This article details the steps for archiving workflow cards, viewing archived cards, and restoring a previously archived card.
Table of Contents:
How to Archive a Workflow Card
How to View Archived Workflow Cards
How to Restore an Archived Workflow Card
Accessing Workflow Form Details
Auto-Archiving a Workflow Card
How to Archive a Workflow Card
Within a given Workflow, cards can be archived if they are no longer relevant to business processes. This helps to keep the Workflow area clean and tidy without deleting any cards or their associated content.
1. Navigate to the Workflow
2. Click on the card to be archived
3. Select the "Controls" tab on the right-hand side
4. Choose the green "Archive" button
The Controls tab will not be visible to users designated as Local Workflow Collaborators.
How to View Archived Workflow Cards
Any archived Workflow cards can be viewed after filtering by Archived Cards from the Workflow board.
Any archived cards from that Workflow will be listed with relevant details including the date and time (GMT) the action took place along with the last Phase name. When present, information about the Owner, Contract, and Supplier will also be visible from this view.
How to Restore an Archived Workflow Card
Cards can be restored from an archived state if needed by filtering the Workflow board by Archived Cards and clicking on the corresponding Card Name.
1. Navigate to the Workflow
2. Change the filter from Live Cards to Archived Cards
3. Click on the relevant Card Name link
4. Select the "Controls" tab on the right-hand side
5. Choose the green "Restore" button
The card will then return to the previous Workflow Phase location once restored.
The Controls tab will not be visible to users designated as Local Workflow Collaborators.
NOTE: Cards that have been Archived or have moved to a Done phase are considered Closed and therefore a new card can be triggered again on to that workflow.
Accessing Workflow Form Details
Even after a Workflow card is archived, any completed form details will still be available within the associated Contract or Supplier record from the "Forms" tab.
Auto-Archiving a Workflow Card
You can also configure workflow cards to auto-archive after a set number of days.
- Select the three dots on the "Done" phase of your workflow
- Select "Edit this phase"
- Select "Auto archive" on the right hand side
- Input the number of days you want cards to remain in the "Done" phase before auto-archiving
- Click "Save".
