Archiving data

All data in Hirevue can be archived to make using the system easier. Archiving data that is no longer needed means when you filter data, you're provided exactly what you need without sifting through outdated information. You could archive candidates that have been hired, Jobs for positions no longer needed, or Events that have passed.

The following data types can be archived:

• Candidates
• Interviews (both on-demand and live)
• Events
• Jobs
• Job templates
• Assessments

Note: Candidates who have been archived can be invited to active Jobs or Events. When this is done, the candidate is moved to unarchived storage. However, you cannot invite any candidate to an archived Job. Additionally, new Jobs cannot be created from archived Job Templates.

The following instructions can be applied to any of the above data types.

To archive candidates

Archiving a candidate removes the candidate from the active candidate list while keeping the profile available for future reference (until it is purged per the configured retention period).

1. From the main header menu, click Candidates.
2. Locate the candidate you want to archive (search, filter, or scroll).
3. Select the checkbox to the left of the candidate's name.
4. Use the options/actions available above the list:
   • If your page shows a three-dot (…) options menu (often in the upper-right), click it and select Archive.
   • If your page shows an Archive button above the list after you select candidates, click Archive to archive the selected candidate(s).
5. Confirm the action if prompted.

The candidate is removed from the active (unarchived) candidate list.

To archive an assessment

Archiving an assessment changes its status to Archived, removing it from the active list while keeping its data.

1. Navigate to the Assessments page and click the assessment you want to archive.
2. On the Edit Assessment page, scroll to the bottom to find the action buttons.
3. Click Change Status to open the status dropdown.
4. Select Archive.
5. Look for the confirmation message at the top of the screen confirming the assessment was archived. The updated status will also appear in the main assessments list.

To archive other data types

1. Click the desired page from the main Hirevue menu bar.
2. On that page, locate and click the interview/event/job/job template you wish to archive.
3. Click the action menu , and then select Archive.

Unarchiving data

If your company has an archival schedule, data will regularly move to inactive storage. However, if you need to retrieve data to be used again, you can unarchive and the data will appear in the appropriate grid.

Note: If you unarchive data that was previously archived, it will remain in active storage regardless of your company's archival storage policy. If the data needs to be archived again, you must manually archive to move the data to inactive storage.

The following instructions can be applied to any of the data types. Go to the appropriate page where you wish to unarchive data and follow these steps.

To unarchive candidates

1. From the main header menu, click Candidates.
2. Open the page options menu:
   • Click the Action menu (or the three-dot … menu, depending on your layout).
3. Select View Archived to open the archived candidate list.
4. Find the candidate you want to restore (page through the list or search).
5. Select the checkbox next to the candidate’s name.
6. Open the Action menu (or … menu) again and select Unarchive.
7. A confirmation (for example, a Restored message) indicates the candidate has been returned to the active list.
8. To return to the active candidate list, open the menu again and select View Unarchived.

To unarchive other data types

1. Click the desired page from the main Hirevue menu bar.
2. On that page, click the Action menu (), and then select View Archived.
3. From the Archived list, you can page through the archived data, or you can search for the name.
4. When you've found the desired interview/event/job/job template, click the name, and then click the Action menu (), then select Unarchive.

The data is restored to the unarchived list and can be used.