Archiving Records

Hide completed or inactive records from a database without losing their data, and restore them at any time.

Archiving removes a record from the active views of a database without deleting its data. You can restore an archived record at any time.

Blue preserves the record’s field values, comments, and checklists.

Archive a record

  1. Open the record’s menu. Use one of these methods:
    • Right-click the record card or row.
    • Open the record and open the … menu in the record toolbar.
  2. Select Archive. Blue removes the record from the database’s views immediately.

You can also open the record and press Shift+A.

Record menu with Archive highlighted

To archive several records at the same time, select the records, right-click, and select the archive action, such as Archive 3 records. To archive the visible records of a board column, open the column’s … menu and select Archive all.

Archiving applies to one database

Archiving hides the record in the database where you archive it. If the same record is also in another database, it stays active there. See Multi-homing records.

Restore an archived record

  1. In the database toolbar, select Archived records.
  2. Search for the records that you want to restore. The search matches record content, not only the name. Leave the box empty to list all archived records, newest first.
  3. Select Restore. Blue returns the record to its previous place in the database.

You can also open an archived record through a direct link or a reference from another record. Select Unarchive in the banner or in the … menu.

Compare record actions

Completing, archiving, and deleting a record have different results:

  • Complete keeps the record in its list with a checkmark. The record remains in reports.
  • Archive hides the record from its database’s views, charts, and reports. Blue keeps its data so that you can restore it.
  • Delete moves the record to Trash and removes it from every database that contains it. An admin can restore it until the organization’s retention window expires.

Archive a record if you might need it again. Deleted records have a retention deadline, and only an admin can restore them.

What archiving changes

  • Blue hides the record from the database’s board, table, calendar, and other views.
  • Blue excludes the record from charts, reports, completion counts, and dashboards.
  • Blue remembers the record’s place in the database for restoration.
  • Blue keeps all record content and values unchanged.

Permissions

Workspace roles control access to archived records:

  • Owners, Admins, and Members can archive and restore records by default.
  • Clients, Comment-only, and View-only roles cannot archive or restore records.
  • Custom roles can have separate permissions to archive, restore, and view archived records.

The workspace must be active. You cannot archive or restore records in an archived workspace because it is read-only.