Adding Users to Archive Systems

When to use this article
Use this article when you need to give an administrator access to a VZ archive system from a past season. This is required when a user did not exist in production at the time that system was archived and therefore does not automatically appear in the archive.

Purpose

To explain how admin users with appropriate permissions can add staff members to archived systems and what prerequisites must be met before access can be granted.

Before You Begin

Archive systems are independent snapshots of your production environment at the moment they were archived.

• Each archive contains its own set of user records captured from production at that time.

• Any users created later in production or pre-production after the archive was generated will not appear in that archive automatically.

• To grant access, those users must be manually added to each archive where access is needed.

If no users at your institution currently have access to older archives, contact VZ Support to request temporary access so a new admin can be added.

Step-by-Step Guidance

1. Confirm Permission to See Archives

In your current production system, confirm that the user who will add new users to the archive has the correct permission:

1. Go to Control Panel → Users → [Select User] → Permissions.

2. Verify that Archives Access (or equivalent system-level permission) is checked.

3. Save the record.

This ensures the admin can see the Archives tab and navigate into archive environments.

2. Verify the New User Exists in Production

Before adding the user to an archive:

• Confirm that the user needing archive access exists in production.

• Confirm their permissions and login setup are working correctly.

If the user does not exist in production, first create them following the standard user creation steps described in
➡️ [Creating and Managing Users in VZ] (link this article in HubSpot).

3. Add the User to the Archive

Once verified:

1. Navigate to the desired archive system from the Archives tab in the production Control Panel.

2. Inside the archive, go to Control Panel → Users → New.

3. Follow the same basic process used for adding a user in production:

   • Enter the user’s First Name, Last Name, and Email.

   • Set or generate a password (if required).

   • Assign permissions matching their role in that archive.

4. Click Save.

📌 Note: Each archive system is separate. If a user needs access to multiple archived years, repeat these steps in each one.

Check Your Work / Validation

✅ The new user can access the archive system from the Archives tab.
✅ The user sees the expected areas and permissions.
✅ The original admin user who performed the setup retains access.
✅ Additional archives were updated as needed.