When you no longer need a file, archive it. Archiving takes the file out of your everyday views but keeps it, with its versions, comments and approval history, so you can find it and bring it back later. Archive is available to everyone. Delete is permanent and is limited to people your company has allowed to delete.
Archive a file
You can archive a file from any of these places:
File card or list row: in a folder, a project, My Uploads or Search, open the file's ... menu and choose Archive. Confirm with Archive in the dialog that appears.
File viewer: open the file, click the ... menu at the top right and choose Archive.
Archiving works one file at a time. The selection bar that appears when you select several files does not have an Archive button today; its Delete button permanently deletes the selected files (see below), so use the ... menu on each file if you want to archive rather than delete.
What archiving does
The file is hidden from folder, project and My Uploads views, and from Search results and exports, unless you filter by the Archived status.
The file drops out of reviewers' approval queues. Nobody can approve it, request changes on it or submit it for approval until it is restored. If it still shows on an approvals board, it is marked Archived and can't be actioned.
Everything about the file is kept: its versions, scan results, comments and approval history.
Archive a version
To archive a single version instead of the whole file:
Open the file and find the version in the Versions panel on the left.
Hover over the version and click the archive icon (Archive version).
Archived versions are tucked away at the bottom of the panel. Click Show N archived versions (N is the number archived) to see them. To bring one back, open that list, hover over the version and click Restore version.
Things to know:
You can't archive a version while it is in review. You'll see "This asset has a review in progress. Cancel the review before archiving it." Cancel the review first, then archive.
Archiving the Primary version does not make another version primary. While the primary version is archived, the file can't be submitted for approval. Restore it, or hover over another version and click Set as primary.
When a file has more than five active versions, Warrant automatically archives the oldest ones. The primary version, and any version that is in review, are never archived automatically.
Find archived files
Folders, My Uploads and Search: click the filter icon and choose Status > Archived.
Projects: click Archived (N) above the project's files. Click Back to active files to return.
Kanban view: the board has no Archived column, so archived files never appear on it. A note at the top tells you how many archived items are hidden. Switch to List or Grid view and filter by Archived to see them.
Restore an archived file
Restoring is called Unarchive in Warrant. Anyone who can archive a file can unarchive it.
In a folder: filter by Status > Archived, open the file's ... menu and choose Unarchive.
In a project: click Archived (N), then choose Unarchive from the file's ... menu.
From the file viewer: open the archived file, click the ... menu and choose Unarchive. Use this when you found the file through My Uploads or Search, which don't offer Unarchive on the file's menu.
A restored file always comes back as a Draft, whatever its status was before it was archived. If it had been approved, submit it for approval again. Its earlier approval history is still there.
Permanently delete a file
Deleting removes a file for good and can't be undone. Archive instead if there's any chance you'll need it again.
Who can delete:
Admins.
People whose role includes the Delete capability.
Everyone, if an admin has turned on Allow all members to delete. Find it under Settings > Members > Roles, in the Policy section.
If you can't delete, you won't see the Delete option. Archive the file or ask an admin. See Managing Roles & Permissions for how roles and capabilities work.
Where to delete:
The file's ... menu, then Delete.
The file viewer's ... menu, then Delete.
The selection bar's Delete button, for several files at once. If your selection in a folder includes subfolders, those subfolders are archived rather than deleted.
A single version: hover over it in the Versions panel and click Delete version.
Warrant always asks you to confirm before deleting.
Archiving folders and projects
Archiving a folder also archives everything inside it, including subfolders, projects and files. Archiving a project also archives all of its files.
Unarchiving a folder or project restores only the folder or project itself. The files and projects inside stay archived until you unarchive them too. For the steps, see Folders: Create and Manage and Projects: Create and Manage.
Social posts and the Brand Portal
Social posts (Reach): archive a post from its ... menu, the same way as a file. Only the post's author or an admin can archive it, and published posts can't be archived because they are the record of what went live. Only admins can delete a published post.
Brand Portal: disclosures, products and library records use Archive and Restore on the item itself. See Disclosures Library and Products in the Brand Portal.
For a full view of your own files, including archived ones, see My Uploads.