Archive or delete a document
Remove obsolete documents from active views, preserve useful historical records and permanently delete only files that should no longer remain in Estavo.
Archiving removes a document from normal active views while retaining it as a historical record. Deletion is intended for files that should no longer exist in Estavo, such as a confirmed duplicate or an incorrect upload that does not need to be retained.
Archive, delete or retain the document?
The document is no longer current
Archive an expired, replaced or historical file that should remain available for reference.
The file should not remain in Estavo
Delete a confirmed duplicate, invalid upload or file added to the system by mistake.
The document remains relevant
Keep the file where it is still current, supports a valid record or may be required for historical reference.
Archive the document where it is obsolete but still forms part of the property, tenancy, compliance, maintenance or financial history.
Before archiving or deleting a document
- Open and review the complete file.
- Confirm the document title and category.
- Check whether it is the current or previous version.
- Review the property and tenancy connection.
- Check connected compliance or maintenance records.
- Review financial or transaction connections.
- Check Tenant Portal visibility.
- Review direct sharing activity.
- Confirm whether another valid copy exists.
- Check whether the document should be retained.
Do not delete a document unless you have confirmed that it should no longer remain in Estavo and that the correct record will not depend on it.
Find the document
Open Documents
Select Documents from the main Estavo navigation.
Search for the file
Use the title, property, category, document date or reference.
Review filtered and archived records
Clear active filters and check previous versions where the file is not immediately visible.
Open the document
Review the file and its complete document record.
Review the document record
Gas Safety Certificate 2025
24 Oak Avenue · Compliance document
Check where the document is used
- Review property connections.
- Check tenancy and tenant links.
- Review compliance records.
- Check maintenance requests.
- Review financial transactions and expenses.
- Check document requests.
- Review whether a replacement version exists.
Archive a document
Open the document
Confirm it is the obsolete or previous file you intend to archive.
Review the current replacement
Confirm the correct newer document exists where the file has been superseded.
Select Archive
Open the archive confirmation.
Add an archive reason
Record whether the file expired, was replaced or is no longer active.
Confirm the action
Verify the document no longer appears in the normal active list.
Archiving normally removes the file from active views but does not free its document-storage usage.
Restore an archived document
Open archived documents
Use the document status filter to display archived records.
Open the archived file
Confirm it is the document that should return to active use.
Select Restore
Return the document to the active list.
Review its details
Check the title, category, dates, connections and visibility before relying on it again.
Delete a document
Confirm the file should not be retained
Check that it is a duplicate, invalid upload or unnecessary mistaken record.
Review all connected records
Confirm no valid property, tenancy, compliance, maintenance or financial record depends on it.
Check the valid document remains
Where removing a duplicate, confirm the correct copy is retained.
Select Delete
Open the permanent-removal confirmation.
Confirm the document details
Recheck the title, property, category and file before proceeding.
Confirm deletion
Complete the removal and review the document list.
Use Archive instead where there is uncertainty about whether the document should be retained.
Remove a confirmed duplicate document
Compare both files
Open each document and confirm they contain the same pages and information.
Review the upload source
Check whether one file was uploaded manually and the other arrived through a tenant request.
Choose the copy to retain
Keep the version with the correct title, category, connections and activity history.
Delete only the duplicate
Recheck the document title and upload date before confirming removal.
Protect the current document version
- Check which document is marked current.
- Review issue and expiry dates.
- Confirm the current file opens correctly.
- Check the current file has the correct connections.
- Review Tenant Portal visibility.
- Archive the previous version rather than the new one.
- Use clear titles containing the year or version.
Review the effect on document storage
Archived files generally continue to use storage because they remain in the account. Deleting an eligible document may release the storage used by that file after the system has processed the removal.
- Check current storage usage.
- Review confirmed duplicate files.
- Remove incomplete uploads that should not be retained.
- Do not delete valid history only to reduce storage.
- Review Marketplace storage options where more capacity is required.
- Allow for storage usage to refresh after deletion.
Preserve a clear document history
- Add an archive or deletion reason where available.
- Record when the action was completed.
- Retain the valid replacement document.
- Keep supporting property and tenancy records accurate.
- Review the document activity history.
- Avoid placing unnecessary personal information in notes.
Common archiving and deletion problems
The Archive option is unavailable
Check your permissions and whether the file is controlled through a connected workflow.
The Delete option is unavailable
Review document connections, status and retention restrictions.
The archived document still appears
Check whether the active list includes archived records or clear the status filter.
The tenant can still see the archived file
Review and change the Tenant Portal visibility separately.
The wrong document was archived
Open archived documents, restore the valid file and review both versions.
The wrong document was deleted
Review the activity history and contact support to establish whether recovery is available.
Storage usage has not changed
Archived files remain stored, and deleted-file usage may take time to refresh.
A connected record now has no document
Upload or reconnect the valid supporting file and review the affected record.
The document has been archived or removed
The next guide explains how to review available document storage, identify unnecessary files and add more storage through the Estavo Marketplace.
Continue to manage document storage