Archive

Manage completed or inactive photo requests and Permanent Links.

Overview

The Archive stores deactivated requests that you no longer need actively but want to preserve:

• Completed projects
• Expired requests
• Inactive Permanent Links
• Historical data

Archived items retain all photos and data but are no longer accessible to submitters.

What Gets Archived

One-time Requests

Automatically considered for archiving when:

• Photos have been submitted
• Deadline has passed
• Manually archived by you

Permanent Links

Manually archived when:

• No longer needed
• Seasonal link inactive
• Project completed
• Replaced by new link

Archiving Items

Archive a Permanent Link

1. Go to the Permanent Link detail page
2. Click Archive button
3. Review the confirmation:
   • Number of submissions
   • Number of photos
   • Effects of archiving
4. Click Archive to confirm

What Happens When Archived

Effect	Description
Link disabled	URL returns "not found"
Photos preserved	All photos remain intact
Reports available	Can still generate PDFs
Statistics saved	View counts preserved
Removed from list	Moves to Archive section

Viewing the Archive

Access the Archive

1. Navigate to Photo Requests
2. Click the Archive tab
3. View all archived items

Archive List

The archive displays:

Column	Description
Type	Permanent Link or Request
Slug/Code	Identifier
Description	Request instructions
Photos	Total photo count
Archived	When it was archived
Created	Original creation date

Sorting and Search

• Sort by archived date (default: newest first)
• Search by slug, code, or description
• Toggle columns for more details

Archive Actions

View Details

Click View to see:

• Full request/Permanent Link details
• All photos and submissions
• Statistics and metadata
• Option to generate reports

Restore from Archive

Bring an item back to active status:

1. Click Restore button
2. Confirm restoration
3. Item returns to main list (inactive state)

Restored as Inactive

Restored items are set to inactive by default. You'll need to manually activate them to start receiving submissions again.

Delete Permanently

Irreversible Action

Permanent deletion cannot be undone. All photos and data will be lost forever.

To permanently delete:

1. Click Delete Permanently
2. Review what will be deleted:
   • All submissions
   • All photos
   • All associated data
3. Click Delete Forever to confirm

Best Practices

When to Archive

Good reasons to archive:

• Project completed successfully
• Seasonal link no longer needed
• Replaced with updated link
• Clean up dashboard clutter

Don't archive if:

• Still expecting submissions
• Link is just temporarily inactive
• Might need to reactivate soon

Before Archiving

1. Download any needed reports
2. Export photos if required
3. Verify all submissions received
4. Note any important information

Archive vs Delete

Action	Data	Reversible	Use When
Archive	Preserved	Yes	Done but may need later
Delete	Destroyed	No	Certain you don't need

Organization Strategy

• Archive completed projects monthly
• Review archive quarterly
• Delete after retention period
• Keep naming consistent for search

Storage Considerations

Archived Data

Archived items continue to use storage space:

• Photos remain stored on Visiono servers or your own S3 bucket
• Storage quota is still consumed by archived photos
• No automatic cleanup of archived photos

Monthly Photo Limit

Archiving or deleting photos does not decrease your monthly photo counter. Once a photo is counted toward your plan's monthly limit, it remains counted for that billing period regardless of what happens to the photo afterward.

What Happens	Storage Space	Monthly Counter
Archive request	Still used	Not affected
Delete photo	Freed	Not decreased
Delete entire request	Freed	Not decreased

Cleanup Benefits

Permanently deleting archived items:

• Frees storage space immediately
• Simplifies archive management
• Reduces clutter
• Does not restore monthly photo allowance

Compliance Notes

Data Retention

Consider your industry requirements:

• Insurance: Often 7+ years
• Legal: Varies by jurisdiction
• Internal: Per company policy

Audit Trail

Even in archive:

• Creation date preserved
• Archive date recorded
• Actions logged

Troubleshooting

Can't Find Archived Item

1. Check the Archive tab (not main list)
2. Search by slug or description
3. Verify it wasn't permanently deleted
4. Check if it was restored

Restore Not Working

1. Verify you have active subscription
2. Check plan limits for active requests
3. Contact support if issues persist

Archive Full

Some plans limit archived items:

• Delete old items permanently
• Upgrade plan for more capacity
• Export data before deletion

Related Features

• Permanent Links - Create permanent links
• One-time Requests - Single-use requests
• PDF Reports - Export before archiving
• Tags - Organize before archiving