Print icon Print

Archive a Document

Learn how to archive a document in the PASSPort Vault.

  1. Click the ellipsis to the right side of the document to be archived.
  2. Select Archive in the drop-down menu.


In the Documents table of the PASSPort Vault, the ellipses drop-down menu displays. Archive is highlighted within the menu.

Note: Documents cannot be archived if they are linked to a task or business process in PASSPort or have been shared with someone in another organization. The following message displays when attempting to archive a document that cannot be archived: "This document is currently sent and/or linked and cannot be archived."

In the Documents table, a selected document shows a link icon and sent icon. In the ellipses drop-down menu, a message displays.

  1. A window will pop-up to confirm that you want to archive the selected document.
    Click the Confirm and Proceed button.

A confirmation pop-up window displays with the message 'are you sure you want to archive Vault Demo Test(2).pdf from the PASSPort Vault.'

  1. A message displays to confirm the document was archived successfully.

A green Success message appears at the bottom left of the main PASSPort Vault screen.


Important: The archived document can no longer be viewed or accessed. To view an archived document, it must be restored.

Review Archived Document Details

  1. To review the details of an archived document, click the Archived folder in the left-hand pane.


    In the left navigate pane of the PASSPort Vault, the Archived folder is highlighted.

    All documents that have been archived will display in the main Vault screen.
  2. To review additional details about a document, click the ellipsis to the right side of the document.
  3. Select View Details from the drop-down menu.

In the Documents table of the PASSPort Vault, the ellipses drop-down menu displays. View Details is highlighted within the menu.

  1. The Details section displays information such as Who Has Access, Created Date, Last Modified Date, Description, and Tags. Note: Archived documents cannot be viewed.

A right navigation pane displays. Details of the Vault Demo Test document are visible.

  1. Click the Activity tab to view actions performed on this document, including when it was updated, archived, and restored.

The activity tab within the right navigation pane is highlighted.

Restore an Archived Document

  1. Click the ellipsis to the right side of the document to be restored.
  2. Select Restore from the drop-down.

In the Documents table of the PASSPort Vault, the ellipses drop-down menu displays. Restore is highlighted within the menu.

This returns the document back to its original folder in the PASSPort Vault.

FAQ

Expand AllCollapse All

Click/tap or press the enter key on a question to display the answer.

Who can archive a Document?

All organizational users can archive documents.

What documents cannot be archived?

If a document is linked to a task or business process in PASSPort or has been shared with someone in another organization, it cannot be archived.

Can I link an archived document to something in PASSPort?

No, a document that is archived is not available to PASSPort actions. If the document is restored to the Vault, the document may be linked to a task in PASSPort.

Why can’t I view (open to view) an archived document?

An archived document cannot be viewed unless it is restored back to the Vault.

How many times can I archive and restore a document?

There are no limits as to how many times you can archive and restore a document.

Where does a document go when it has been restored?

A restored document returns to the original location where it resided.