Capex Plan’s Basic Settings allow you to tailor how your data is tracked, retained, and displayed. In this guide, we’ll cover three important settings:
- Setting your Tracking Start Date
- Managing your Activity Logs
- Configuring Auto-Archive for Projects
These options help ensure personalized control over your data visibility and system performance.
Setting the Tracking Start Date
By default, tracking data in Capex Plan aligns with your Fiscal Year settings.
However, you may want your tracking reports to begin from a different date—such as the start of the calendar year—without changing your fiscal year.
How to Set a Custom Tracking Start Date:
- Go to the Basic Settings section.
- Locate the Start Showing Tracking Data on a Specific Month and Year field.
- Choose your desired start date.
For example:
If your fiscal year starts on February 1st, 2025, but you’d like to see tracking data from January 1st, just select January 1st, 2025 in this field.
This flexibility allows your tracking reports to follow a custom timeline without affecting your fiscal year setup.
Managing Activity Logs
Capex Plan automatically logs user activity, creating a full audit trail of all user actions, especially for super users.
You can view these logs under Reports → Activity Log.
Over time, these logs can grow large and may affect performance if not managed properly.
How to Set Activity Log Retention:
- In the Basic Settings, find the field labeled Activity Log Deletion After Months.
- Enter the number of months you wish to retain logs (e.g., 12).
- Leave this field blank if you want to keep logs indefinitely.
For most organizations, retaining logs for 12 months is ideal. It balances historical visibility with system performance.
Auto-Archiving Projects
To keep your Manage Budget page clutter-free, you can enable auto-archiving for projects that have been completed.
How Auto-Archiving Works:
Once a project is marked as Closed, the system can automatically archive it after a specific period.
How to Configure Auto-Archiving:
- Go Budget and Manage Budgets.
- Locate the field labeled Auto-Archive Projects After (Months).
- Enter a number between 1 and 96 months.
For example:
If you enter 6, any closed project will be automatically archived 6 months after closure.
This helps maintain a clean and organized project list, especially useful for long-running or legacy projects.
