👤 This feature is available for the following applications:
Standalone application ❌
Consortium application ✅
🔐 This feature is available for the following user/s:
Administrator ✅
Application Member ✅
Application User with “Review” ability ❌
Application User ❌
🔍 Purpose
The purpose of the Archive Organisation process is to retire or deactivate an organisation profile that is no longer active or required, while preserving its historical data for reference and compliance.
Archiving ensures that:
Data integrity and compliance are maintained by retaining all records and past activity for auditing or reporting.
Active dashboards remain current and uncluttered, improving visibility and efficiency for users.
Archived organisations can be retrieved or reviewed when necessary, without affecting live workflows or reporting metrics.
This process supports clean data management, enhances system performance, and ensures accurate reporting across the Informed 365 platform.
💡 The Archiving feature is currently available only on Consortia applications. We intend to extend this functionality to Standalone platforms in a future update, ensuring consistent access and usability across all client types.
🛠️ Prerequisites
In Consortia applications, this process is applicable only to suppliers/organisations that have been created or linked by the client.
Profiles with a status of ‘unlinked,’ ‘linking,’ or ‘rejected’ do not appear in dashboards or reports - this is why these profiles cannot be archived.
If a user selects a checkbox beside a supplier or organisation but does not see the ‘Archive’ or ‘Unarchive’ button, it is most likely because the selected profile is not linked.
📝 Step-by-Step Guide
(a) How to Archive an organisation
📌 Option 1: Within the Organisation Module
1. Go to the Organisations module.
2. Locate and select the supplier/organisation profile linked to your company. Tick the checkbox beside the supplier/organisation name.
3. Click the Archive button (confirm if prompted).
📌 Option 2: Directly within the Supplier/Organisation Profile
1. Go to the Organisations module.
2. Locate, select, and go inside the supplier/organisation profile linked to your company.
3. Once you’re inside the organisation profile, click on the box icon to archive the organisation.
4. A confirmation prompt will appear, asking you to confirm the action.
Click OK to proceed with archiving the organisation.
Click Cancel to disregard the action and keep the organisation active.
(b) How to view an archived organisation
1. To view archived suppliers, open the Organisations module.
2. Click Add Filter
3. From the filter options, select Archived.
4. Use the arrow to choose your filter type:
Without Archive – Displays only active (unarchived) suppliers. (This is the default view.)
Only Archive – Displays only archived supplier profiles.
Include Archive – Displays both archived and unarchived profiles.
5. Click Apply Filter once you've selected your preferred option
6. Use the Manage Columns feature to make the archive details visible in the table
7. Tick the checkboxes for Archive and Archived By. Click OK
8. These columns will now appear in the table below—scroll to the right to view them
(c) How to Unarchive an organisation
📌 Option 1: Within the Organisation Module
1. Go to the Organisations module
2. Click Add Filter
3. From the filter options, select Archived.
4. Select Only Archive.
5. Find the supplier/organisation, tick the checkbox beside its name.
6. Click Unarchive (confirm if prompted).
7. These supplier/organisation profiles will now reappear in the table as active records.
📌 Option 2: Directly within the Supplier Profile
1. Go to the Organisations module
2. Click Add Filter
3. From the filter options, select Archived.
4. Select Only Archive.
5. Find, select, and go inside the supplier/organisation profile
6. Once you’re inside the organisation profile, you will see a message banner at the top of the page with an option to Unarchive the profile.
Click the UNARCHIVE button to restore the organisation.
The profile will now reappear in your active list, dashboards, and reports.
7. A confirmation prompt will appear, asking you to confirm the action.
Click OK to proceed with unarchiving the organisation.
Click Cancel to disregard the action and keep the organisation inactive.
✋ Need Help?
You have reached the end of this article.
For assistance, please contact your Customer Success Manager, email [email protected], or click the chat icon in the bottom-right corner for further support.