Archive a conversation
Remove a completed tenant conversation from active views while retaining its messages, replies, attachments, delivery activity and property or tenancy connections.
Archiving keeps the communication record available while removing it from the normal active-conversation list. It should be used only after the subject has been resolved or moved into another clearly tracked workflow.
Archive, keep active or start a new conversation?
The subject is complete
Archive where the issue has been resolved, the tenant has been updated and no further reply or operational action remains.
Further action remains
Keep the thread active where a reply, appointment, document, repair or follow-up is still outstanding.
A separate subject begins
Archive the completed thread and create a new conversation for an unrelated issue or different property context.
The messages, replies, attachments and recorded delivery activity remain available in the archived communication history.
When to archive a conversation
Repair completed
The maintenance work is complete, the tenant has been updated and no further communication is needed.
Appointment confirmed
Access or attendance has been completed and the related operational record is up to date.
Document received
The requested file has been reviewed and the document request is complete.
Question answered
The tenant’s query has been answered and no later reply or action remains outstanding.
Tenancy matter completed
The renewal, access or administrative discussion has concluded.
Duplicate thread resolved
Communication continues in another thread containing the complete active history.
Before archiving the conversation
- Read the complete conversation.
- Confirm the property and tenancy.
- Review every participant.
- Check the latest tenant reply.
- Review unanswered questions.
- Check appointments and deadlines.
- Review maintenance or compliance connections.
- Check document requests and uploaded files.
- Open every relevant attachment.
- Confirm no failed message requires correction.
- Record any remaining action elsewhere before archiving.
Keep the conversation active where an action is still dependent on the tenant, landlord, contractor or another record.
Find the conversation to archive
Open Communication
Select Communication from the main Estavo navigation.
Search for the conversation
Use the tenant, property, tenancy, subject, message text or date.
Review the active status
Confirm the thread is currently active and has not already been archived.
Open the complete thread
Review its messages, replies, files and related records.
Review the complete communication thread
Boiler repair appointment
24 Oak Avenue · Current tenancy
- Read messages in date order.
- Check whether later messages corrected earlier information.
- Review the latest tenant response.
- Check whether the tenant expects another update.
- Confirm the subject has been resolved.
- Review whether another active thread covers the issue.
Check for outstanding actions
Review conversation attachments
Open every relevant file
Confirm the attachment is readable and belongs to the correct property or tenancy.
Store important documents
Ensure files that form part of the permanent record are correctly stored in Documents.
Review tenant uploads
Confirm submitted photographs or documents have been reviewed and connected appropriately.
Check the final version
Retain the correct current document where several versions appear in the thread.
Review message delivery and replies
- Check whether the final message was sent successfully.
- Review failed or undelivered communication.
- Check whether the tenant replied through the portal.
- Review whether the final update was acknowledged.
- Confirm no message remains queued.
- Do not archive solely because a message was sent.
- Check whether the intended action was actually completed.
Confirm the underlying issue, request or appointment is complete before archiving the conversation.
Archive the conversation
Complete the final review
Confirm the conversation is complete and no action remains outstanding.
Select Archive
Open the archive confirmation from the conversation actions.
Add an archive reason
Record why the conversation is complete where the option is available.
Confirm Archive
Complete the action and wait for the status to update.
Use the Archived or All statuses in Communication to find the conversation later.
Verify the conversation was archived
- Return to the active conversation list.
- Confirm the thread no longer appears as active.
- Change the status filter to Archived.
- Search for the conversation subject.
- Open the archived thread.
- Confirm messages and replies remain available.
- Review attachments.
- Check property and tenancy connections.
- Confirm the archive reason where recorded.
Find an archived conversation later
Open Communication
Display the account communication list.
Open Filters
Set the conversation status to Archived or All.
Search using known details
Use the tenant, property, subject, date or message wording.
Open the archived thread
Review its history or restore it where further communication is required.
Restore an archived conversation
Open the archived thread
Confirm it is the conversation that needs to be reopened.
Review the current context
Check the tenant, property, tenancy and whether the information remains current.
Select Restore or Reopen
Return the conversation to the active list.
Review before replying
Check contact details, earlier dates, attachments and the latest message before continuing.
Send a new message after archiving
Same unresolved subject
Restore the existing thread where the original issue has reopened.
Related follow-up
Restore or continue the existing thread where the new message depends on its earlier history.
Different issue
Start a new conversation with a clear separate subject.
Different tenancy
Create a new conversation connected to the correct current or historical tenancy.
Understand what remains after archiving
- Sent messages remain in the conversation.
- Tenant replies remain available.
- Attachments remain connected to the thread.
- Delivery and failure statuses remain recorded.
- Property and tenancy connections remain available.
- The conversation remains searchable.
- The archive status and reason may appear in activity history.
- External copies already received remain unaffected.
Messages and attachments already delivered remain with their recipients even though the conversation is no longer active in Estavo.
Common conversation-archive problems
The Archive option is unavailable
Check your account permissions and whether the conversation is already archived.
The thread still appears as active
Refresh the list and check whether the Active filter includes recently archived records.
The archived thread cannot be found
Set the status filter to Archived or All and search using the tenant, property or subject.
The Restore option is unavailable
Check permissions and whether the conversation is controlled by another workflow.
A reply arrived after archiving
Open the archived conversation, review the reply and restore the thread where further action is required.
An outstanding action was missed
Restore the conversation and update the relevant maintenance, document or tenancy record.
The wrong conversation was archived
Find it under Archived, restore it and review the subject and participants.
The tenant still sees the conversation
Archiving changes the landlord’s active view and may not remove historical messages already available to the tenant.
The conversation has been archived
This completes the Communication documentation category. The next category explains how the Tenant Portal works and how landlords manage tenant access.
Continue to Tenant Portal