Archive, delete, and restore collection items

Archive and delete are cleanup actions for collection items. Use archive when the item should leave active views but may still be needed later. Use delete when the item should be removed from active work and recovered only through Recently Deleted when supported.

Review the recovery path before removing folders, lists, docs, whiteboards, dashboards, goals, or other supported items.

Before you start

• You must have access to the item.
• Archive, unarchive, delete, and restore require the right permission.
• The item type must support the action.
• Built-in or protected items may not allow archive or delete.
• Recovery depends on permissions, retention, and whether the item still exists in the recovery area.

Archive, Delete, And Restore Reference

Action	Best use	Where to start	Recovery path
Archive	Hide completed, paused, or inactive work from active views.	Breadcrumb more actions, row more actions, or item settings when available.	Settings > Archived.
Unarchive	Return archived work to active views.	Settings > Archived.	The item returns to active Collections or its parent location when possible.
Delete	Remove duplicate, mistaken, or no-longer-needed work.	Breadcrumb more actions, row more actions, or item settings when available.	Settings > Recently Deleted when supported.
Restore	Bring a deleted item back.	Settings > Recently Deleted.	The item returns to its previous location or closest valid location.

Confirmation Behavior

Confirmation	What you should check
Archive confirmation	Confirm the item name and that hiding it from active views is intended.
Delete confirmation	Confirm the item name and understand that it leaves active work for everyone with access.
Disabled action	You probably lack permission, are offline, or the item is protected.
Missing action	The item type, built-in state, or current screen may not support that action.

If you are unsure, choose archive instead of delete when the item may be needed later.

How archive, delete, and restore work

1. Open the item or find it in Collections.
2. Open the breadcrumb or row more actions menu.
3. Choose Archive or Delete.
4. Review the confirmation.
5. Confirm the action only when the item should leave active work.
6. Use Settings > Archived or Settings > Recently Deleted to recover items when needed.

Expected outcome: Active Collections stay clean while recoverable work remains findable through the correct Settings area.

Archive an item

1. Open the item or find it in Collections.
2. Open the more actions menu.
3. Choose Archive.
4. Confirm the archive action.
5. Check that the item no longer appears in active Collections.

Unarchive an item

1. Open Settings.
2. Open Archived.
3. Find the item by type, name, or date.
4. Choose the unarchive action.
5. Confirm the item appears again in active work.

Delete an item

1. Open the item or find it in Collections.
2. Open the more actions menu.
3. Choose Delete.
4. Read the confirmation and item name.
5. Confirm only when the item should be removed from active work.

Restore a deleted item

1. Open Settings.
2. Open Recently Deleted.
3. Find the item.
4. Choose Restore when available.
5. Confirm the item appears in the expected Space or folder.

Choose Move instead of Archive or Delete

Use Move when the item is valid but located in the wrong folder. Move keeps the item active and avoids recovery steps.

Decision Guide

Situation	Recommended action
The work is finished but may be referenced later.	Archive.
The item is in the wrong folder.	Move.
The item name is confusing.	Rename.
The item is duplicate or was created by mistake.	Delete, after confirming recovery expectations.
The item contains sensitive work that only some people should see.	Review privacy and sharing settings instead of deleting.
The item is built in or used by reporting.	Ask an admin before archiving or deleting.

Troubleshooting

Archive or delete is disabled

• Symptom: You can see Archive or Delete, but cannot select it.
• Cause: You may not have delete/manage permission, may be offline, or the item may be protected.
• Resolution:
  1. Confirm your connection.
  2. Ask the owner or a Space admin for the required permission.
  3. Use Move or Rename if you only need cleanup and do not have removal access.

You cannot find an archived item

• Symptom: The item disappeared from Collections after archiving.
• Cause: Archived items are hidden from active views.
• Resolution:
  1. Open Settings.
  2. Open Archived.
  3. Search or browse by item type and name.
  4. Unarchive it if it should return to active work.

You cannot find a deleted item

• Symptom: The item is not in Recently Deleted.
• Cause: You may lack access, the retention window may have passed, or the item type may not be recoverable there.
• Resolution:
  1. Confirm the active Space.
  2. Ask a Space owner or admin to check Recently Deleted.
  3. Search for the item in case it was moved or archived instead.
  4. Report an issue if the item was deleted recently and should be recoverable.

Restored item is missing from the expected folder

• Symptom: Restore succeeds but the item is not where expected.
• Cause: The parent folder may be archived, deleted, private, or unavailable.
• Resolution:
  1. Search for the restored item by name.
  2. Check the top-level Collections view.
  3. Check whether the parent folder also needs restoration or access changes.
  4. Move the item to the correct folder after finding it.

FAQ

Can I restore everything I delete?

Not always. Recovery depends on item type, permissions, retention, and whether the deleted item still appears in Recently Deleted.

Should completed work be archived?

Archive is appropriate when the work should leave active views but remain recoverable for reference.

Where do I recover items?

Use Settings > Archived for archived items and Settings > Recently Deleted for deleted items.

Does archive remove access?

No. Archive changes active visibility. It does not replace privacy, sharing, or role permissions.