> ## Documentation Index
> Fetch the complete documentation index at: https://docs.frankieone.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Archive and Deactivate

The Portal allows you to either **archive** or **deactivate** an entity, depending on how you intend to manage the record.

<Note>
  You must have permission to “**Create and edit entities**” to carry out the steps below.
</Note>

## 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:

1. Select the entity you wish to archive.
2. Select the **More** menu (...) next to the **Assignee** button, then select **Archive Entity**.
3. Enter a comment describing the reason for archiving.
4. Select **Archive** to confirm the action.

Once confirmed, the entity is moved to an **Archived** state.

## 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:

1. Select the entity you wish to deactivate.
2. Select the **More** menu (...) next to the **Assignee** button, then select **Deactivate Entity**.
3. Enter a comment describing the reason for deactivation.
4. Select **Deactivate** to confirm the action.

Once confirmed, the entity's Service Profile status is permanently updated to **INACTIVE**.

***

## 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                       |

##