How to Archive

We suggest you archive GP2GP messages at least once a week to begin with. As time goes on, daily archiving may be necessary.

1. From Mail Manager , select File - Archive.
2. Select the criteria for archiving:
   • From Date / To Date - You can select the date from which archiving should start and the range it covers. Note that the To Date defaults to one month ago. See "Which messages can be archived".
   • Incoming - By default, both incoming and outgoing messages are archived.  Unchecking the Incoming box prevents incoming messages from being archived. We suggest you leave this checked.
   • Outgoing - By default, this box is checked. Unchecking the Outgoing box prevents Outgoing messages from being archived. We suggest you leave this checked.
   • Archive messages with outstanding actions - Not relevant for GP2GP as you cannot attach actions to these messages.
   • Archive unassigned messages - By default, a message is not archived unless it has been assigned to a patient.  By default the box is unchecked.  If checked, unassigned messages are archived as well as assigned messages.

   

   • Archive only those messages allocated to me - By default, only those messages allocated to the currently logged on user are archived.
   • Archive all messages to which I have rights - Checking this allows all messages to which the user has rights (those appearing on the Staff tab) to be archived.
   • Archive messages allocated to the following people - If this is checked, then the multi-select listbox below is enabled.  You must select at least one entry from this list.  The list is mailboxes that you have rights to view.
   • Archive only the following message types:  If this is checked, then you can select from the list, and at least one entry must be selected. Use Control-click to make multiple selections.
   • We suggest you tick GP2GP Request, GP2GP Patient Notes and PDS Updates and let the system decide whether each message is valid for archiving.
   • You can also tick Record Transfer, Record Transfer Acknowledgement, Record Transfer Rejection, Record Transfer Request, Record Transfer Request Rejection.
   • You may want to leave GP2GP Request Acknowledgement unchecked so that you can follow up on these later.
   • Ignore GP2GP Legacy Request this is not currently being used.
   • See Which messages can be archived.
   • GP2GP Request - includes the following message types and status:

Message Type	Status	Archive?
Incoming GP2GP Request	Ready for Action	can never be archived
Incoming GP2GP Request	Acknowledged notes not yet sent	can never be archived
Outgoing GP2GP Request	Acknowledged with caveats)	can never be archived
Outgoing GP2GP Request	Acknowledged)	can never be archived
Outgoing GP2GP Request	Sent awaiting acknowledgement	can never be archived
Incoming GP2GP Request)	Withdrawn	can be archived after 30 days
Incoming GP2GP Request	Cancelled/Superseded	can be archived after 30 days
Outgoing GP2GP Request	Withdrawn	can be archived after 30 days
Outgoing GP2GP Request	Processing error	can be archived after 30 days
Outgoing GP2GP Request	Transmission error	can be archived after 30 days
Incoming GP2GP Request	Notes sent	can be archived when older than 1 week
Incoming GP2GP Request	Request rejected	can be archived when older than 1 week
Outgoing GP2GP Request)	Rejected	can be archived when older than 1 week
Outgoing GP2GP Request	Complete	can be archived when older than 1 week

 

• GP2GP Patient Notes - includes the following:

Message Type	Status	Archive?
Incoming Record Transfer	Available for filing	Can never be archived
Outgoing GP2GP Record Transfer	Held in Queue	Can never be archived
Outgoing GP2GP Record Transfer	Available for Transmission	Can never be archived
Outgoing GP2GP Record Transfer	Batched	Can never be archived
Incoming Record Transfer	Withdrawn	older than 30 days
Incoming Record Transfer	Cancelled/Superseded	older than 30 days
Outgoing GP2GP Record Transfer	Processing error	older than 30 days
Outgoing GP2GP Record Transfer	Transmission error	older than 30 days
Incoming Record Transfer	Filed	Archived immediately
Outgoing GP2GP Record Transfer	Sent	Older than 1 week
Outgoing GP2GP Record Transfer	Complete	Older than 1 week

• G2GP Request Acknowledgement - includes the following:

Message Type	Status	Archive?
Outgoing GP2GP Response	Processing error	Older than 30 days
Outgoing GP2GP Response	Transmission error	Older than 30 days
Incoming GP2GP Response	Ready for Action	Archived immediately
Outgoing GP2GP Response	Sent	Archived immediately

• PDS Update

Message Type	Status	Archived?
Outgoing PDS General Update	Complete	Archived immediately
Outgoing PDS General Update	Rejected	Older than 1 week

Select Archive to start the archiving process.