Deleting and Archiving CollisionLink Dealer Orders

KB Article #520

Once a transaction has been completed, it can be deleted or archived to keep your CollisionLink Overview window better organized. Transactions with a Status of Quote Declined can be deleted. Transactions with a Status of Completed, Submitted for Reimbursement, Order Declined, or Quote Request Closed can be archived.

Notes:

• Deleted orders are removed from all users.  Archived orders are still available for review.

• PartsTrader quote are archived at 30 days.
  
• Transactions will be available for 12 months after archiving and are then permanently deleted.
• Transactions are archived based on user login. If one user archives a transaction, it will still display on the Overview for any other user that is able to view that transaction--such as the Admin or Power User.
• Manual claims that have been Submitted for Reimbursement can be archived from the Claim Details window.
  
  
• To delete a transaction...
• To archive a transaction...
• To view archived transactions...

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To Delete a transaction:

1. From the Overview window, locate the transaction you wish to delete and click the Action icon (). Note:  The order must have a Status of Order Declined.
2. Click Delete.
   
3. The transaction will be removed from the Overview.  This action can not be undone. The order is no longer available in the solution.

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To Archive a transaction:

1. From the Overview window, locate the transaction you wish to delete and click the Action icon ().
2. Click Move to Archives.
   
3. The transaction will be removed from the Overview.

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Once transactions are archived, they can still be viewed when needed. Note: Users can only view transactions that they have archived. Admins and Power Users can view all archived transactions.

To view archived transactions:

1. From the Overview tab, click View Archive.
2. The View Archived Transactions window displays. Select the Transaction Date Range from the criteria--this is a required field. (This is based on when the transaction was created, not archived.)
   
3. Use one or more of the additional fields to narrow your search:
   • Company Name  
   • RO#  
   • Make  
   • Year  
   • Model  
   • Transaction ID (The "CLK" prefix does not need to be included.)
   • VIN  
   • Invoice Number  
4. Click Search. The results will display below.
   
5. Double click the correct transaction from the results list to view transaction details.
6. When finished, click the X in the upper right-hand corner of the View Archived Transactions to close.