How to View Archived Orders
Open the Archives window from the Orders board to search completed and cancelled orders, open one, restore it to the board, or delete it.
Written By Dennis Rodin
Last updated 11 days ago
Completed and cancelled orders leave the Order Management board and go to the Archives window. Open it from the archive-box icon button in the toolbar at the top of the Orders page. Its tooltip reads Archives (N), where N is how many orders are sitting in there.
What the Archives window shows
The window is titled Completed and Cancelled Orders, with the line "View completed and cancelled orders. These orders have finished their workflow or been cancelled."
Three tabs split the list, each with its own count: All, Completed and Cancelled. Above the list you see "{N} Orders" for whatever the tab and the search leave showing and, if your role can see prices, a badge with the total of those orders.
Each row shows:
The customer name and Order #N.
A status badge reading Cancelled, Completed or Archived.
Final Balance:, or Credit: when the order finished in credit.
A date labelled Cancelled Date, Completion Date or Archived Date.
The search box at the top of the window narrows the list as you type. Its placeholder rotates through "Search by customer name…", "Search by order number…" and "Search by deceased name…".
Note: Closing the window resets it. Next time you open it you are back on the All tab with the search cleared.
The buttons on an archived order
Each row carries up to three icon buttons on the right:
Open order closes the Archives window and opens the order in the order popup, with all of its details, documents and history.
Restore to board puts the order back on the Order Management board.
Delete order, the red trash icon, takes the order out of the archive and out of every list.
Restore to board and Delete order show only on orders that really are archived: one cancelled with Cancel Order, or one the nightly job moved off the board. A live order sitting in a Completed stage is listed here as well, and it has neither button. Move that one along on the board instead.
Restoring an order to the board
Click Restore to board on the row. There is no confirmation. The order goes straight back onto the Order Management board in the stage it was in. The order's Activity Timeline gains a Restored entry reading "Order N restored from the archive".
This works both for orders that were cancelled and for completed orders the nightly job archived.
Restoring needs the Edit quotes and orders permission, under Order management in Settings → Team.
Note: A restored completed order that still meets the archiving rules (in the Completed stage, no balance due, every task done) is archived again by the next nightly run, because its 24 hours count from when it first entered Completed. Move it out of Completed if you need it to stay on the board.
Deleting an order from the archive
Click the red trash icon, Delete order. A confirmation opens headed Delete order #N? and reads:
"This removes {customer}'s order from MonuDesk. It disappears from the archive and every list and report."
"Stock already pulled for this order is not returned to inventory, and nothing changes in QuickBooks."
The buttons are Cancel and a red Delete, which reads Deleting… while it runs. When it finishes, the dialog closes, the row leaves the list, the tab counts update, and the Archives window stays open so you can carry on.
What deleting touches, and what it does not. Deleting hides the order. Nothing is destroyed: its documents, payments, purchase orders and QuickBooks Online (QBO) records are left exactly as they were. What changes is where the order turns up. A deleted order no longer appears on the Order Management board, in the Archives window, in the QBO sync table, or on a partner's board.
Warning: There is no button in MonuDesk that brings a deleted order back. If you delete one by mistake, contact support and we can restore it for you.
Deleting needs the Delete orders permission ("Cancel or archive orders.") under Order management in Settings → Team, the same permission that governs Cancel Order. Without it, the trash icon and the Delete button are greyed with the tooltip "You don't have permission to do this. Please contact your company owner." You also need access to the order's office. Only archived orders can be deleted, so an order that is still active is refused.
How orders get into the archive
Two things put an order here:
Cancel Order in the order popup's three-dot (⋯) menu, tooltip "Remove this order from active orders and move it to the cancelled archive." A confirmation dialog opens first. It checks QuickBooks, then its confirm button reads Yes, Cancel Order or Yes, Cancel and Void in QuickBooks. Confirming there cancels the order, closes the order popup and reverses its QuickBooks records.
The nightly archive job. At 3:00 AM MonuDesk archives every order that has been in the Completed stage for 24 hours or more with no balance due and every to-do done. The 24 hours count from the moment the order entered Completed, so an edit in the meantime does not restart them, and a to-do counts as done when it sits on its Done step, or on its last step if its list has no Done step. An order that still owes money or has an open to-do stays on the board.
Restores and deletes reach your teammates' boards in real time, so nobody has to refresh.
Learn more: How to Cancel/Archive an Order
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