Archive and restore assets

The Archive action moves an asset to archives. It removes it from active inventories while preserving the archived asset. Delete permanently is a separate action available from archives.

Check the organization and real data or scenario context before acting. You need an Editor account type or higher and the appropriate asset permissions; the ability to read an asset does not grant the right to archive it.

Archive an asset

1. Find the asset in its inventory.
2. Open its Actions menu and select Archive.
3. Check the asset name and read the confirmation, including any references or affected content it identifies.
4. Select Confirm.
5. Verify that the asset no longer appears in the active list.

Boldo preserves its archived information and history. Active relationships attached to the asset are deactivated as part of archiving. Their restoration depends on the conditions described below.

The confirmation lists what archiving changes elsewhere: the relationships it deactivates, then the diagrams, dashboards, impact analyses and processes that use the asset. Items you cannot open are counted without being named.

An archived asset stays where it is used, marked as archived. A diagram shows it in yellow with an Archived tag, a dashboard widget shows an archive banner, and a process flow shows a yellow mention. An impact analysis sets it aside as a source until it is restored. Its public share links stop working while it is archived.

Archiving is useful when an item should leave the active knowledge base but may need to be consulted or restored. It is different from changing a business property such as status to “Retired”: a property value alone does not archive an asset.

If you cannot archive directly, use Suggest archiving and optionally add a reason. The asset stays active until a person with deletion permission accepts or rejects the suggestion. Accepting also deactivates its relationships and rejects its other pending suggestions. See reviewing suggestions.

Find and restore an archived asset

1. Open the inventory for the asset's type.
2. Enable View archives in the toolbar.
3. Find the asset, refining the search or filters if necessary.
4. Open its Actions menu and select Restore. You can also use Restore on the archived asset's page.
5. Read the confirmation and select Restore.
6. Return to the active inventory and check the asset and its expected relationships.

Archive mode changes the list being displayed; it resets pagination and clears the current selection. Archived rows cannot be edited in cell-editing mode like active rows.

Restoration reactivates the asset. It can also reactivate relationships deactivated by asset archiving when both endpoints are active and your permissions allow their restoration.

A relationship explicitly deleted before archiving the asset is not automatically restored by this action. If the other endpoint remains archived, the relationship cannot be active again yet. Check the result instead of assuming every historical link has returned.

Resolve a restoration conflict

An active asset may now use the archived asset's name or a unique-key value. A relationship to be restored may also conflict with an existing relationship or unique key.

1. Read the error and identify the conflicting name, key or connection.
2. Check the active item using that value in the same data context.
3. Decide which item should retain it, involving an administrator if necessary.
4. Correct the conflict on the appropriate active data with the required permissions.
5. Retry Restore and inspect the result.

The archive dialog does not provide a rename-during-restoration field. Do not delete the active item just to dismiss the error without understanding which asset should remain authoritative.

For a single-asset restoration, a conflict rolls back that restoration rather than leaving only part of it applied. A multi-asset operation has a broader scope and requires checking its final results.

Act on several assets

Use Select multiple assets in the appropriate active or archived inventory. Select the intended rows, choose the action, and review the confirmation's eligible and skipped items before confirming.

Archiving requires deletion permission; restoring requires editing permission. The confirmation can therefore exclude assets you selected but cannot change.

Beyond 1,000 selected assets, the confirmation no longer details relationships and uses. Large selections are processed in successive batches. An error can occur after earlier batches succeeded. Review the resulting lists and remaining selection before retrying; do not assume that every selected asset changed or that the whole operation was undone.

During bulk restoration, conflicting items can be skipped while others are restored. Read the report, resolve conflicts and retry only the remaining restorations.

Delete an archive permanently

Permanent deletion is available on archived assets in real data, when you have permission. It is not offered as a scenario operation.

1. Enable View archives and find the archived asset.
2. Open its Actions menu and select Delete permanently.
3. Check the name and read the consequences.
4. Select the acknowledgment that the action is permanent and irreversible.
5. Select Delete permanently only if you intend to remove that archive permanently.

This removes the archived asset, its history, comments, suggestions and remaining relationships. If the asset is a process, its flow and the flow's versions are deleted too.

The confirmation lists the content that still uses the asset and what happens to it. A diagram keeps the node as a shape linked to no asset. A dashboard widget is emptied. An impact analysis loses the asset as a source. A process flow replaces the mention with the asset's type. Permanent deletion therefore does not erase every drawing that represented the asset.

You cannot recover the asset afterward with Restore. If preserving the asset matters, keep it archived instead.