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Blueprint Archive Lifecycle

Archiving a blueprint removes it from the active blueprint list without deleting its data. All editions, outputs, and audit history for an archived blueprint are preserved and remain accessible. This page covers when to archive, what archiving affects, and how to restore.

Archive decision checklist​

Before archiving a blueprint, confirm:

  • No editions are in Draft, Submitted, In review, or Changes requested status.
  • All approved editions have been Closed (or you have confirmed that open editions will remain accessible in archived state).
  • No scheduled exports reference this blueprint — disable them first.
  • No Lookup fields in other blueprints reference this blueprint as a source — update or remove those lookups.
  • No workflow integrations in Kazinex Workflows reference this blueprint — update the workflow templates.
  • The Blueprint Owner has confirmed archiving is appropriate.
  • A Workspace Admin has reviewed and approved the decision.

Archiving a blueprint​

  1. Open the blueprint.
  2. Click Blueprint settings (gear icon) → Archive blueprint.
  3. A confirmation dialog shows:
    • Number of editions that will be archived
    • Any active scheduled exports that will be disabled
    • Any lookup field dependencies detected
  4. Confirm the archive.

The blueprint is immediately moved to the Archived state.

Effects of archiving​

AreaEffect
Blueprint availabilityRemoved from the active blueprint list. Not visible in the main blueprint view.
New editionsCannot be created from an archived blueprint.
Existing editionsAll existing editions remain accessible in read-only state (contributors and reviewers can still view, but cannot edit).
Approved and closed editionsRemain fully accessible — outputs can still be downloaded.
Draft and in-progress editionsBecome read-only — contributors can view but cannot submit. Consider closing these before archiving.
OutputsPreviously generated outputs remain downloadable.
Scheduled exportsDisabled automatically at archive time.
Lookup field sourcesExisting lookup resolutions from prior editions continue to work (they resolve from edition data, not the live blueprint). New editions referencing an archived blueprint cannot resolve lookups.
Audit logAll audit entries preserved.
Workspace storageNo change — storage is consumed by files, not blueprint definitions.

Accessing archived blueprints​

Viewing archived blueprints​

  1. Go to Blueprints tab in the project.
  2. Click the Archived filter (top of the blueprint list).
  3. Archived blueprints are shown with an "Archived" badge.
  4. Click an archived blueprint to view its settings, editions, and history.

Viewing editions from archived blueprints​

Editions from archived blueprints appear in the Editions tab with the edition status as recorded at archive time. They are viewable but read-only.

Restoring a blueprint​

Restoring returns an archived blueprint to Published status.

  1. Open the archived blueprint.
  2. Click Blueprint settings → Restore blueprint.
  3. Confirm restore.

Effects of restoring:

  • The blueprint returns to the active blueprint list.
  • New editions can be created.
  • Any previously disabled scheduled exports must be re-enabled manually.
  • Draft editions (if any) become editable again.

When to restore:

  • A project that was paused is restarted.
  • An archived template is needed for a new project.
  • An archiving action was taken in error.

Archive vs. delete​

AspectArchiveDelete
Data preservationAll editions, outputs, and audit log preservedPermanently removed — no recovery
ReversibilityFully reversible — restore at any timeIrreversible
StorageNo reductionFrees storage used by files in editions
AvailabilityBlueprint visible in Archived filter; editions viewableBlueprint and all editions permanently gone
Use whenWork is complete but data must be retainedBlueprint was created by mistake and has no real data
caution

Delete is only available for blueprints that have zero editions. Blueprints with any edition history (even one draft edition) can only be archived, not deleted directly. This protects against accidental deletion of historical reporting data.

Editions from archived blueprints — FAQ​

Can contributors still edit an edition after the blueprint is archived? No. All editions from archived blueprints become read-only. Contributors can view but not submit or modify.

Can reviewers still approve an edition after archiving? No. Approvals require the edition to be editable, which requires an active blueprint. If a review was in progress at archiving time, the edition will remain in its current status, read-only.

Can I generate an output from an archived edition? Yes. The Generate output action remains available for editions in Approved or Closed status, even after the blueprint is archived.

Will existing outputs still be downloadable? Yes. Previously generated output files are stored independently of the blueprint state.

What happens to Lookup fields that reference an archived blueprint? Lookups in other blueprints that reference an archived blueprint will continue to resolve for editions that already exist — lookups resolve from stored edition data, not the live blueprint. New editions in other blueprints will fail to resolve lookups from the archived blueprint. Update those lookup configurations to point to an active blueprint.

For planned project close-out:

1 month before close-out​

  • Notify all contributors that the current edition will be the last.
  • Ensure all outstanding editions are in Approved or Closed status.

At close-out​

  1. Disable all scheduled exports for the blueprint.
  2. Generate and archive final output files externally (optional — for document management system upload).
  3. Archive the blueprint.
  4. Notify team members.

After archiving​

  • Verify the blueprint appears in the Archived filter.
  • Spot-check that a historical edition is viewable.
  • Update any cross-project lookup fields that referenced this blueprint.