business Workflows to maintain organised and up-to-date records of their entities.