Document Archiving Settings

The Document settings tab allows you to define how expired documents are handled in your account. With archiving rules, you can keep your document library clean and organised automatically.

Archiving rules

Automatically archive expired documents

You can enable automatic archiving of documents after they expire.

When activated, you can define:

• The number of days after expiry before a document is archived

For example:

• If set to 90 days, documents will be archived 90 days after their expiry date.

Archiving does not delete documents. It simply removes them from the default active view.

Archive only if a newer version exists

You can choose to archive expired documents only when a newer version has already been uploaded.

If enabled:

• Expired documents remain active until a valid replacement is available.
• This ensures you never lose visibility of the most recent document if no update has been provided yet.

If disabled:

• Documents will be archived based solely on the defined timeframe after expiry.

Important

• Archiving runs as a scheduled task, not instantly.
• Archived documents can still be accessed by enabling the “Include archived” filter in the Documents pages.
• Archiving does not affect compliance status. Expired documents will still show as expired in your compliance overview.

Best practice

• Use automatic archiving to prevent clutter in large supplier networks.
• Enable conditional archiving if you prefer to keep expired documents visible until replacements are uploaded.

Well-configured document settings help maintain a structured and manageable document library without manual cleanup.