Automatic archiving helps teams keep their workspace clean by removing old or inactive proofs from day-to-day view. You can configure Ziflow to archive proofs after a set period of inactivity and, if needed, lock them at the same time. This reduces dashboard clutter and keeps active work easier to manage.

Available for administrators on: Free Standard Pro Enterprise

Location: Settings > Proofing Settings > Archiving

About automatic proof archiving

When automatic archiving is turned on, Ziflow monitors proofs for activity. If a proof remains inactive for a specified number of days, it is archived automatically. Administrators can choose an inactivity window between 7 and 90 days.

Archived proofs remain accessible to users with permission, can be unarchived at any time, and still appear in search results and filters when users include archived items.

• Only Ziflow account administrators can configure automatic archiving.

• Archiving does not delete proofs. It only removes them from the active dashboard view.

• Users with permission can manually archive or unarchive proofs at any time. See Archive proofs and folders.

• All reviewers with access rights can still open and view the proof.

• Auto-locking prevents further decisions or comments once the proof is archived. If auto-locking is enabled, the proof becomes read-only once archived.

• Integrations and API workflows continue to reference archived proofs if configured to do so.

Configure automatic proof archiving

1. Sign in to Ziflow as an administrator.

2. Select your avatar and go to Settings > Proofing Settings > Archiving.
   
   

3. Turn on Archiving.

4. Choose the number of days of inactivity (7–90).

5. (Optional) Turn on Auto-lock proofs if you want archived proofs to become locked immediately. Locked proofs prevent any new decisions, comments, or edits.

6. (Optional) Select Only Approved or Approved with changes if you want Ziflow to auto-archive only proofs that have reached one of these statuses. Proofs in “Decision pending” or “Changes required” will not auto-archive.
   
   Your changes apply immediately.