Archive a supplier document you no longer need, such as an out-of-date certificate, to take it out of the Documents table without deleting it.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 Supplier Management, and who can edit the supplier, can archive or unarchive its documents. If the supplier is restricted to its owners, only owners and administrators can. See Record Access – Restricting Individual Records.

Archive a document

Open the supplier's Documents tab

Go to Supplier Management > Suppliers, click the supplier's name and open the Documents tab.

Open the document's menu

Find the document and open the menu in its Action column.

Choose Archive

Click Archive. It's greyed out for documents still awaiting upload by the supplier and for documents requested through onboarding (Onboarding Record is Yes).

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. The supplier is emailed and the request is removed from their portal.

Unarchive a document

Show archived documents

On the supplier'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

Before archiving old documents, you may want to find the ones that have expired:

  • Across all suppliers: on Supplier Management > Suppliers, use the Expired Documents column in the Supplier List table, or open the Supplier Compliance report.

  • For one supplier: 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 for compliance: archived documents aren't shown as valid on the Supplier Compliance report and 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 supplier hasn't uploaded the file yet (use Cancel Request), the document came from onboarding, you can't edit this supplier, or it's a demo record.

I can't see Archive in the menu

Your role doesn't have the Archive permission for Supplier 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.