Configuring the Archive

Your store can be configured to archive orders, invoices, shipments, and credit memos after a set number of days. You can move orders and their associated documents to the archive, or restore them to their previous state. Archived orders are not deleted and remain available from the Admin. Archived data can be exported to a CSV file and opened in a spreadsheet. When enabled, the “Archive” command appears at the top of the workspace.

To configure the order archive:

  1. On the Admin menu, click Stores.

  2. In the Settings section, choose Configuration.

  3. In the Sales section of the Configuration panel on the left, choose Sales.

  4. Expand the Orders, Invoices, Shipments, Credit Memos Archiving section.

    Orders, Invoices, Shipments, Credit Memos Archiving Orders, Invoices, Shipments, Credit Memos Archiving

  5. Configure the archive:

    • Set Enable Archiving to “Yes.”

      If you later decide to turn archiving off, all archived orders will be restored to the previous state.

    • Set Archive Orders Purchased to the number of days to keep an order in the grid before it is archived. By default, this waiting period is set to 30 days.

    • In the Order Statuses to be Archived list, select each order status settings that identifies the orders to be archived. To select multiple items, hold down the Ctrl key, and click each item.

  6. Click Save Config.

  7. When prompted, refresh any invalid cache.

View Archived Documents

  1. In the Sales menu under Archive, choose any of the following:

    • Orders
    • Invoices
    • Shipments
    • Credit Memos
  2. Click any archived document in the list to view details.

Apply an Action to an Archived Document

Select each document to be the target of the action. Then, choose one of the following actions:

  • Cancel
  • Hold
  • Unhold
  • Print
  • Move to Orders Management

Manually Archive Documents

  1. Select the type of the document to archive from the following:

    • Orders
    • Invoices
    • Shipments
    • Credit Memos
  2. Mark the checkbox of each item that you want to archive.

  3. In the upper-right corner, set Actions to Move to Archive.

  4. Click Submit to archive the selected documents.

Restore Archived Documents

  1. Choose the type of document you want to restore.

  2. Select documents using one of the following options:

    • To select all visible documents, in the upper-left corner, click Select Visible.

    • Manually select the checkbox of each document you want to restore.

  3. In the upper-right, set Action to Move to Orders Management.

  4. Click Submit to restore the documents.

Export Archived Documents

  1. Choose the type of document you want to export.

  2. In the upper-right menu, set Export to: to one of the following values:

    • CSV
    • Excel
  3. Click Export.