Archiving and unarchiving contract documents helps keep records organized by removing outdated or irrelevant documents from the active view while still keeping them accessible when needed.
This ensures that only current and relevant contract documents remain visible.
If a contract document is not approved, it will not be considered an active record and therefore will not appear in any analysis within oboloo or trigger any automated notifications until unarchived.
To view archived documents, simply use the filter 'Archive Status' on the table under the 'Documents' tab of a contract record.
When to Use This Feature
When organizing contract records by archiving outdated documents.
When retrieving and restoring archived contract documents.
When filtering contract documents to maintain an up-to-date document view.
Step-by-Step Guide
Viewing Expired Documents
1. Navigate to Contract Management
Open the Contract Management section from the main menu.
2. Check for Expired Documents
The main table displays contract records, including expired documents.
Use the Document Status column to review contract documents that may require action.
Archiving a Contract Document
1. Open the Contract Profile
Click on the contract’s name from the Contract Management table to open the contract profile.
2. Access the Documents Tab
Click on the Documents tab within the contract profile.
3. Locate the Actions Menu
In the Documents Table, find the document you wish to archive.
Click on the three-dot Actions menu next to the document record.
4. Select Archive
Click the Archive option from the menu.
If the Archive option is not visible, you may need to request access from your System Administrator.
5. Confirm Archiving
A confirmation message will appear. Click Yes to archive the document.
Viewing Archived Documents
To view archived documents, use the Archive Status filter above the documents table.
Select Archived to display all archived contract documents.
Unarchiving a Contract Document
1. Locate the Archived Document
Use the Archive Status filter to find archived documents in the Documents tab.
2. Open the Actions Menu
Click on the three-dot Actions menu next to the archived document.
3. Select Unarchive
Click the Unarchive option.
4. Confirm Unarchiving
A confirmation message will appear. Click Yes to unarchive the document.
The document will now be restored to the active document list.
Key Considerations & Best Practices
✅ Use Archive Status Filters – Quickly toggle between active and archived documents for better visibility.
✅ Ensure Proper Access – Only users with the right permissions can archive or unarchive contract documents.
✅ Verify Before Archiving – Ensure that a document is no longer needed in the active list before archiving it.
✅ Unarchive When Necessary – Restore documents when they are needed again.
Additional Resources
📌 Related User Guides:
Adding Contract Documents – Uploading and requesting contract records.
Approving Contract Documents – How to refine document lists for better organization.
If you need further assistance, please contact your internal platform administrator for support. Otherwise please reach out to oboloo's support team. If you are unable to view the above area in the oboloo platform, please check your user permissions and access rights.