Archive a contract document you no longer need, such as a superseded certificate, to take it out of the Documents table without deleting it. You can unarchive it at any time.

Before you start

Only users whose role has the Archive permission for Contract Management, and who can edit the contract, can archive or unarchive its documents. If the contract is restricted to its owners, only owners and administrators can. See Record Access – Restricting Individual Records.

Archive a document

Open the contract's Documents tab

Go to Contract Management > Contracts, click the contract and open the Documents tab.

Open the document's menu

Find the document (use the Document Type and Status filters if needed) and open the menu in its Action column.

Choose Archive

Click Archive. It's greyed out until a file has been uploaded.

Confirm

In the Archive Document dialog, click Yes.

💡 Tip: To withdraw a request the supplier hasn't answered yet, choose Cancel Request in the same menu instead.

Unarchive a document

Show archived documents

On the contract's Documents tab, set the Archive Status filter to Archived.

Choose UnArchive

Open the document's menu in the Action column and click UnArchive.

Confirm

In the Unarchive Document dialog, click Yes. The document is back in the active list.

Find expired documents

  • Across all contracts: on Contract Management > Contracts, add the Expired Documents column to the Contract List table, or open Contract Management > Contract Compliance. See Using the Contract Compliance Report.

  • For one contract: on its Documents tab, the Active Status column shows Active or Expired.

What happens next

  • The document is hidden by default: the Archive Status filter shows Active documents unless you change it.

  • It no longer counts: archived documents aren't included in the Expired Documents and Unapproved Documents counts or shown on the Contract Compliance page, and they don't get expiry reminders.

  • It won't be renewed automatically: archived documents are left out of automated renewal requests. See Automate Supplier and Contract Document Renewals.

Troubleshooting

Archive is greyed out

The file hasn't been uploaded yet. If the supplier hasn't responded to a request, use Cancel Request instead.

I can't see Archive in the menu

Your role doesn't have the Archive permission for Contract Management. Ask your administrator to update your role. See Viewing Your Access Rights.

An archived document has disappeared

Set the Archive Status filter to Archived to see it.

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📌 Need Further Help?
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.