Archive and Delete Workflows

This article will explain the process of archiving or deleting workflows in Gatekeeper.

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  Estimated Read Time: 4 minutes

Sections in this article:

• Archiving vs. Deleting
• Who can Archive/Delete Workflows?
• Archive a Workflow
• Delete a Workflow

Archiving vs. Deleting

Archiving and deleting a workflow serve different purposes in Gatekeeper:

• Archiving removes a workflow from active use while preserving its history, allowing it to be restored if needed. A workflow can be archived as long as there are no live cards, i.e. they are in a Done phase or already archived. This is the recommended approach for workflows that are no longer needed but should be retained for reference or compliance, ensuring the audit trail remains intact.
• Deleting a workflow permanently removes it from Gatekeeper and cannot be undone. It can only be deleted if it has never been used, or if all associated cards have already been deleted. Even if all cards are in a Done phase or archived, the workflow cannot be deleted unless every card is fully removed. Deleting a workflow should only be used in specific cases, such as workflows created in error or for testing purposes. Since deletion is permanent and removes all associated data, it is not recommended for workflows that have been actively used.

Who can Archive/Delete Workflows?

Only users with the Workflow Administrator additional permission can archive or delete workflows. Local Workflow Administrators can edit their assigned workflows, and archive or delete individual cards, but do not have the ability to archive or delete the entire workflow.

See Workflow Authorisation Overview for further details on what users can do in workflows.

Archive a Workflow

To archive a workflow: 

1. From the navigation menu, click Workflows.
2. Expand the 3 dots on the relevant workflow, then click Archive Workflow.

If there are live cards on the workflow, follow the below steps first to archive them:

1. From the navigation menu, click Workflows.
2. Click the relevant workflow to open it.
3. From the status filter, select Live Cards.
   
4. Click on the name of a card to open it.
5. From the Controls tab, click Archive.
   
6. Repeat steps 3-5 for all cards on the workflow.

Delete a Workflow

To delete a workflow: 

1. From the navigation menu, click Workflows.
2. Expand the 3 dots on the relevant workflow, then click Delete Workflow.
   

If there are existing cards on the workflow, follow the below steps first to delete them:

1. From the navigation menu, click Workflows.
2. Click the relevant workflow to open it.
3. From the status filter, select All Cards.
4. Click on the name of a card to open it.
5. From the Controls tab, click Delete.
   
6. Repeat steps 3-5 for all cards on the workflow.