Plan requirement
| Subscription | Suite Team or higher, Knowledge Professional or higher |
| Access | Agent |
Archiving takes an article out of the knowledge base without losing it. The right move for almost everything you want gone.
Archive one
- In the help centre, open the article and click Edit article in the top menu bar.
- Click the drop-down arrow on the Save button.
- Select Archive article.
The article goes, and its inline images, attachments and translations go with it.
It leaves the knowledge base and stops being found. It is not deleted, and it can be restored.
Why archive rather than delete
- You keep what it said. Useful when somebody asks what your policy was last year.
- It can come back. Products get revived and policies get reversed.
- It is reversible, which deletion is not.
Do it regularly
Every knowledge base accumulates articles about things that no longer exist. They surface in search, they contradict current articles, and they feed AI answers with obsolete facts.
That last point has made pruning more valuable than it used to be: an AI agent quoting a retired procedure is worse than a reader finding one, because the reader can see it looks old.
Look at what links to it
An archived article leaves the same broken links as a deleted one, for anything pointing at it. Check other articles and your macros before archiving something that had traffic.
Restoring
Nothing is lost, so archiving stays the safe default when in doubt. Getting it back is not yours to do, though: the archived articles list is open to Knowledge admins only, and they are the ones who restore from it. Archive something by mistake and you ask a Knowledge admin, not the person who wrote it.
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