This guide walks you through how to archive documents in ark so LPs can focus on current materials while still retaining access to historical files when needed. Archiving allows Admins to control document visibility based on the tagged quarter and offers flexible folder- and file-level settings.
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What You’ll Learn
By the end of this guide, you’ll be able to:
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Archive documents automatically based on the tagged quarter
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Set custom archive dates for specific files
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Adjust visibility settings using folder- or file-level options
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Enable or disable archive views for Admins and LPs
Who Can Use This Feature
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Basic Admin users
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Ark Client Admin users
Step-by-Step: Setting Archive Rules by Folder
Folder-level archive settings apply to all documents within a folder that are set to Respect Folder Settings (see next step for details). These rules are based on each file’s tagged quarter and help automate archiving across groups of files.
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Go to the Documents tab
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Ensure the page is unlocked
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Right-click on a folder or subfolder and select Edit
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Choose a folder-level archive setting:
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Never
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At end of quarter
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1/2/3 months after quarter
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Other (Specify 0–999 months)
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Click Save and confirm whether to apply the same setting to all subfolders
Example: If a folder is set to archive 12 months after quarter-end, a file tagged to 2023 Q1 will be archived on April 1, 2024—but only if that file is set to "Respect Folder Settings".
If you need more control, you can update individual files with their own archive behavior in the next step.
Step-by-Step: Setting Archive Rules by File
File-level settings give you greater control over how individual documents are archived.
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Go to the Documents tab
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Ensure the page is unlocked
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Use the Archive column or select multiple files and choose Bulk Edit
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Choose one of the following options:
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Respect Folder Settings: Uses the current folder-level rule
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Disable Archiving: The file will remain always visible
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Set Custom Date: Select a specific date to archive the document
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Click Apply
Step-by-Step: Applying Archive Settings During Upload
You can also apply archive settings at the time of upload.
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Click + Add New > Upload Files inside a folder or subfolder
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Select your documents
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Under Manage Settings > Archive, choose:
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Respect Folder Settings
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Disable Archiving
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Set Custom Date
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Click Save & Review Files
Toggling Archive Visibility
Once the archive date passes, documents are automatically hidden by default.
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Admins and LPs can use the Show Archive toggle to view archived files
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Archived documents remain visible if published and the user has access
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Toggling can be done during any login session and resets to hidden on logout
To confirm the LP experience, impersonate a contact and toggle between views to verify visibility.
Tips & Best Practices
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Use folder-level rules for consistency and file-level overrides for flexibility
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Set archive rules early to ensure LPs always see the most relevant documents
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Archived files are not deleted or unpublished - they remain available with a simple toggle
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Adjust archive settings anytime to reflect changes in your document lifecycle
FAQ
Q: What happens to archived documents?
A: They are hidden by default but remain accessible via the Show Archive toggle.
Q: Can I apply archive settings retroactively?
A: Yes. Use the Edit or Bulk Edit tools at any time.
Q: Are LPs notified when a file is archived?
A: No.
Q: Can I remove an archive date or disable archiving later?
A: Yes. Archive settings can be changed at any time.
Next Steps
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Learn more about tagging and organizing files in How to Upload, Tag, and Manage Documents in ark
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Manage LP access rights using How to Set Permissions on PDF Documents in ark
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Contact support@arkpes.com if you’d like assistance setting your archive logic
If you have any questions, reach out to us at support@arkpes.com - we're here to help!