Archiving your data

Contacts, listings, viewings, offers, lettings, inspections, work orders, payments, appointments, reminders, forms, and alerts are archived rather than deleted. Use Archive from the record’s Actions menu, row menu, or form, and Restore to bring it back. Archiving keeps the record and its history, and reports still count it.

Files, photos, leads, and AI conversations are deleted permanently rather than archived, and deletion cannot be undone.

Find archived records

Archived records are hidden from lists, pickers, search, your website, the developer API, and portal feeds. Toggle Archived above a list to show them. Records that already refer to an archived contact or user still show it.

Who can archive and restore

Directors, Managers of the record’s branch, and the record’s responsible user can archive and restore it. The responsible user is:

• Contact, listing, letting, reminder, or alert: the user on the record.
• Viewing or offer: the listing’s user.
• Inspection or work order: the letting’s user, or the listing’s user when there is no letting.
• Payment: the user of its letting or listing. A work order’s payment follows the work order’s letting, or its listing when there is no letting.
• Form: the user of the record it is attached to.
• Appointment: any attendee can archive or restore it and its forms.

What archiving does

Archived records are read-only. You can still open an archived record, its files, and its forms, but you cannot change it, add records to it, or upload, rename, or delete its files until you restore it. An archived listing can still be cloned into a new listing.

Archiving a record also archives the records that depend on it, and each of those archives its own, so archiving a listing archives everything under it.

Restoring

Restoring a record brings back the records archived with it, but not ones archived earlier on their own.

A record cannot be restored while a record it belongs to is still archived, so restore from the top down: the listing before one of its offers, for example. Restoring a listing, offer, letting, inspection, or work order is also refused while a contact named on it, or on a record restored with it, is archived; restore the contact first.

Listings

Cannot be archived while published on a portal; remove it from the portal first. Archiving also archives its viewings, offers, lettings, inspections, work orders, payments, forms, and alerts. Restoring brings these back.

Contacts

Cannot be archived while a listing, letting, or work order that is not archived names it, or while it is the buyer on an offer that is not archived; replace that party or archive the record first. Archiving also archives its forms and viewings. Its leads, verifications, and files are kept. Restoring a contact is never refused, and brings back its forms and viewings.

Viewings

Archiving also archives its forms. Restoring needs its listing and contact restored first. A viewing archived with its listing or contact is restored once both are restored, unless its start time passed while it was archived.

Offers

Archiving also archives its forms. Restoring needs its listing restored first.

Lettings

Archiving also archives its inspections, work orders, payments, forms, and alerts. Restoring needs its listing restored first.

Inspections

Archiving also archives the work orders raised from it, and its forms. Restoring needs its listing, letting, and the work order it was raised from restored first.

Work orders

Archiving also archives the inspections raised from it, and its payments, forms, and alerts. Restoring needs its listing, letting, and the inspection it was raised from restored first.

Payments

Archiving also archives its refunds. Restoring needs its listing, letting, or work order restored first, and a refund needs its original payment restored first.

Appointments

Archiving also archives its forms and, for a repeating appointment, the whole series. Restoring is never refused, and brings back its forms.

Reminders and alerts

Nothing else is archived with them. Completed reminders are archived automatically 90 days after completion. Restoring a reminder is never refused; an alert needs its listing, letting, or work order restored first.

Forms

Restoring needs the record it is attached to restored first.