Document Archive

Overview

Archiving documents helps the Projects page load faster, allows project managers within your organization to keep their active documents organized, and stores valuable information about a document long after it has been completed.

Documents that are in a completed state (complete, late, or canceled) in the TMS can be archived manually or they can simply be ignored, depending on your preference. The system archives documents six months after completion.

Archiving removes all information about a document, including target versions of the document, from all our applications and stores it in the Archive within the project. To view archived documents, or to download target versions of the document, navigate to the Archive tab in the Project.

System Archiving

When your community is set up for document archiving (done by RAY Enterprise), completed documents will be automatically archived after a certain period of time. This time period depends on your community type. Please email support@lingotek.com for more information. 

Manual Archiving

If there is a completed document that you would like to clear out of your list of active documents, you can use the Archive action in the Document Summary page. 

1. Select the desired document to reach its Document Summary. 

2. Open the Actions drop-down menu. 

3. Select Archive. Start typing "archive" to quickly filter your actions.

4. A modal will appear letting you know that this action cannot be undone and giving additional information. 

   

5. Select Archive to complete the action. 

6. The archive job will be scheduled for the selected document. 

Archive under Project Summary

Archive Tab

To view the documents that have been archived in your project:

1. Select the Projects menu in the sidebar menu. 

2. Choose your desired project. 

3. Select the Archive tab. 

4. You will see a list of documents that have been archived. 

5. To find specific documents you can search by:

   1. Document Name

   2. Document UUID

   3. Status (completed statuses)

   4. Source Locale

   5. Target Locale(s)

   6. Completion Date (select a range)

Archived Document Details

Select a document you would like more information about and you will be taken to a new page where you will see the following summary information about the document. To view all details about a Document or Target, click on the icon next to the Document or Target:

1. Document:

   1. Document name

   2. Weighted word count

   3. Word count

   4. The total cost of the document

   5. Created date

   6. Last uploaded date

   7. Completed date

   8. Due date

   9. Status

   10. Select the information icon to see additional information like document metadata.

2. Targets:

   1. A list of all targets

   2. Total cost of the target

   3. Started date

   4. Completed date

   5. Due date

   6. Status

   7. The phases associated with the target

   8. Select the information icon to see additional information like quality scores. 

3. Phases:

   1. Phase name

   2. Phase type

   3. Assigned vendor

   4. Cost of the phase

   5. Time spent

   6. Started date

   7. Completed date

Download Archived Files

To download archived files, follow these steps:

1. Click the Archive tab in Project Summary.

2. From the Documents pane, select the applicable document archive you want to archive.

3. In the Document Summary section, click the Download option.