Archive or unarchive an Item

Archive Items to keep your system clear of clutter and excludes those Items from Reports while keeping them accessible for future use.

If you have Items in KaiNexus that are irrelevant to your ongoing projects and active improvement work but still want them to be recorded without affecting your current metrics, you can archive them. This provides a less permanent way to remove no longer relevant Items from the system without deleting them.

Any Item of any status can be archived.

Who can archive or unarchive an Item?

• Anyone on the Item's Team except for Followers or Participants.
• Anyone with the "Edit" permission for Items in this Location(s).
• Anyone with the "Assign" permission for Items in this Location(s).

Archive an Item

What happens when an Item is archived?

• It will remain accessible in the system for future reference and can be unarchived anytime.
• Its dependencies, votes, and current nesting structure will be unaffected.
• It will no longer be editable by any user, regardless of their system role permissions. Its details, team, and dates cannot be changed, files and links can not be added or removed, comments cannot be added, edited, or deleted, and no new Items can be nested beneath it. This means that Archived Items will also be unaffected by Bulk Change. 
• It will not appear in any search results.
• It will no longer generate any notifications or emails.
• It will not appear in Item Lists by default, but Item Lists can be configured to include archived Items.
• It will be excluded from all Reports.

Archive an Item

To archive an Item, open the Item with which you want to work, then:

• Click Actions in the top right corner of the page.

• Click Archive in the resulting drop-down menu and the Item's "Archive" window will open.
• In the resulting window:
  • Reason for Archiving: Enter an explanation as to why you're archiving the Item. The explanation will be added to the Item as a comment.
  • The Archive Nested Items checkbox: When this box is checked, any Items nested under this Item will be archived as well.
• Click Archive.

Unarchive an Item

What happens when an Item is unarchived?

• It will be restored to its prior status.
• Its team will be notified.
• It will no longer be excluded from Lists by default.
• It will no longer be excluded from search results.
• Its metrics will be included in Reports.
• Its dependencies, votes, and current nesting structure will be unaffected.
• It will become editable by people with the necessary permissions.

Unarchive an Item

Open the Item you want to unarchive, then:

• Click Actions in the top right corner of the page.

• Click Unarchive in the resulting drop-down menu and the "Unarchive" window will open.
• In the resulting window:
  • Reason for Unarchiving: Enter an explanation as to why you're unarchiving the Item. The explanation will be added to the Item as a comment.
  • The Unarchive Nested Items checkbox: When this box is checked, any Items nested under this Item will be unarchived as well.
  • Click Unarchive.

Include archived Items in Item Lists

By default, archived Items are excluded from Item Lists and will not appear in any search results. However, archived Items are still accessible within the system. 

To view your archived Items:

• Click Items in the Navigation Bar at the top of the app.
• Select a List from the resulting drop-down menu. 
• If the Filters are not visible, click Filters to expand them.
• Click the Item Filter button and the "Item Filter" window will open.

• In the resulting window:
  • Click the View Options header to open that section.
  • Show Archived: This setting will be set to "Exclude Archived" by default. Click one of the following radio buttons to decide whether archived and/or non-archived Items should be included on the list.
    
    • Exclude Archived: The list will not include archived Items.

• • • Only Archived: The list will only include archived Items.

• • • Both: The list will include both archived Items and non-archived Items.

• Click Save.