This article explains how to archive a Record (a data entry created within an Assure module to capture a safety, risk, or compliance event) in Assure (Evotix's health, safety, and risk management platform). Archiving moves the Record out of the default module list view without permanently deleting it. The Record remains in the system and can be restored at any time. Archiving is available at most stages of the Approval Workflow (the configurable process in Assure by which records are reviewed, submitted, approved, rejected, or archived), with the exception of the Submitted status. This article applies across all Assure modules where archiving has been enabled.
Prerequisites
Before archiving a record, confirm the following conditions are met:
1. Archiving is enabled: Archiving must be enabled at both the system level and the individual module level. If the Archive option does not appear on a record, contact your Assure Administrator to check these settings.
- Navigate to Settings > System Settings.
- Locate the Is Archived Used setting and ensure the checkbox is checked (enabled).
- Click Save.
- Navigate to Settings > Module Setup.
- Locate the relevant module (for example, Incident Record) and open its settings.
- In the Approvals section, ensure that Is Approval Used is checked.
- Click Save.
2. The user has the Archive Role Permission: The Archive permission allows a user to archive a module record. Archiving must be enabled in the module and system settings. A user without this permission will not see the Archive option on a record.
3. The record is not in a Submitted status: Submitted records cannot be archived. They must be rejected or approved before they can be archived.
All other record statuses (In Progress, Assigned, Approved, Rejected) are eligible for archiving.
| Record Status | Can Be Archived? |
| In Progress | Yes |
| Assigned | Yes |
| Submitted | No - must be rejected or approved first |
| Approved | Yes |
| Rejected | Yes |
| Archived | N/A - already archived; can be un-archived |
Overview
The record approval function within Assure allows records to be archived so that they still exist within the system, but are not visible unless filtered on specifically using the Archived Records checkbox. An archived record will not appear on the main list of records. It can be toggled back into view using the Show Archived Records option, found within Filters. The record can be un-archived at any time.
How to Archive a Record
1. Navigate to the relevant module and location the Record you want to archive from the browse page/list view.
2. On the right hand side of the record, there will be the approval workflow. Click the Archive button on
3. You will be asked to enter any comments you wish to make before you archive the record.
4. Click Archive Record. The Record status changes to Archived and the record is removed from the default module list view.
How to View Archived Records
An archived record will not appear on the main list of records by default. It can be toggled back into view using the Show Archived Records option, found under the Filters tab at the top of the browse page/list view. Enabling Show Archived Records needs to be done per user per module.
How to Un-Archive a Record
The record can be un-archived at any time by one of two ways.. To do this, first locate the archived record by enabling the Show Archived Records filter.
Method 1: From Within the Record
1. Click into the record
2. Navigate to the Save Record button the bottom of the screen
3. Click on the upward arrow and click on Re-open Record
Method 2: From the Browse Page/List View
1. Remain on the Browse Page
2. Navigate to the right hand side of the record you wish you un-archive, under the Manage Record heading
3. Click to 'Re-open' Option
Archived Status in the Approval Manager
The Approval Manager, as seen on the right side of a record in the module list view, uses default colour coding to display record status at a glance. Archived records are displayed in grey.
Automating Archiving with Workflow Rules
Archiving can be automated using the Workflow Rules manager. The Set Status outcome of Workflow Rules allows you to create a rule which automatically sets a record to a specific approval stage, including Archived. Based on triggers in the When this happens section, you are able to automate the archiving of a record. For example, if you have an accident with no lost time, you may assign the record for investigation. When the assignee submits the record, a rule could automatically approve and then archive it. Learn more in the Workflow Rules knowledge base article.
AI Metadata
- Product Area: Record Management, Approval Workflow, Module Management
- User Role: All Assure users with the Archive Role Permission; Assure Administrators configuring module and system settings
- Tags: Archive Record, Archived Status, Approval Workflow, Record Status, Un-archive, Show Archived Records, Filters, Approval Manager, Record Lifecycle, Module Setup
- Version/Region: All Assure versions; all regions
- Important Synonyms: Archive Record = Archive option; Show Archived Records = Archived Records checkbox = Archived Records filter; Approval Workflow = Approval Process; Record Status = Workflow Stage
- Suggested Embedding Keywords: archive record Assure, how to archive in Assure, archived record not visible, show archived records Assure, un-archive record Assure, approval workflow archive, record status archived, archive permission Assure, hide record Assure, record lifecycle Assure
- Relevant Modules and Cross-Module Implications: Archiving is a platform-wide feature in Assure available across all modules (for example, Incident Record, Risk Assessment, Audit, Equipment Register, Task Risk Assessment) where archiving has been enabled in module and system settings. The Archive status is reflected in the Approval Manager, which aggregates records from all modules into a single centralised view. Archiving behaviour is controlled per module via module setup settings. Workflow Rules can automate archiving across any module that supports the Approval Workflow.