Archive a property
Remove a property from your active portfolio while retaining its tenancy, financial, compliance, maintenance and document history.
Archiving is the safest way to remove a property from normal active portfolio views. The property remains in Estavo with its historical information, but it no longer appears as an actively managed property.
Archive or permanently delete?
Archiving and deletion have very different outcomes. Archive a property where you may need to retain or review its history later.
Archive
Removes the property from active views while retaining its records and allowing it to be restored later.
Delete
May permanently remove the property and connected information. This should only be used for an incorrect or unused record.
Where a property has tenants, tenancies, financial records, documents, maintenance or compliance history, archiving is normally more appropriate than deletion.
Before you archive the property
Review the property and its connected records before changing its status.
- Confirm that the property is no longer actively managed.
- End or complete any active tenancy where appropriate.
- Review outstanding rent, transactions or expenses.
- Close or update outstanding maintenance issues.
- Review compliance items and retain supporting certificates.
- Confirm tenant portal access has been reviewed.
- Upload any final documents needed for the property history.
- Check that the property has not been selected by mistake.
Review active tenancies, maintenance issues and tenant access separately. Do not assume changing the property status will automatically complete every related record.
Archive the property step by step
Open Properties
Select Properties from the main Estavo navigation.
Select the property
Search by address, postcode or property reference and open the correct record.
Open the property actions
Select the property menu, status controls or available actions option.
Select Archive Property
Choose the archive option rather than permanent deletion.
Review the confirmation
Read the confirmation message and check the property address before proceeding.
Confirm the archive action
Confirm the action. The property should then be removed from active portfolio views.
What changes after archiving?
Active property totals
The property should no longer be included in normal active property statistics.
Property lists
The property moves from the active list to an archived or inactive property view.
Dashboard information
Active portfolio statistics and alerts may no longer include the archived property.
Historical reporting
Historical information may remain available when archived records are included in the report.
Records retained with the property
Archiving is intended to preserve the property’s history. The following records should remain connected where they already exist:
- Previous tenants and tenancies.
- Rent schedules and transaction history.
- Income and expense records.
- Compliance records and certificates.
- Maintenance cases, costs and attachments.
- Property and tenancy documents.
- Communications, notes and activity history.
- Ownership, mortgage and valuation information.
Archived properties may still appear in historical searches and reports when archived or all-record filters are selected.
Find an archived property
Open the property list
Go to the main Properties section.
Change the status filter
Select Archived, Inactive or All properties.
Search for the property
Search by address, postcode or property reference.
Open the archived record
Select the property to review its history or restore it to the active portfolio.
Restore an archived property
Restore the property where it has returned to your active portfolio or was archived by mistake.
- Open the archived property record.
- Select the property actions or status menu.
- Choose Restore, Reactivate or change the status to active.
- Review the property information before saving.
- Check whether tenancies, compliance and maintenance records need updating.
- Confirm the property appears in active portfolio views.
Reactivating the property makes it active again, but you must still create or update the tenancy, compliance and financial records as required.
Permanently delete a property
Permanent deletion should normally be limited to duplicate, test or incorrectly created properties that have no meaningful linked records.
Deleting a property may also remove or disconnect related documents, tenancies, transactions, compliance and maintenance history. Archive the property instead unless permanent deletion is genuinely required.
Common archiving problems
The archive option is unavailable
Check whether active tenancies or incomplete records must be resolved before the property can be archived.
The property still appears as active
Refresh the page and confirm that the property status changed successfully.
I cannot find the archived property
Change the property filter to archived, inactive or all records and search by postcode.
Dashboard totals have not updated
Refresh the dashboard. Some totals may update after the archived status has been fully processed.
The property was archived accidentally
Open the archived property and use the restore or reactivate option.
A tenant still has portal access
Review the tenant record separately and disable portal access where it is no longer required.
The Properties section is complete
You now have the full set of property documentation. The next category covers tenants, joint tenants, tenancies, rent, deposits, renewals and ending a tenancy.
Continue to tenants and tenancies