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Version: Version 22

Archive and Remove

Introduction​

Fortes Change Cloud offers the ability to archive and permanently remove items. You can archive Organization Units, Portfolios, Portfolio items, Folders, Programmes, and Projects. Archiving puts an item aside with the possibility to restore it later, similar to placing a file in a cabinet. Permanently removing an item deletes it and all its underlying data without the possibility to recover it.

Archiving items​

You can archive items from their respective dashboard or detail screen.

From a dashboard or list​

  1. Navigate to the respective dashboard (e.g., the Portfolio Funnel or Project homepage).
  2. Select the item you want to archive.
  3. Click Archive. A confirmation pop-up appears.
  4. Click Archive again to confirm.

The item is removed from the active list and moved to the archive.

From a Portfolio item detail screen​

  1. Open the detail screen of the Portfolio item by clicking on it.
  2. Click ARCHIVE THIS ITEM.
  3. Click Archive to confirm.

The Portfolio item is removed from the list and moved to the archive.

Note: When archiving an item, all underlying items are archived as well. For example, when you archive a Folder that contains Projects, those Projects are also archived. The same applies to Organization Units that contain Portfolios, Folders, and Projects.

Restoring archived items​

You can restore archived items to bring them back to their original active state.

Restoring a Portfolio item​

The portfolio archive is a dedicated overview where you can search, filter, sort, and manage all archived portfolio items.

  1. Click the drop-down menu at the top right of the portfolio screen and click Archived items.
  2. Use the search bar or column sorting to locate the item you want to restore.
  3. Select the item and click Restore. Confirm in the dialog that appears.

The item is restored and can be found among the active items.

Tip: Select multiple items and click Restore to restore them in one action.

Viewing an archived portfolio item​

Click any archived item to open its read-only detail view. It shows the original canvas layout and all field values. The header displays an (Archived) indicator. Only Restore and Remove actions are available in this view.

Bulk management​

Select multiple items in the archive using the checkboxes and choose one of the following actions:

  • Restore: moves the selected items back to the active portfolio.
  • Remove: permanently deletes the selected items. A confirmation dialog prevents accidental deletion.

Warning: Permanently removing archived items deletes them and all underlying data. This cannot be undone.

Restoring a Project​

  1. Open the homepage of the Project App.
  2. Click Archived projects to open the archive.
  3. Select the Project you want to restore and click Restore.

The Project is restored and can be found with the active Projects again.

Permanently removing items​

You can permanently remove items from the archive. This action is irreversible.

  1. Navigate to the appropriate Archive tab or list (e.g., Archived items or Archived projects).
  2. Select the items you want to remove by ticking them.
  3. Click Remove.
  4. Confirm by clicking Remove in the confirmation screen.

The items are now permanently removed.

Warning: Removing archived items deletes the item and all underlying items permanently. The data cannot be recovered.

Reporting on retention periods​

Organizations that fall under archiving legislation (such as the Dutch Archiefwet) are often required not only to keep records for a minimum period, but also to review and remove them once that period has passed. This is a recurring question for municipalities, government bodies, and other regulated organizations using Fortes Change Cloud.

To support this, build a View on the report overviews (see Working with Views) filtered on the date an item was archived, so that only items archived longer than your organization's retention period are shown. This gives you a single overview of items that are due for review and, where applicable, permanent removal.

Note: To configure the archived date field, we recommend engaging a consultant to configure this reliably.

Best practices​

  • Archive before removing: always archive items first. Only permanently remove items when you are certain the data is no longer needed.
  • Check underlying items: before archiving, verify which underlying items (e.g., Projects within a Folder) will also be archived.
  • Use the archive for completed work: archive completed Projects and Portfolio items to keep your active lists clean and focused.

FAQ​

Q: Can I restore a permanently removed item? No. Once an item is permanently removed, the data cannot be recovered.

Q: What happens to underlying items when I archive a parent item? All underlying items are archived as well. For example, archiving a Folder also archives all Projects within it.

Q: Where can I find archived items? Archived items can be found in the Archive tab or via the Archived items / Archived projects option in the relevant app.

Support​

If you have questions or need help with archiving or removing items, please visit our Support page.