Once you've processed all letters in a batch, you can delete the batch or archive it. Archiving removes a batch from the listing of available batches and prevents you from adding letters to it. Once you've archived a batch, you can use the batch name again for an active batch. This allows you to set up a batching process that uses the same batch name for the same mail responses.
The batch archive process does not check the status of mail records in the batch. If you archive a batch that contains non-completed mail (with a status of On Hold, Request Approval, and so forth), the status is not changed. You can still access those records, change the status, and print or send via e-mail. However, you cannot process them until you activate the archived batch that they're in or remove them from the archived batch. You can restore any archived batch to active status by activating it.
To archive a batch:
Click the Mail tab and click the Batches submenu link to go to the Quick Search page for batches.
Search for the batch you want to archive by performing a quick or advanced search. Found batches appear on the Search Results page.
Select the check box next to the batch or batches you want to archive.
Select the Archive action.
Click OK to confirm the archive action.
Note: Archived batches can be located with an Advanced Search by selecting Archive in the Display field. The date, time and user who archived the batch can be viewed in the History section of the Full Batch Page. In addition, you can create a Mail List or Custom Report to search for or report on archived batches.
When you archive a batch, it remains in an inactive state on your system and is unavailable for use. You can activate an archived batch, which makes it available for processing.
To activate an archived batch:
Click the Mail tab and click the Batches submenu link to go to the Quick Search page for batches.
Click the Advanced Search link.
Click in the Display field and select Archive to locate archived batches, and use other advanced search criteria to find a specific batch or batches.
Click the GO button to display a listing of archived batches found with your criteria.
Select the check box next to the batch or batches you want to activate.
Select the Activate action.
Click OK to confirm the activate action.