# Archived objects Archiving provides a way to hide objects from your active views while preserving all historical data and relationships. Archived objects remain fully functional in the system but are hidden from default list views to reduce clutter and help teams focus on active items. {% hint style="info" %} Archiving is **not** the same as deleting. Archived objects remain in the system and can be unarchived at any time. All data, relationships, and history are fully preserved. {% endhint %} ## What archiving means When you archive an object in Hardfin: * The object is **hidden from default list views** - It won't appear when you browse the main list of that entity type * The object can be **filtered back into view** - Use the "Show archived" option in list views to display archived items alongside active ones * The object is **hidden from dropdown menus** - It won't appear in the basic dropdown listing * The object can **still be searched in dropdown menus** - You can find archived objects by searching for them by name in any dropdown or autocomplete field * Changes are **tracked in the audit log** - Archive and unarchive actions are recorded with timestamps and user information ## Where archiving is available Archiving is available for the following entity types in Hardfin: ### Projects Archive projects that are complete, cancelled, or no longer active to keep your project list focused on current work. Archived projects remain accessible for reporting and historical reference. [Learn how to archive projects](/run-your-business/projects.md#archive-a-project) ### Products Archive items that are discontinued, end-of-life, or no longer actively managed to simplify item selection while maintaining historical records for existing assets. [Learn how to archive items](/set-up-the-basics/items.md#archive-an-item) ### Companies Archive companies that are no longer active or have ended their relationship with your organization. Archived companies remain in the system for historical reporting and reference. [Learn how to archive companies](/set-up-the-basics/companies.md#archive-a-company) ### Locations Archive locations that are no longer in use, such as closed sites or decommissioned facilities. This helps maintain clean location lists while preserving location history for assets and projects. [Learn how to archive locations](/set-up-the-basics/locations.md#archive-a-location) {% hint style="warning" %} **Assets are physical items and cannot be archived.** While assets are associated with products and locations that can be archived, individual assets themselves cannot be archived. To remove assets from active tracking, use the appropriate asset status or lifecycle management features instead, such as [scrapping the asset at end of life](/run-your-business/assets/scrapping-assets-at-end-of-life.md). {% endhint %} ## Finding archived objects You can find archived objects in the following ways: ### In list views All list views for archivable entities include an option to "Show archived" objects. When you enable this option, the list will display archived items alongside active ones (or only archived items, depending on your other filters). To view archived objects: 1. Navigate to the relevant list view (projects, products, customers, or locations) 2. Enable the "Show archived" option in the filter controls 3. The list will update to show archived objects Archived objects will be indicated with a small archived badge and a subtle color in the list view. ### In dropdown menus and search Archived objects continue to appear in dropdown menus and autocomplete fields when you search for them by name. They are typically displayed with an "(Archived)" indicator to distinguish them from active objects. This ensures that you can still reference archived objects when needed, such as when viewing historical projects or looking up past customer information. ## Changing archive status You can usually change the archive status of an object from the *More actions* menu at the top right of the object details page. ### How to archive an object The process for archiving varies slightly, but is generally: 1. Navigate to the detail page for the object you want to archive 2. Locate the archive control (typically in the "More actions" menu or as a dedicated button/icon) 3. Click the archive button or option 4. Confirm the action if prompted Once archived, the object will immediately be hidden from default list views but remains accessible through search and filtering. ### How to unarchive an object To restore an archived object to active status: 1. Navigate to the list view for that entity type 2. Enable the "Archived" filter checkbox to display archived items 3. Locate the archived object you want to restore 4. Open the object's detail page 5. Click the unarchive button or option (typically in the same location as the archive control) The object will immediately return to active status and appear in default list views. ## Best practices * **Archive regularly** - Keep your active lists clean by archiving completed or inactive objects * **Use consistent criteria** - Establish clear guidelines for when to archive objects (e.g., projects 30 days after completion) * **Review before archiving** - Ensure the object is truly inactive and that archiving won't disrupt any ongoing work or reporting * **Document reasons** - Consider adding a note or comment before archiving to explain why, especially for important objects * **Audit archived items periodically** - Review your archived objects occasionally to ensure your archiving practices are working well --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. 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