Archiving in Canopy is a useful feature that simplifies client and contact management by allowing you to organize active and inactive data efficiently. At times, clients may be mistakenly archived and stop showing on your client list. Also, some users may want to archive and unarchive clients according to certain schedules. Understanding the impact of archiving on data visibility (e.g., invoices) and knowing how to resolve common challenges is vital for seamless operations. Clients can be easily restored to the client list at any time in Canopy.
Restore and Manage Archived Clients
1. Navigate to the Client List and click on the Options menu in the top right corner.
2. Select Archived clients from the dropdown menu.
3. If needed, input a search for a specific client.
4. Click the box next to each client you wish to restore to your client list.
5. Select Unarchive x clients.
6. Click the arrow to go back to the Client list.
Your unarchived clients will populate in the Client list again.
Impact of Archiving on Client and Invoice Management
What Happens When a Client is Archived
When a client is archived, they are moved out of the active Client List and stored in the Archived Client Tab. Any invoices linked to this client will no longer appear in the active invoices section. Instead, the invoices are categorized under the archived data. This ensures that inactive or irrelevant client details are hidden without being permanently deleted.
Common Issues with Archived Clients
One common issue users face is that invoices associated with archived clients may not be immediately visible in the active invoices. Invoices without associated time data can still be retrieved under the Archived Client Tab. If you notice missing invoices in the system, verify whether the associated client has been archived.
Archiving Contacts
Contacts set as primary on client records cannot be archived directly. To archive such contacts, you must first assign another contact as the primary contact before proceeding with archiving the original one.
Key Takeaways
Archived clients and contacts are hidden but not deleted and can be accessed or restored when needed.
Ensure that clients linked to missing invoices or hidden details have not been archived.
For primary contacts, assign a replacement contact to enable archiving.
Use the Archived Client Tab for archived clients, and use settings to recover inactive contacts.