Archive Items ​

Archiving is for items you want to keep on record but no longer use — retired equipment, sold assets, or seasonal gear you want out of the way. An archived item disappears from your working lists but keeps its complete record and history.

Archive or delete? ​

  • Archive when the item is out of service but you want to keep it: the item is hidden, but nothing is lost, and you can bring it back at any time.
  • Delete (move to trash) when the item should not exist in your account at all. See Delete items.

If an item is both archived and deleted, the trash takes precedence: it shows in the Trash tab, and restoring it from the trash returns it to the archive.

What archiving does ​

An archived item is:

  • Hidden from the Items and Inventory tabs, search results and item pickers
  • Excluded from new checkouts, reservations, events and issues
  • Excluded from dashboards, statistics and QR code lookups

At the same time, the item keeps:

  • Its full record — all fields, pictures, files and settings
  • Its complete history — checkouts, reservations, condition and location changes, issues
  • Its place in historical activity reports

Archived items still count toward your account's item quota. If you want to free up quota, delete the items instead.

Archive items ​

  1. Open Items > View items and select the items using the checkboxes.
  2. In the selection bar at the bottom, click Archive.

Items that are currently checked out are skipped (a message tells you how many) — check them in first, then archive them.

You can also archive a single item from its page: click the ⋮ menu in the top right and choose Archive item.

The Archive tab on the items page.

Find archived items ​

Open the Archive tab on the items page. It works like the main list — you can search, filter and sort the archived items the same way.

Unarchive items ​

An archived item's page shows a banner: This item is archived — hidden from the items list and excluded from new reservations, checkouts and stats. Click Unarchive in the banner to bring it back.

To unarchive several items at once, select them on the Archive tab and click Unarchive in the selection bar. The items return to the main list and behave normally again.

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