Order archiving allows you to move completed orders out of your main order view while keeping them in your system for records and reporting. Archived orders are hidden from your daily workflow but remain accessible when you need them.
Why Archive Orders?
Archiving helps you:
- Declutter Your View: Keep your order list focused on active orders
- Improve Performance: Faster loading times with fewer visible orders
- Organize Better: Separate completed orders from ongoing ones
- Maintain Records: Keep order history without the clutter
- Find Orders Faster: Easier to locate current orders that need attention
- Reduce Confusion: Team focuses on orders that need action
When to Archive Orders
Archive orders when:
- Orders are fulfilled and delivered
- Enough time has passed since order completion (e.g., 30–90 days)
- Return window has closed
- Customer is satisfied and no issues remain
- No further action is needed on the order
- Orders are from previous seasons or years
- You want to start fresh for a new period
When NOT to Archive Orders
Keep orders unarchived if:
- Order is not yet fulfilled
- Customer may still return items
- Payment is pending or disputed
- Issues need resolution
- Order is still within return/exchange window
- You’re waiting for customer feedback
- Order requires follow-up action
Step-by-Step Guide for Archiving Orders
1. Select Your Orders
Choose orders ready to be archived:
- Filter by fulfillment status (fulfilled only)
- Select date range (e.g., orders older than 90 days)
- Filter by delivery confirmation
- Check that returns window has passed
- Use tags if you’ve marked orders as “archive-ready”
2. Review Before Archiving
Make sure selected orders are appropriate:
- All are fully fulfilled
- No pending returns or exchanges
- No open customer service tickets
- Payment is complete
- No active disputes
3. Choose Archive Action
From the batch actions menu:
- Select “Archive Orders”
- Review the count of orders to be archived
4. Process the Batch Job
- Click “Archive” to confirm
- System processes the archiving in the background
- You’ll receive confirmation the job started
5. Monitor Progress
- Go to the Batch Jobs dashboard
- Find your archive job
- Watch completion status
- Review results
6. Verify Results
- Orders no longer appear in main view
- Archived orders are accessible in archive view
- Correct order count was archived
Step-by-Step Guide for Unarchiving Orders
1. Access Archived Orders
- Switch to archived view or filter
- Search by order number or customer
- Use filters to locate orders
2. Select Orders to Unarchive
- Select individual orders
- Or select multiple using filters
- Review selection carefully
3. Choose Unarchive Action
- Select “Unarchive Orders” or “Restore Orders”
- Confirm the selection count
4. Process and Verify
- Confirm unarchiving
- Monitor the batch job
- Verify orders return to main view
Archive vs. Delete
Important Distinction:
- Archiving: Reversible, included in reports, safe
- Deleting: Permanent, irreversible, not recommended
Recommendation: Always archive instead of delete unless required for compliance.
Next Steps
After archiving orders:
- Schedule regular archiving sessions
- Update internal documentation
- Review archiving criteria periodically
- Consider automation for future archiving