Archiving entries

Who should use this feature?

Archiving entries is designed for programs where using seasons is impractical or not applicable. Common use cases include:

• Programs with chapters and overlapping rounds that run year-round
• Entry and judging that remain open perpetually, with no clear end point
• Programs where the concept of seasons is not relevant (see Using perpetual seasons)

Archiving can also be useful to:

• Tidy up the Entries view without deleting data
• Prevent entrants from editing previously submitted entries
• Manage entries when the same program is being prepared in another region but a new season is not ready

Archiving entries is not the same as deleting them. Archived entries remain accessible to program managers and can still be edited or sent through to judging if needed.

How to archive entries

To archive one or more entries:

1. In the Manage workspace, go to Entries 
2. Select one or more entries using the checkboxes
3. Open the Action dropdown
4. Click Archive

Manage archived entries

To view archived entries:

1. In Entries, open the Current dropdown at the top of the page
2. Select Archived

To unarchive entries:

1. Select one or more archived entries
2. Open the Action dropdown
3. Click Unarchive

To delete an archived entry:

1. Click the ellipsis (three dots) next to the entry
2. Select Delete

Judging archived entries

Archived entries can be included in judging if required. To allow this:

1. In the Manage workspace, go to Judging > Settings > Panels
2. Create a new panel or edit an existing one
3. Select Include archived entries in the 'Entries' section
4. Click Save

Good to know

• Archiving a season automatically archives all entries within that season.
• Archived entries still count toward dashboard tallies for 'In progress' and 'Submitted'.
• Archived entries are excluded from manual judging assignments and must be assigned via panels.
• Changes to fields, categories, chapters, or tabs will affect archived entries of the same season.
• Avoid deleting fields used by archived entries; instead, remove read access for entrants.