The archive setup in master date information is done directly on the information code list or from the archive table if you enter that one.
Master Data Information in Business Central lets you track and archive changes to master data across customers, vendors, items, and serial numbers. You set up the archiving directly on the Information Code List, where you choose which information codes to track and which fields to store, such as the value field or description field.
You can use the archive for tracking who changed what and when, for storing quality control parameters, and for building a history on serial numbers. For a serial number on a piece of equipment, you can see how many times it was assigned, who owned it, and when each change happened.
From the archived entries you can access the archive setup and, with the right permissions, edit or insert archive entries manually to correct mistakes. Control access with a proper user permission setup so only authorised users can change archived data.
How the archive setup works in Master Data Information
You configure the archive setup directly on the Information Code List, or from the archive table if you open that instead. Open the Information Code List and you can find the archive setup from there.
In the archive setup you decide which information code you want to archive and what you want to archive. You can choose to track the value field when it changes, the information value field, or the description field, and you can specify which information code each setting applies to.
This setup applies everywhere you use Master Data Information. That means customers, vendors, items, and more. You define which master data you want to track when someone changes it.
What you can use the archive for
The archive is not only for tracking changes. You can also use it to store quality control parameters, or to add history to serial numbers.
Take a serial number on a computer as an example. The point is not just to keep the history, but to see how many times the computer was assigned and who owned it. When you open the archived entry, you can see the full history: when it was assigned, to whom, and who made the changes in Master Data Information that created the archived entry.
The same applies to the assignment details. You can see which employee it was assigned to, when it was allocated, and so on. You set up everything you want to archive and then review it directly in the archived entries.
Editing and correcting archived entries
From the list of archived entries you can navigate back to the archive setup, provided you have the right permission. You can also insert an archive entry from here.
If someone changed something and got it wrong, you can open the archived entry and edit it manually. You can remove the filter to see all archived entries if you need to change something across the board.
Handle this with a correct user permission setup. Editing archived data should be restricted to authorised users so the history stays reliable.
Q&A
Where do you set up archiving in Master Data Information?
You set it up directly on the Information Code List, or from the archive table if you open that. In the archive setup you choose which information code to archive and which fields, such as the value field or description field, to track.
What master data can you track with the archive?
The archive setup applies everywhere you use Master Data Information, including customers, vendors, and items. You decide which master data you want to track when someone changes it.
Can you use the archive for more than tracking changes?
Yes. Besides tracking who changed what and when, you can store quality control parameters and build a history on serial numbers, for example to see how many times an item was assigned and who owned it.
Can you edit an archived entry if a change was made by mistake?
Yes. If you have the right permission, you can open the archived entry and change it manually, or insert a new archive entry. You can also remove the filter to see all archived entries.
How do you control who can change archived data?
Use a correct user permission setup. Editing archived entries should be restricted to authorised users so the archived history remains reliable.