Archive and restore

A main screen never deletes a record outright. Every Archive or delete action there moves the record to the Archive, with the change in the journal, and you can restore it. The exception is a few small lists, below. Apart from those, a permanent delete exists only in the Archive, and only an administrator can do it.

Archiving a record also archives what belongs to it. Archiving a collection archives its subcollections and the products’ membership of it, and the products themselves stay live.

What goes to the Archive

These are archived, not deleted, and can be restored: products, collections, customers, contacts, customer addresses, legal entities, price lists, channels, orders, suppliers, employees, media and people.

Contacts. On a customer’s Contacts tab, click Show archived to list archived contacts and Restore to bring one back. A contact is no longer deleted outright.
Customer addresses are archived the same way and can be restored.
Legal entities. An archived legal entity is not offered for new documents, and it stays on the documents it already issued. A legal entity that has documents, channels, bank accounts or history is not archived silently: you are shown the reason, so you can deal with what is attached first. See Run several companies in one workspace.
Price lists and channels archive too, and a restore brings them back.

What cannot be deleted while it is in use

Bank accounts, signatories and tax regimes cannot be deleted while something refers to them. The screen says so instead of deleting.

What is deleted for good

A few small lists you maintain yourself are deleted for good: statuses, material categories and customer sources. Nothing about them goes to the Archive, and the confirmation says plainly that the deletion is permanent. Check the confirmation before you click.

Find what was archived

Open Archive in the Admin section of the sidebar. Only an Administrator or General manager can. The list shows Type, Name, Code, Linked to, Archived at and Archived by.

Use Search archive or the Entity type filter. Types include products, customers, contacts, customer addresses, legal entities, orders, collections, channels, price lists, suppliers, employees, media assets and people.

Restore

Click Restore on a row, or tick several and click Restore selected. The message says “Entry restored.”

A restore is refused when:

Its code or name is already used by a live record: the message names the value and says to change it on the live record first, then restore.
Its parent is archived: restore the parent first.
Its books are closed: reopen the books in Finance first.

Delete for good

Hard delete is the only permanent delete in Keelvy, and only an administrator can use it. It proceeds only when nothing refers to the record. If something does, the row names what holds it:

Held by 3 orders: … points to live records. Resolve them first.
Held by … archived names archived records. Purge those from the Archive first.
For a few kinds, a permanent delete is not offered, and the row says so. Restore still works.

Linked to shows what each entry is tied to, marked Prevents deletion or Removed with this entry.

Choose several rows and Hard delete selected to delete in bulk. Rows with references are skipped and listed with what holds them.

People in the Archive

A person you deleted from Settings → Users shows as type User. Hard delete removes them from the workspace for good. See Change or remove someone’s access.