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.
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Archive projects that are complete, cancelled, or no longer active to keep your project list focused on current work. Archived projects remain accessible for reporting and historical reference.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
Products
Archive products that are discontinued, end-of-life, or no longer actively sold to simplify product selection while maintaining historical records for existing assets. Learn how to archive products
Customers
Archive customers who are no longer active or have ended their relationship with your organization. Archived customers remain in the system for historical reporting and reference. Learn how to archive customers
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
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.
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:
Navigate to the relevant list view (projects, products, customers, or locations)
Enable the "Show archived" option in the filter controls
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:
Navigate to the detail page for the object you want to archive
Locate the archive control (typically in the "More actions" menu or as a dedicated button/icon)
Click the archive button or option
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:
Navigate to the list view for that entity type
Enable the "Archived" filter checkbox to display archived items
Locate the archived object you want to restore
Open the object's detail page
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
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