Introduction
Business Entities in GEMS can be designated as Archived, which places them in a read-only state.
Archived Business Entities do not count toward an organization’s number of Active Business Entities allowed; consequently, archiving a Business Entity is an effective way to free up slots for new Business Entities should the Active limit be reached.
Please Note: “Active” in the context of a GEMS license or archiving is not related to a Business Entity’s “Status” field or whether a Business Entity is currently operating or active in business. “Active” in this context only refers to those Business Entities in GEMS that are able to be edited and count toward the GEMS license.
Archived Entities can be restored to Active status. See How to Restore an Archived Business Entity/Company for more information.
Viewing GEMS License Information
To view the license information for a GEMS database, do the following:
Navigate to Admin > GEMS Settings > Product Information.
Look for the “License information” section on the lefthand side of the modal. This section displays how many Active Business Entities/Companies are permitted under the current license and how many have been used. The number used will reduce upon the archiving of any Active Business Entities/Companies.
Archiving Entities
To archive an Entity, do the following:
From the Snapshot of the Entity to be archived, navigate to the Basics screen by clicking View More Details > Basics.
Next to the “Archive” field toward the top of the page, click Go.
Make sure the “Archive Business Entity/Company” checkbox is checked, then click Submit.
