Archiving resources

By default, resources will be automatically archived after 1 year (365 days) if they meet specific criteria. Learn how to customize or disable auto-archive.

Individual resources can also be archived manually. Learn how to manually archive a resource.

Criteria for automatic archival

A resource is eligible for automatic archival if it:

• Was not created or modified within the window of inactivity required (365 days by default)
• Is not associated with a resource requirement that has been modified within the window of inactivity required (365 days by default)
• Has not been used by any past bookings within the window of inactivity required (365 days by default)
• Is not being used for any future availabilities

The system will check for and archive eligible resources weekly. Auto-archived resources will be listed in the Recent Activity log (Settings > Recent Activity).

Customizing the window of inactivity

Although the required window of inactivity is set to 365 days (1 year) by default, this window can be changed to a shorter or longer time frame as needed for your setup.

Prerequisite: A user must have the Edit Dashboard features, company contact info, and FareHarbor profile permission enabled to edit the auto-archive setup.

1. Navigate to the Settings tab, and select Advanced company settings (the gear icon in the upper right corner).
2. Use the search bar or navigate to the Performance section.
3. Locate the Auto-archive resources feature flag, and adjust the Days of inactivity before auto-archiving value as needed.
4. Click the Save changes button at the bottom to finalize your updates.

Disabling auto-archive

Prerequisite: A user must have the Edit Dashboard features, company contact info, and FareHarbor profile permission enabled to edit the auto-archive setup. Learn more about managing permission groups.

1. Navigate to the Settings tab, and select Advanced company settings (the gear icon in the upper right corner).
2. Use the search bar or navigate to the Performance section.
3. Locate the Auto-archive resources feature flag, and uncheck the box to disable.
4. Click the Save changes button at the bottom to finalize your updates.

To manually archive a resource:

1. Navigate to the Settings tab, and select Resources from the sidebar.
2. Locate and click on the relevant resource’s name. (Note: If opening the resource by selecting the Edit option via the Actions menu instead, please proceed to Step 4.)
3. Select Settings from the sidebar.
4. Check the Archive box, located in the Advanced settings section.

5. Click the Save button to finalize the update.

   

Archived resources will not appear under Settings > Resources by default, but can be included by adjusting the View settings.

To include archived resources:

1. Navigate to the Settings tab, and select Resources from the sidebar.
2. Click the View settings button.
3. Check Show archived.

Archived resources will now appear in the Resources view with an archive icon.

To unarchive a resource:

1. Navigate to the Settings tab, and select Resources from the sidebar.
2. Locate and click on the resource to be unarchived. (Don’t see archived resources? Check if View settings are set to show archived resources.)
3. Locate and click on the resource to be archived. (Note: If opening the resource by selecting the Edit option via the Actions menu instead, please proceed to Step 5.)
4. Select Settings from the sidebar.
5. Uncheck the Archive box, located in the Advanced settings section.
6. Click the Save button to finalize the update.

Archived resources can still be used in reports, allowing you to accurately track bookings. By default, archived resources will be included when a report is grouped by Customer Resource, and will be clearly marked with an (archived) addendum.

To exclude archived resources from a report, use the Customer Resource Use or Resource Use filter to specify which, if any, specific resources should be included in the report. (Note: Resource filters are only available when using advanced reports).

• Archived resources will be hidden in most places, except where they are currently in use. When an archived resource is still visible, it will be clearly marked with an (archived) addendum.

• Archived resources will be hidden in the Manifest by default, but can be displayed by adjusting the Shared resources setup (Columns > Shared resources). Select the Show all possible resources option to view and select archived resources.

  

• When editing a resource requirement group that includes an archived resource, the archived resource cannot be reselected once a different resource has been selected from the resource dropdown.