Archiving Items

Overview

Archiving allows you to remove Items from active use while preserving their data and completion history. Unlike deletion, archived Items can be restored if needed, and all historical records remain intact for reporting purposes.

Archiving is ideal for outdated content, seasonal materials, or Items you may want to reuse in the future.

Functionality Breakdown

What Happens When You Archive

When an Item is archived:

• Hidden from library – The Item no longer appears in search or browse

• Removed from Learnlists/Channels – The Item is removed from any collections

• Completion records preserved – Historical completion data remains for reporting

• Content retained – All Item content, settings, and files are preserved

• Restorable – The Item can be unarchived at any time

Archive vs Delete

💡 Tip: Use archive when you might need the content or its history again. Use delete only when you're certain the content and all its data should be permanently removed.

Pre-requisites

Role Requirements

To archive Items, you must have one of the following roles:

• Owner – Full access within their company

• Admin – Administrative access within their company

• Learning Designer – Can create and manage learning content

• Curator – Can curate and manage content

Quick Start Guide

Archiving an Item

1. Navigate to the Item you want to archive

2. Click the three-dot menu

3. Select Archive

4. Confirm the action when prompted

The Item is immediately archived and removed from active views.

Viewing Archived Items

To see archived content:

1. Navigate to the Content area

2. Use filters to show archived Items

3. Archived Items display with an archive indicator

Restoring an Archived Item

To bring an Item back into active use:

1. Locate the archived Item (using filters)

2. Click the three-dot menu

3. Select Restore or Unarchive

4. The Item returns to its previous state

⚠️ Note: When restoring, you may need to reconfigure visibility settings and re-add the Item to any Learnlists or Channels.

Use Cases for Archiving

Outdated Content

• Superseded materials – Old versions replaced by updated content

• Expired information – Content no longer accurate or relevant

• Retired courses – Training that's no longer offered

Seasonal Content

• Annual training – Archive after each cycle, restore when needed

• Event materials – Archive post-event, restore for future events

• Campaign content – Archive between campaigns

Content Management

• Draft cleanup – Archive incomplete Items you may finish later

• Testing content – Archive test Items after validation

• Duplicate resolution – Archive duplicates while keeping one active

Impact on Learners

In-Progress Learners

When an Item is archived:

• Learners can no longer access the content

• Any in-progress status is preserved in records

• Learners are not notified of the archive

Completed Learners

• Completion records remain in learner profiles

• Certificates earned remain valid

• The Item appears in completion history (marked as archived)

FAQs

Q: Can learners still see archived Items in their history?
Archived Items may appear in completion history but learners cannot access the content. The Item shows as archived or unavailable.

Q: Does archiving affect reports?
Historical data is preserved. Archived Items can be included or excluded from reports based on filter settings.

Q: Can I archive multiple Items at once?
Currently, Items must be archived individually. For bulk archiving needs, contact support.

Q: What happens to Items in Learnlists when archived?
The Item is automatically removed from all Learnlists and Channels. When restored, you'll need to manually re-add it.

Q: Is there a limit to how long Items stay archived?
No, archived Items are retained indefinitely until you choose to restore or delete them.

Q: Can I edit an archived Item?
You should restore the Item first before making edits, then re-archive if needed.

Troubleshooting