# Register Settings

Source: https://docs.astalty.com.au/guide/registers/register-settings

> Set a register's numbering, default status and owner, review schedule, access and statuses, and archive a register.

Each register has its own numbering, defaults, review schedule, access and statuses. Only Admins with access to the register can open its **Settings**.

## Where to Find It

1. From the left-hand menu, select **Registers** (under **Library** when your menu is grouped into sections).
2. Open the register and select **Settings**.

![Register Settings for the Conflict of Interest Register, with the Settings card showing its reference prefix, numbering, default status, owner and reviews, and the Access card](https://docs.astalty.com.au/assets/registers-settings.png)

## Settings

Click **Edit** on the **Settings** card.

| Field                      | What it does                                                                                                                                                                                      |
| -------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Reference Prefix**       | 2 to 10 capital letters or digits that start every reference. It must differ from every other register's prefix, and can't be `INC`, `FB` or `REF`. Locked once the register has its first entry. |
| **Default Status**         | The status new entries start in.                                                                                                                                                                  |
| **Default Owner**          | Who new entries are assigned to.                                                                                                                                                                  |
| **Entries need reviewing** | Turns on scheduled reviews.                                                                                                                                                                       |
| **Review every**           | A count and a unit: **Weeks** (up to 156), **Fortnights** (up to 78) or **Months** (up to 36), each roughly 3 years.                                                                              |

![The Reviews section of the Edit Settings drawer, with Review every set to 2 Fortnights and Update review dates for existing entries ticked](https://docs.astalty.com.au/assets/registers-edit-settings-reviews-guide.png)

When reviews are on, each entry gets a **Next Review** date, and its owner is reminded when it falls due. See [Reviewing Entries](https://docs.astalty.com.au/guide/registers/register-entries#reviewing-entries).

Changing the count or unit reveals **Update review dates for existing entries**. Tick it to move every entry's **Next Review** to the new cadence from today, replacing its current date. Archived and cancelled entries keep theirs. Leave it off to keep existing review dates. Entries without a review date receive one, and future reviews use the new schedule.

## Access

The **Access** card sets who can open every entry in the register. Click **Edit** to change it.

| Level          | Gives                                                               |
| -------------- | ------------------------------------------------------------------- |
| **Can View**   | Read every entry.                                                   |
| **Can Update** | Read and change every entry, including its owner and collaborators. |

Each level takes user groups and individual users, and needs at least one. The Account Owner always has access and does not count towards the required selection. Admins have access only if they are listed, directly or through a group such as the Admin group. An entry's owner and collaborators can see their entry even if they are not listed here.

**Can View** is the same list as the form's **Who can view entries?** setting, so changing one changes the other.

## Statuses

Every status sits in a stage, which decides how Astalty treats the entry:

| Stage                                     | Treated as                     |
| ----------------------------------------- | ------------------------------ |
| **New**, **Not Started**, **In Progress** | Open                           |
| **Completed**                             | Closed                         |
| **Cancelled**                             | Closed, and no longer reviewed |

- Click **Add Status** to add one, with a name, stage and colour.
- Use the **⋯** menu on a status to **Edit**, **Set as Default**, **Move Up**, **Move Down** or **Archive** it.
- You can't archive the default status or the last remaining status.

![The Update Status drawer with Name, Stage and Colour](https://docs.astalty.com.au/assets/registers-update-status.png)

## Archiving a Register

The **Archive** card in **Settings** shows whether the register is **Active**, **Unpublished** or archived.

- Click **Archive** to move the register to the **Archived** tab on the Registers page. It stops taking new entries, and its entries, statuses and settings are kept. Review reminders stop for its entries.
- Click **Unarchive** on an archived register to put it back under **All Registers**. Its form comes back unpublished, so publish the form again before it takes new entries.

A register can't be deleted.