Archiving Records

Over time a list fills with records you no longer need in view but don’t want to lose — finished tasks, closed deals, handled tickets. Deleting them throws the data away. Archiving keeps it.

Archiving a record removes it from its list while preserving everything on it: title, description, dates, assignees, tags, comments, checklists, and custom field values. The record isn’t gone — it’s set aside, and you can restore it at any time exactly as it was.

How to archive a record

Open a record’s menu (right-click its card, or open the card and use its actions) and choose Archive. The record leaves the board immediately. You can also select several records at once and archive them in one action.

To bring records back, open Archived records from the records toolbar, then restore the ones you want — they return to the list and position they came from.

Archiving vs. completing vs. deleting

These three actions are easy to confuse, but they do different things:

• Completing a record (marking it done) leaves it in its list with a checkmark. It still shows up, still counts toward reports — it’s finished, not hidden.
• Archiving a record takes it out of the list and out of reports, but keeps all of its data and lets you bring it back. Use this when a record is no longer relevant day-to-day but you may want it for reference later.
• Deleting a record moves it to Trash. An admin can restore it from there until the organization’s retention window expires, after which it is purged for good.

If you’re unsure whether you’ll need a record again, archive it rather than delete it — archiving keeps it in the workspace and any member can restore it, whereas a deleted record sits in Trash on a clock and only an admin can bring it back.

What happens when you archive a record

• The record disappears from its list and from the board, calendar, and other views.
• It is excluded from charts and reports, so completion counts and dashboards update to ignore it.
• Its list and position are remembered. When you restore the record, it returns to exactly the spot it came from.
• All of its content stays intact — nothing is stripped or reset.

Viewing and restoring archived records

Archived records are hidden from normal views but still live in the workspace. Members whose role permits it can open the workspace’s archived-records view to browse them, and restore any record from there — restoring clears the archived status and returns the record to its original list.

You can also restore a record you reach directly (for example, through a link or a reference from another record) without opening the archive.

Who can archive and restore

Whether a person can archive, restore, or even see archived records depends on their workspace role:

• Owners, Admins, and Members can archive and restore records by default.
• Clients, Comment-only, and View-only roles cannot archive or restore records.
• Custom roles can tune this further — a role can be allowed to archive but not restore, or be prevented from viewing the archive at all — independently of the actions above.

The record’s workspace must be active; you can’t archive or restore records inside an archived workspace, which is read-only.