Sometimes information is no longer applicable or needed in Guru. Archiving a card will remove it from regular search, but it retains the ability to be restored. Permanently deleting a card will remove it from Guru completely.
You must be an Author in the Card's Collection to archive a Card.
You must be both an Author in the Card's Collection and an Admin to permanently delete a Card.
In order to permanently delete Cards, you must have Admin access and Author access to the specified Collection where the Card lives. If you only have one of these permissions, you will only see the option to restore a Card, not permanently delete it in the Card Manager.
To mitigate the risk of accidentally deleting a Card, we require you to first archive it then delete it as a second step. If you are afraid you deleted a Card, check out the My Task > Archived Cards first!
Archiving a Card
Open the Card you wish to archive.
Click the ellipsis on the left side of the Card.
Select Archive and click to confirm the action. Once a Card is archived it no longer appears in search results and if it is included in Knowledge Triggers or Pins it will display archived at the top.
Archive Cards that are redundant, outdated, or not relevant so that there is no confusion over what content your team should be using!
Unarchiving and Restoring a Card
Go to the Guru web app and select Card Manager in the top navigation bar.
Select the Archive tab next to Cards and Questions.
Select the Card(s) you want to unarchive by clicking in the checkbox(es) to the left of the Card title.
Restore the Card(s) by selecting the Unarchive icon in the top bar, located next to the trash can icon.
Permanently Deleting a Card
In Card Manager, select the Archived tab next to Cards and Questions.
Select the Card(s) you wish to permanently delete.
Click the Trash Can icon in the top bar.
Confirm your action to permanently delete the Card(s) from Guru.
Frequently Asked Questions about Archiving and Deleting Cards
Can I see the name of the user who archived a Card?
Yes! You can see who archived a Card and when it was done by clicking the Displayed Attributes icon (3 horizontal rectangles), then selecting Last Modified By and Last Modified.
Can I archive multiple Cards at Once?
If you'd like to archive multiple Cards at once, you can do so in the Card Manager with bulk actions. Learn about bulk actions here.
Can I archive a Board?
At this time Guru only offers the capability of archiving individual Cards on the Card or multiple Cards through Card Manager, not an entire Board.
When a Card is Archived, what data about the Card is saved?
When a user archives a Card, all data pertaining to Tags, the Verifier and content should stay the same.
Where will Cards go after they have been Unarchived and restored?
If the unarchived Cards were previously on a Board, they will NOT reappear on the Board where they once lived. They will appear in the 'Cards not on a Board' section underneath the Board/Board Groups of their former Collection.
Will archived Cards appear in search?
No. You can only view archived Cards under the Card Manager > Archived menu if you have Author access.
I just deleted a Card. Can I restore it?
At this time, Guru does not offer a way for users to restore a deleted Card. Deleting a Card is a permanent action.
How do I archive Cards not on a Board?
Navigate to the Filter by Attribute column in the right-hand pane of Card Manager
Select Boards, then under the sub-header Board Count, select is and type the number "0".
That will display all Cards not on a Board that you have permission to view. The "Boards" column in this view will show "-" for every Card listed, reaffirming that you are viewing Cards without Boards.
🏡 Check this out in the Guru Community!
If you are interested in having the ability to see where an archived Card is linked to, you can share your support for this feature enhancement with our Product team by upvoting the Guru Community post When you archive a Card, see where it is linked in other Cards.