Order Archiving

Keep your Kanban board clean and focused by archiving completed orders. Archived orders are hidden from the main view but remain accessible for reference.

What is Order Archiving?

Order archiving moves completed orders out of your active Kanban board while preserving all order data. This helps you:

• Focus on active orders - Remove visual clutter from completed work
• Improve performance - Fewer orders displayed means faster loading
• Maintain records - Archived orders are never deleted, just hidden

Manual Archiving

You can archive any order manually from the Order Details page:

1. Open the order you want to archive
2. Click the More Actions button (three dots menu)
3. Select Archive Order

To unarchive an order, follow the same steps and select Unarchive Order.

Auto-Archive Settings

Configure automatic archiving to happen without manual intervention:

1. Go to Settings > Flows
2. Scroll down to the Auto-Archive Settings card
3. Enable Auto-Archive
4. Set the Archive After (Days) value

How Auto-Archive Works

1. Mark final stages - In your flow settings, edit stages like "Shipped" or "Delivered" and check the Final stage option
2. Set retention period - Configure how many days orders should remain visible after reaching a final stage
3. Automatic processing - Orders in final stages are automatically archived after the retention period

Viewing Archived Orders

Archived orders are hidden by default but can be viewed easily:

1. Go to the Orders page (Kanban board)
2. Look for the Archived checkbox in the filters
3. Check the box to show archived orders alongside active ones

When viewing archived orders, they appear with an "Archived" badge so you can easily distinguish them from active orders.

Best Practices

Setting Up Final Stages

Mark your end-of-workflow stages as "Final" stages:

• Shipped - For orders that have been sent out
• Delivered - For completed deliveries
• Completed - For fulfilled orders
• Cancelled - For cancelled orders you want to auto-archive

Choosing a Retention Period

Consider these factors when setting your archive delay:

• 30 days (default) - Good for most businesses, allows time for customer follow-up
• 7-14 days - For high-volume operations that need quick cleanup
• 60-90 days - For businesses with longer return/warranty periods

Multiple Flows

Each flow can have different stages marked as "Final". The auto-archive setting applies globally to all flows in your workspace, but only orders in stages marked as "Final" will be archived.

How Auto-Archive Runs

Auto-archiving runs automatically in the background when you view your Kanban board. There's no need to configure cron jobs or scheduled tasks - it just works.

The system checks for orders that have been in a final stage longer than your configured retention period and archives them seamlessly without affecting page load performance.