Archive, Delete or Restore documents

1. Go to Documents > All Documents.
2. Select the document you want to archive and click on the right of the document.
3. Select Edit document properties.
4. Click the red Archive button at the bottom left of the edit document properties dialogue window.
5. The document will be removed from the document library and can be accessed from Documents > Archived.

Promasters and Business Analysts A user who can create and edit all processes if not restricted by permissions, view all reports and edit Roles and Responsibilities. can access archived documents, and Promasters can allow document owners to access the archive by disabling the Admin > Configure > Documents > Restrict archived documents setting. Promasters also have the right to restore documents from the archive.

1. Go to Documents > Archived.
2. For the document you want to delete: in the Edit column, click .

The document is permanently deleted. To see the list of deleted documents, see Document reports.

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required.

You can permanently delete multiple archived documents at once from the archived documents list.

Important:  Deleting is permanent. Once removed, these documents cannot me restored from the archive.

Before you start

• Confirm you want to permanently remove the documents.

• Check compliance and retention rules in your organization.

• Resolve obvious dependencies (for example, if a document is still referenced by a live process) to reduce failures during the bulk delete.

Delete multiple archived documents

1. Go to Documents > Archived.

2. Use the list controls to select multiple archived documents.

3. Click Delete (bulk).

4. Review the confirmation dialog:

   1. It states that deletion is permanent.

   2. It may highlight that some items could be blocked by dependencies.

5. Click to confirm.

6. The system runs dependency checks and attempts to delete the selected items.

7. Review the result summary showing which items were deleted and which were skipped with reasons.

1. Go to Documents > Archived.
2. Select the document you want to restore, click the (...) next to it, then click Restore.

The document is restored and can be accessed from Documents > All Documents.

Promaster A Nintex Process Manager system administrator who administers a Nintex Promapp site and has rights to view and edit all areas of a Nintex Promapp site. privilege is required.

You can restore multiple archived documents back to active at once. Restoring makes documents active again and does not permanently remove anything.

Before you start

• Confirm you want these documents to return to the active library.

• Check any compliance or retention rules that apply to your organization.

• Decide where the documents should go after restoring. You can return them to their previous process groups or place them into one single process group.

  If a previous process group no longer exists, decide whether to place those documents into one new group or keep those specific items archived.

Restore multiple archived documents

1. Go to Documents > Archived.

2. Use the list controls and filters to select multiple archived documents.

3. Click Restore (bulk).

4. Choose the destination:

   1. Restore to previous process groups - Best when your structure has not changed. If any original group is missing, you will be asked how to handle those items.

   2. Restore to a single process group - Pick one current group for all selected documents.

5. Review the confirmation dialog:

   1. It shows how many documents will be restored.

   2. It reminds you that there is no automatic bulk undo.

   3. It highlights any items that require a fallback because their original group is missing.

6. Click to confirm.

7. The system restores documents with valid destinations and applies your chosen fallback for any items with missing groups.

8. Review the result summary showing which items were restored and which were skipped with reasons.

After the restore

• Go to the destination group or groups and spot-check a few restored documents.

• Update owners, tags, or other metadata if needed.

• Notify stakeholders that content is live again if appropriate.