Article Content

Overview

Objects are archived when they have been moved to a workflow state assigned to the Archive state category. Archived object data can be analyzed over time, and can be included or excluded from reports, relationship or references on forms, or global search results.

User Account Requirements

The user must have Administrator permissions in order to access the Admin Overview section. 

Related Information/Setup

Please refer to the Include or Exclude Archived Objects article for instructions on including or excluding archived data from reports, relationships, references, and searches.

Important Notes

• The auto-created Archived state, which is part of the default workflow created with each new object type, is automatically assigned the Archive state category; however, you can assign this category to another state if required.
• Reports, forms, and roles created before Version 3.0 are configured to include archived data by default. All reports, elements, and roles created after Version 3.0 exclude archived data by default.
• Archived data is supported for reports, but no other data visualizations (i.e., data grids or analytics export reports).
• If a user is in multiple roles and Archive Search is enabled on one role, but not the other, the user may still be able to perform a search of archived objects.

Navigation

1. From the Home screen, click the Administration icon.

Administration Icon

2. From the Administration Settings menu, click the Admin: Overview link.

Admin: Overview Link

3. From the Admin Overview screen, click the Object Types tile on the Data Models section.

Object Types Tile

4. From the Object Types screen, enter an Object Type Name in the Search field to narrow down the list.
5. Click the Object Type you want to edit.

Object Type

Assigning the Archive Category to a Workflow State

1. From the Edit Object Type screen, click on a workflow under the Workflow tab. 

Click on a Workflow

2. If there are no workflows listed, click on the Configure Workflow button.

Configure Workflow Button

3. From the Admin: Edit Workflow screen, perform one of the following actions:
   • Click the + Add State button to create a new start.
   • Click a State name to edit the selected state. Creation states cannot be edited. 
4. Select Archived from the State Category dropdown menu when adding or editing a state, assigning the archived category to the state.

Adding a State

Editing a State

5. Click the Create (adding) or Done (editing) button.