Archiving & Deleting Equipment

🗃️ Archiving & Deleting Equipment
 

📘 Overview

Ontraccr provides a structured process for removing equipment from your active inventory. Instead of immediately deleting equipment, items must first be archived, ensuring a two-step deletion flow that helps prevent accidental data loss.

This article walks through the full archiving and deletion process and how to view archived equipment when needed.

📦 What is Archiving?

Archiving marks a piece of equipment as inactive, removing it from default views but keeping all historical data intact.

• Archived equipment:
  • Remains searchable via filters
  • Keeps its full history (timeline, tasks, forms, etc.)
  • Can be restored or deleted permanently

🧭 How to Archive Equipment

1. Go to the Equipment Page
2. Click into the equipment profile you want to archive
3. Click the Archive button
4. Confirm the action

The equipment will now be marked as archived and hidden from active views unless filtered.

🔍 Viewing Archived Equipment

To find archived items:

1. Click the Filter icon at the top of the Equipment Page
2. Under Status, choose:
   • Active
   • Archived
   • Or both
3. Click Apply

You’ll now see all items based on the status filter.

🗑️ How to Permanently Delete Equipment

You cannot delete equipment until it has been archived.

Deletion Steps:

1. Archive the equipment first
2. Use the filter to view archived equipment
3. Click the Delete icon (visible only on archived profiles)
4. Confirm deletion

🚨 This is a permanent action. Deleted equipment cannot be recovered.

🧠 Use Case Example

Scenario: You retire a backhoe from use due to irreparable damage.

• Step 1: Archive it so it's no longer selectable in forms or active projects.
• Step 2: After record-keeping is complete, permanently delete the entry.