Archiving and restoring opportunities and applications

Archiving helps keep opportunity and application lists focused by hiding items you no longer need to see regularly. Archived items are not permanently deleted and can be restored later.

Use archiving for housekeeping. Do not use it when you need to change the status of an opportunity or application.

You can archive individual opportunities and applications or in bulk.

note

By default, archived opportunities and applications are hidden from active views. To find an archived item, use Show archived in the relevant search or list view.

What archiving does

Archiving:

• hides the item from normal active lists and searches
• keeps the item's current lifecycle status
• allows the item to be found later using Show archived
• allows the item to be restored

For opportunities, the existing opportunity status stays the same. For applications, the existing application status stays the same.

What archiving does not do

Archiving does not:

• permanently delete the item
• cancel an application
• close, reopen, start, or restart an opportunity
• decline, accept, offer, complete, or terminate an application
• withdraw an offer
• change the item's workflow state

Archive is separate from status

Archive is a visibility setting. Status is the workflow state of the opportunity or application.

For example, an Open opportunity remains Open when archived. An Accepted application remains Accepted when archived.

Archiving only removes the item from default active views so that lists are easier to manage.

Opportunities

Archived opportunities are hidden from the default opportunity search and list views. They can still be found with Show archived and restored later.

Restoring an archived opportunity makes it appear in normal active opportunity views again. Restore does not reopen, restart, or otherwise change the opportunity status.

Find an archived opportunity

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Open the search or filter options.
3. Select Show archived.
4. Apply or update the search.
5. Locate the archived opportunity row

note

If you cannot find an opportunity, also check the other search filters. See Searching for jobs or proposals.

Archive an opportunity

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Locate the opportunity row
3. Click (vertical dots) to open the menu.
4. Select Archive.
5. Confirm the change if prompted.

The opportunity is removed from normal active views, but its status does not change.

Restore an opportunity

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Use Show archived to include archived opportunities.
3. Locate the archived opportunity row
4. Click (vertical dots) to open the menu.
5. Select Restore.
6. Confirm the change if prompted.

Once restored, the opportunity appears in normal active views again with the same status it had before.

Bulk archive or restore opportunities

1. Go to either:
   • Employment > Jobs
   • Services > Proposals
2. Use the search or filter options to find the opportunities you want to update.
3. To restore archived opportunities, select Show archived before searching.
4. Check the opportunity rows to include in the bulk action.
5. In the action menu above the table, click Archive or Restore.
6. Review the badge count on the action to confirm how many opportunities are selected.
7. Confirm the change in the confirmation dialog.

The selected opportunities are archived or restored together. Their opportunity status does not change.

note

When rows are selected, the action menu is displayed above the table with the available bulk actions.

Applications

Archiving an application is a way for the organisation to tidy its management view. It does not cancel the application, withdraw an offer, decline an applicant, or change what stage the application is in.

Archived applications are hidden from default business-side application search results. They can still be included with Show archived and restored later.

The applicant's workflow state is not changed by the organisation archiving the application.

Find an archived application

1. Go to People.
2. Open the search or filter options.
3. Select Show archived.
4. Apply or update the search.
5. Locate the archived application row

note

If you cannot find an application, also check the application status and other search filters. See Searching for people and their application.

Archive an application

1. Go to People.
2. Locate the application row
3. Click (vertical dots) to open the menu.
4. Select Archive.
5. Confirm the change if prompted.

The application is removed from normal business-side active views, but its application status does not change.

Restore an application

1. Go to People.
2. Use Show archived to include archived applications.
3. Locate the archived application row
4. Click (vertical dots) to open the menu.
5. Select Restore.
6. Confirm the change if prompted.

Once restored, the application appears in normal active application search results again with the same status it had before.

Bulk archive or restore applications

1. Go to People.
2. Use the search or filter options to find the applications you want to update.
3. To restore archived applications, select Show archived before searching.
4. Check the application rows to include in the bulk action.
5. In the action menu above the table, click Archive or Restore.
6. Review the badge count on the action to confirm how many applications are selected.
7. Confirm the change in the confirmation dialog.

The selected applications are archived or restored together. Their application status does not change.

note

When rows are selected, the action menu is displayed above the table with the available bulk actions.

Examples

• If you archive an Open opportunity, it remains Open but is hidden from active opportunity lists.
• If you restore that opportunity, it appears in active lists again and is still Open.
• If you archive an Accepted application, it remains Accepted but is hidden from the organisation's default application search.
• If you restore that application, it appears again and remains Accepted.