Archiving Settings

Archive reviews automatically and manually to keep your dashboard tidy.

Updated over a week ago

Summary: To accommodate the rapid pace of content creation and project velocity, Ziflow allows you to archive single assets, as well as entire folders, which can help you keep your project space organized while also satisfying any long-term compliance or retention requirements you may have.

Available: On all Ziflow editions.

Features listed in this article:

Auto-archiving Settings

Automatic proof archiving settings can be managed by Ziflow account administrators. Click on Settings > Proofing Settings > Archiving.

Auto-archiving Settings in Ziflow

How does it work?

Once you enable the proof archive setting, Ziflow will automatically archive proofs without activity for a specified number of days. You can choose anywhere between 7 to 90 days of inactivity. You may also auto-lock archived proofs if needed.

Auto-archiving Settings in Ziflow

With the "Only Approved or Approved with changes" checkbox selected, you may ensure that the system will auto-archive only projects with Approved/Approved with changes status.

Archiving & un-archiving proofs manually.

You can manually archive proofs in Ziflow from various locations within the application.

  1. The bulk actions menu inside the Proof List.

    Archiving & un-archiving proofs manually

  2. The Proof Details page.

    Archiving & un-archiving proofs manually

Unarchiving works the same as archiving. To access archived proofs, open the filter window and activate the archive filter. Click on the Save as icon in the upper right corner of the window.

Once the filter has been saved, click on the arrow next to Archive and save this as a favorite filter by clicking on the star right before the filter name. This will allow you to access all archived proofs easily at any time.

Then, you can use the Unarchive option for archived projects from the Proof List or Proof Details level.

Un-archiving proofs in Ziflow

Archiving & un-archiving folders

Folders can also be archived from two different locations.

1. Under the contextual folder menu.

Archiving & un-archiving folders in Ziflow

2. In the top right corner above the proof list, after you've entered a folder.

Archiving & un-archiving folders in Ziflow

Once you decide to archive one of your folders, you will need to decide if you want to archive the folder and subfolders or archive all the folders, subfolders, and all the proofs.

Archive folder conformation screen

Once a folder is archived, it will disappear from your folders list. You can display archived folders by clicking on "Show archived folders" under the folder list.

Show archived folders filter in Ziflow dashboard

Unarchiving folders

If you want to unarchive one of your folders, open the folder you want to restore and click on the Unarchive folder icon.

Unarchiving folders in Ziflow

Archiving & un-archiving reviews manually
(Dashboard 2.0)

To manually archive reviews:

  1. Open a review in a review details fly-out mode and select the required option from a review action menu.

    Archive reviews from review details fly-out mode

  2. Select a review/s with a left click of your mouse while holding the Ctrl or Shift buttons. You can select a single review or a bunch of them to archive a few reviews in bulk.

    Archive reviews using balk actions menu

Unarchiving works the same as archiving. To access archived proofs, open the filter window and toggle the Archived filter at the selected view. This should list all archived projects. You can also save this view for later and use it to access the list of archived reviews.

Show archived reviews at your dashbaord

To unarchive reviews from the list, you can either open the review details fly-out mode or use the bulk actions bar. Simply follow these steps while referring to the archived reviews list in front of you.

Unarchive reviews manually in Ziflow

Archiving & un-archiving folders (Dashboard 2.0)

To manually archive folders simply:

  1. Please navigate to the folder you would like to archive. Once you have opened the folder, click on the action menu located at the top and select the option to archive from the list. Ziflow will also ask what items should be archived exactly along with the selected folder.

    Archive folder from the folder action menu in Ziflow

  2. Right-click on a folder you would like to archive and select the Archive option from the list.

    Archive folder using right click in Ziflow

In order to unarchive folders, you should begin by viewing a list of the archived items in your folders panel. To show or hide archived folders, open the context menu in the General workspace or Shared workspaces. Hover your mouse over the workspaces label and click on the small icon that appears. This will enable you to manage your folders easily.

Displaying or hiding archived folders in Ziflow

To retrieve certain folders from the archive list, just open the archived folder and choose the Unarchive option from the actions menu. Alternatively, you can right-click on the folder's name and select the same option.

Unarchive folders in Ziflow

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