The archiving module in Tribe helps you manage the retention and deletion of project data in a structured way. It ensures that all project activities, notes, and attachments are retained according to defined periods and removed when no longer needed. You typically use this module to maintain compliance and keep your CRM organised. By following this guide, you will learn how to activate the module, configure settings, and manage the archiving process effectively.
Table of Contents
How Do I Activate The Archiving Module?
What Settings Do I Need To Configure?
How Does The Archiving Process Work
The Project Process
Assessment And Approval
Deleting Projects
Archiving Log
How Do I Activate The Archiving Module?
Tribe CRM administrators can activate the archiving module in just a few steps:
Click the Organisation icon in the top right of the blue bar.
Select Account Settings.
Click Add/Remove Modules.
Tick the Archiving option and click Get Started.
Log out and back into Tribe CRM to refresh the settings.
Activating the module will automatically:
Add archiving fields to project activities.
Add the archiving dashboard with standard widgets and views.
Enable the necessary automations for the project activity.
What Settings Do I Need To Configure?
Filing Type
The retention period of a project depends on the selected archiving type. This is a configurable drop-down list:
Navigate to Configuration.
Select Selection Lists in the menu.
Click Archiving Type and press Add.
Enter a Name and Retention Period, then click Save.
Archiving Fields
To ensure that every project has a defined archiving type:
Navigate to Configuration > Activities > Project.
Open the Fields tab.
Activate the Show and Mandatory sliders for the archiving type field.
Adjust the order of fields if necessary.
Automations
Standard automations support the archiving process:
Navigate to Configuration > Activities > Project.
Open the Automations tab.
Activate all automations starting with “Archiving”.
How Does The Archiving Process Work?
The archiving process can be divided into four main parts:
Project process
Assessment and approval
Deleting projects
Archiving log
A detailed process diagram is available for reference at the bottom of the module page.
The Project Process
The standard project workflow still applies when using the archiving module. The only difference is in the project creation dialogue: users must select the correct Filing Type.
When a project is closed:
The Archiving Date is calculated based on the retention period of the selected archiving type.
This date is applied to the project and all underlying project activities automatically through the configured automations.
If a project is reopened, the archiving date is removed from both the project and associated activities.
Assessment And Approval
After a project’s retention period expires, a review is performed before deletion:
The archivist generates overviews using dashboards, widgets, and views.
Project owners can review and approve or block archiving.
Approval or blocking actions are recorded in the project.
Deleting Projects
Archiving automations execute on the 1st day of each month and automatically:
Delete projects and all underlying project activities if the retention period has expired and the project has been approved.
Skip projects that are blocked from deletion, leaving them and their activities intact.
Archiving Log
Every archived project is recorded in the Archiving Log. The following data is saved:
Archiving date
Archiving type
Activity type
Activity number
Activity subject
The Archiving Dashboard provides widgets and views to monitor and manage these logs.
Quick Summary
The archiving module in Tribe ensures projects and their activities are retained and deleted according to defined periods. You can activate the module, configure archiving types, and manage projects through automated workflows. Using the module provides a structured approach to project data management and compliance with retention requirements.