Managing student documents over time can be overwhelming, especially when records accumulate across years. Our Bulk Archiving by File Tag feature helps you keep files organized, reduce clutter, and ensure only the most relevant documents are easily accessible.
With this feature, you can set automated rules to archive groups of documents based on their File Tag and date criteria (such as upload date, data date, or expiration date). This saves you from manual clean-up and ensures your system stays tidy.
Why use Bulk Archiving by File Tag?
Save time: Automatically archive old or expired documents without sorting manually.
Stay organized: Keep the active document view clean while still retaining archived records.
Maintain compliance: Ensure outdated files are moved to archived consistently.
Reduce errors: Apply rules to entire File Tags so nothing is missed.
Setting Archiving Rules
Archiving rules are created and managed at the File Tag level.
Navigate to File Tags
Go to Settings → Instance Settings → File Tags.
Here, you can create new File Tags, adjust visibility, or edit existing ones.
Edit a File Tag
Click Edit next to the FileTag you want to manage (e.g., “Consent to Treat”).
You’ll now see an option to Select Archival Rule Type.
Archival Rule Types
There are two rule types available:
1. Archive After Duration
Archive documents a set number of days, weeks, or months after a date field.
Options include:
First Uploaded At – automatically recorded when a document is uploaded.
Dated Date – entered by the user at upload.
Expires At – entered by the user at upload.
👉 Example: Archive all “Consent to Treat” documents 7 days after expiration to allow for a review buffer.
2. Archive After Date
Archive all documents with a specified date field before a chosen date.
Options include:
Uploaded At
Dated Date
Expires At
👉 Example: Archive all “Consent for Activities” documents uploaded before June 6th (end of the school year).
What Happens After Archiving?
Archiving runs during the nightly sync (around 9 pm ET). If you set a rule today, affected documents will be archived the following morning.
Archived documents are not permanently deleted.
You can still access them in the student’s Card → Documents tab → Archived section.
Tips & Best Practices
Use “Archive After Duration” for ongoing compliance needs (e.g., auto-expiring forms).
Use “Archive After Date” for one-time cleanups (e.g., clearing out last year’s forms).
Always leave a short buffer (e.g., 7 days) after expiration in case you need to review files before they move to archived.
Questions or Concerns?
If you need assistance setting up your archival rules, please reach out to the August Schools Support Team via the Help icon in your dashboard or email us at [email protected].