You must have permission to “Create and edit entities” to carry out the steps below.
Archive an Entity
In an Archive state, the selected entity record remains accessible but will no longer display on the default Entities page. We suggest using this when setting aside entities you are not actively working on, but may want to keep as a record. When an entity is archived, all associated indexes are removed from the system. You must have permission to Create and edit entities to perform this action.Instructions
To archive an entity:- Select the entity you wish to archive.
- Select the More menu (…) next to the Assignee button, then select Archive Entity.
- Enter a comment describing the reason for archiving.
- Select Archive to confirm the action.
Deactivate an Entity
When an entity is deactivated, the system sets the entity status to Inactive. The selected entity record remains accessible but will no longer display on the default Entities page. All associated indexes are removed from the system. Unlike archiving, deactivation is intended for entities that are no longer required and will not be used again in the future. You must have permission to Create and edit entities to perform this action.Instructions
To deactivate an entity:- Select the entity you wish to deactivate.
- Select the More menu (…) next to the Assignee button, then select Deactivate Entity.
- Enter a comment describing the reason for deactivation.
- Select Deactivate to confirm the action.
Archive vs Deactivate
| Archive | Deactivate (Inactive) | |
|---|---|---|
| Record remains accessible | Yes | Yes |
| Displays on default Entities page | No | No |
| Indexes removed | Yes | Yes |
| Intended use | Set aside for future reference | Permanently no longer required |
| Service Profile state | ARCHIVED | INACTIVE |