Archive a contract that has ended or is no longer relevant to take it out of everyday lists and reminders without deleting it. You can unarchive it at any time and its history is kept.

Before you start

Only users whose role has the Archive permission for Contract Management, and who can edit the contract, can archive or unarchive it. If the contract is restricted to its owners, only its Contract Owners and administrators can. See Record Access – Restricting Individual Records. Only Active contracts can be archived, and demo records can't be archived.

Archive a contract

Open the contract

Go to Contract Management > Contracts and click the contract.

Click Archive

Click Archive on the summary panel on the left, next to Edit and Give Notice.

💡 Tip: You can also archive from the list: open the Actions menu (three dots) on the contract's row in the Contract List table and choose Archive.

Confirm

In the Archive Contract dialog, click Yes.

Unarchive a contract

Show archived contracts

On Contract Management > Contracts, add Archived to the Contract State filter above the Contract List table.

Click Unarchive

Open the contract and click Unarchive, or choose Unarchive from the row's Actions menu.

Confirm

In the Unarchive Contract dialog, click Yes. The contract is Active again.

What happens next

  • The contract is hidden by default: the Contract List shows Active and Unapproved contracts unless you change the Contract State filter. Archived rows are highlighted when you filter for them.

  • The record shows a banner: This is an archived record. Click the Unarchive button to change the records archived status.

  • Contract reminders stop: notice-period and end-date reminders are only sent for Active contracts. See Automated Contract Notifications.

  • No new documents or links: Add Document and Request Document are hidden on the Documents tab, and the contract can't be linked to new savings or sourcing activities. Existing links are kept.

  • It's left out of exports: the contract export only includes Active contracts. See Export Contracts.

  • You can still edit it: Edit and Give Notice stay available, so check you're on the right record before making changes.

Troubleshooting

I can't see the Archive button

Your role doesn't have the Archive permission for Contract Management, or you can't edit this contract. The button also doesn't appear on Unapproved or Rejected contracts. See Request Approval and Approve or Reject a Contract.

The Archive button is greyed out

The contract is a demo record. See Demo Records and Removing Demo Data.

I can't find an archived contract

Add Archived to the Contract State filter. Clearing the filters returns it to Active and Unapproved.

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