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Deactivating and archiving old data on your site
Who is this article for?Users who want to tidy up data on their site.
Module permissionsand item Ownership or higher access are required for most of the steps.
Over time, you may find that data ends up cluttering list views and increasing load times. To counteract that, you can archive, deactivate, or delete the outdated items. This article will walk you through how to deactivate and manually archive items you no longer need.
In this article:
1. Deactivating data
Items
You can deactivate an item from its notebook page.
To do so, click its title and select 'Deactivate this...' from the dropdown.
Actions can also be deactivated using a Bulk Operation.
Trees
You can deactivate the entire tree by deactivating the top-level Action or Risk first.
To do this, open the top-level item, click its title, and select 'Deactivate'. All sub-items will also be deactivated. Reactivating a sub-item will reactivate all items above it.
Users and Roles
You can deactivate a User or Role from their notebook pages.
To do so, click 'Last, Name▼' or 'Role Name▼' and select 'Deactivate'.
Deactivated Users and Roles will still appear against the Ownerships they had before being disabled. They will be marked with a strikethrough.
2. Archiving Trees
Deactivating items will not remove them from views of Users with the Permissions to see inactive items. While there is no feature to archive these, you can do so manually.
Actions and Risks
To archive Actions and Risks, create a top-level item that will store all items you no longer need. We recommend adding 'zz' to its code, to move the item to the bottom of its respective list. For Actions, be sure to set the 'Start Date' and 'Due Date' far enough in the past and future to work for all Actions beneath it.
After this, simply Cut and Paste the trees you wish to archive into this item.
Scorecards
You can use a similar technique for archiving Scorecards in Classic, as these are displayed in a tree structure.
It isn’t possible to nest Scorecards, so firstly you’ll need to create a top-level Scorecard to act as your archiving 'Folder'. After this, you’ll need to create a new hierarchy level under this 'Folder', which will hold the contents of the Scorecard you are archiving.
3. Other methods
Documents
If you don't want to delete your Documents, you can create an archive folder for them. We recommend naming it 'zz_Archive' to guarantee the Folder will appear at the bottom of the Document list.
Once created, you can move your Documents there.
Reports
Whilst you cannot make Reports inactive, it is possible to move them into an archive folder in the same way you can for Documents.
You can also lock a Report version to prevent it from being run.