Archive, delete, and history

Operations teams need two things at the same time: a clean active queue and a trustworthy history. WorkOrder V3 separates archive, delete, and timeline history so teams can reduce clutter without losing control of the record.

Overview

Use this workflow when work is complete but should remain searchable, when an archived item needs to return to active handling, or when a record genuinely needs controlled deletion.

When to use this

a finished work order should leave the live queue but remain available for reference
a previously archived record must be restored to active work
a technician or contributor wants a record removed through a governed request
a supervisor needs to review what changed on a work order over time

Step-by-step workflow

Archive work orders that no longer belong in the normal active queue.
Use unarchive when the issue needs to return to an active state for more action.
Open the work order history or timeline when you need to understand who changed what and when.
If a record should be removed, create or review a delete request rather than relying on informal instructions.
Supervisors or admins review delete requests and either approve or reject them.
Keep historical review separate from daily queue management so the live workspace stays focused.

Expected outcomes

active queues remain more usable because completed or inactive items are archived
teams can restore archived work without rebuilding the record from scratch
deletion is governed instead of accidental or undocumented
timeline history answers audit and customer questions more quickly

Caveats and operational notes

Archive is usually the right choice when the goal is cleanup, reference retention, or reporting continuity.
Delete should be reserved for records that genuinely should not remain in the system.
Users without elevated permissions can request deletion, but approval remains controlled.
Timeline history should be the first place to check when a work order status or ownership looks unexpected.