What does "archiving" mean?
Archiving is a dedicated status for incoming invoices. An archived invoice disappears from the Inbox but remains fully available in the Archive. This keeps the Inbox free of invoices that no longer require action, while you still keep the document and all of its data.
Typical use cases:
An invoice was rejected for good and will never be approved, but should no longer take up space in the Inbox.
An invoice only needs to be filed, without approval and without export.
Note: Archiving is not the same as deleting. When you archive an invoice, it stays in the Archive with all of its document data. When you delete an invoice, it is removed permanently.
Requirements: When can I archive an invoice?
Archiving invoices is available from the Basic package onwards.
You can only archive an invoice in two situations:
The invoice has the status New (not yet submitted for approval).
The invoice has the status Rejected (submitted for approval and then rejected).
You cannot archive invoices in other statuses, for example an invoice in an ongoing approval.
Who can archive?
The following roles can archive an invoice with the status New or Rejected:
Administrators
Accountants
Requesters
Approvers cannot archive invoices.
Archiving an invoice
To archive an invoice with the status New or Rejected:
Open the invoice you want to archive.
In the Next step area, click the More actions icon (⋮).
Select the action Archive from the menu.
Candis then moves the invoice out of the Inbox and into the Archive.
Tip: You'll find the Archive action in the context menu (⋮) under More actions, not as a separate button.
What happens after archiving?
Storage location
The archived invoice disappears from the Inbox and remains available in the Archive. There you'll find it in the Invoices tab and in the All documents tab.
Field editability
In an archived invoice, all fields are read-only. You can still edit one area:
Tags
Which values Candis keeps
When you archive an invoice that was previously New, the processing form shows the values Candis originally detected and suggested, not the changes a user made.
Values a user entered into a previously empty field are discarded by Candis when archiving.
Values a user changed (for example a suggested contact or other field suggestions and detected fields) are discarded by Candis when archiving. Candis restores the original value instead.
All values detected or suggested by Candis are kept.
Note: Your own entries and changes to a previously new invoice are lost when archiving. Only the values originally detected and suggested by Candis are kept.
What is still possible
After archiving, you can still work with the invoice to a limited extent:
Linking: You can still link an archived invoice to other documents.
Comments: You can still comment on an archived invoice and mention other users.
Access: You can still manage access to an archived invoice at the document level and grant access for several invoices at once via the table.
Attachments: You can still add new attachments to an archived invoice.
What is no longer possible
Attachments: You can no longer convert an archived invoice into an attachment.
Deleting: You cannot delete an archived invoice directly. If you want to delete it, restore it first and then delete it in the status New or Rejected.
Restoring an archived invoice
Archiving can be undone. If you want to edit an archived invoice again and (re)submit it for approval, you can restore it.
When restoring, Candis returns the invoice to the status it had before archiving:
An invoice that was previously New returns to the status New.
An invoice that was previously Rejected returns to the status Rejected.
From these statuses, you can edit the invoice again and resubmit it for approval.
Examples
Permanently rejected invoice: An invoice was rejected because it will not be paid. An accountant archives the invoice to keep the Inbox clear. The invoice remains documented in the Archive.
Filing a document without approval: A requester uploads a document that should only be archived, not approved or exported. Instead of deleting the document, the requester archives it directly from the status New and keeps all document data.