Only subscribers on the Supplier Plus plan can access this feature

Archiving and unarchiving supplier documents helps keep records organized by removing outdated or irrelevant documents from the active view without permanently deleting them.

This ensures that only current and relevant documents remain visible while archived ones are still accessible when needed.

Only users with a role that includes archived access under Supplier Management can archive a supplier document.

📌 Tips

If a supplier 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 supplier record.

When to Use This Feature

  • When organizing supplier records by archiving outdated documents.

  • When retrieving and restoring archived supplier documents.

  • When filtering supplier documents to maintain an up-to-date document view.

Step-by-Step Guide

Viewing Expired Documents

1. Navigate to Supplier Management

  • Open the Supplier Management section from the main menu.

2. Check for Expired Documents

  • The main table displays supplier records, including expired documents.

  • Use the Document Status column to review supplier documents that may require action.

Archiving a Supplier Document

1. Open the Supplier Profile

  • Click on the supplier’s name from the Supplier Management table to open their profile.

2. Access the Documents Tab

  • Click on the Documents tab within the supplier’s 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 supplier documents.

Unarchiving a Supplier 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 supplier 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:

📌 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.