With the correct permissions, you can archive single assets, as well as entire folders to keep your project space organized and meet your organization's compliance or retention requirements.

Your Ziflow administrator can configure automatic proof archiving.

Available on: Free Standard Pro Enterprise

Who can archive proofs

You can archive proofs if at least one of the following conditions is met:

• You own or manage all versions of the proof within a folder (but you do not have manage rights on the folder).
• You have manage rights on the folder (but you do not own all versions of the proof).

If neither condition is met, the Archive option will not appear.

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  Archive and unarchive proofs

  Archive a single proof

  1. In the Proofs dashboard, select the proof to open the Proof Details page.
  2. Open the Options menu (three dots) and choose Archive proof.
     
     

  Archive multiple proofs

  1. In the Proofs dashboard, select multiple proofs using Ctrl or Shift.
  2. In the bulk actions bar, select the archive icon.
     
     
  3. Choose if you want to lock all versions or keep them unlocked.
     
     
  4. Select Archive.

  View archived proofs

  1. In the Proofs dashboard, select a view tab and open the Filter panel.
  2. Select Archived and toggle to On.
     
     
  3. Select Save as new view if you want quick access later.

  Unarchive a single proof

  1. In the Proofs dashboard, select the proof to open the Proof Details page.

  2. Open the Options menu (three dots) and choose Unarchive proof.

     

  Unarchive multiple proofs

  1. In the Proofs dashboard, select multiple proofs using Ctrl or Shift.
  2. In the Actions bar, select the unarchive icon.
     
     
      

  Archive and unarchive folders

  Archive a folder

  You can archive a folder from the actions menu or the folder pane.

  From the folder actions menu

  1. In the Proofs dashboard, open the folder.
  2. Select the drop-down menu next the the folder name and choose Archive.
     
     
  3. Select which items inside the folder should be archived.
     
     
  4. Select Archive folder.

  From the folder pane

  1. In the Proofs dashboard, select the options menu (three dots) next to the folder in the folder panel or right-click the folder.
     
     
  2. Choose Archive.
  3. Select which items inside the folder should be archived.
     
     
  4. Select Archive folder.

  View archived folders

  1. In the General or Shared workspace in the folder pane of the Proofs dashboard, hover over the workspace label and select the options menu (three dots).
  2. Select the Show archived folders toggle to show or hide archived folders.
     
     

  Unarchive a folder

  Show archived folders must be selected in your workspace to view archived folders.

  1. In the Proofs dashboard, select the options menu (three dots) next to the folder in the folder panel or right-click the folder.

  2. Choose Unarchive.

     

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  Features listed in this article:

  1. Auto-archiving settings

  2. Archiving & un-archiving proofs manually (old layout)

  3. Archiving & un-archiving folders manually (old layout)

   

  Auto-archiving Settings

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

  

   

   

  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.

   

   

  

  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.

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  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.

      

     

      

  2. The Proof Details page.

      

     

   

  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.

   

  

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  Archiving & un-archiving folders

   

  Folders can also be archived from two different locations.

   

  1. Under the contextual folder menu.

   

  

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

   

  

  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.

   

  

  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.

   

  

  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.

   

  

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  Supporting material

  • Dashboard Proof List