Open, closed and archived records
Once an invoice has been approved and paid, it shouldn't drift. Not by someone editing it, not by a workflow, not by a sync that fires later. Closing a record locks that in.
- A walkthrough video, then the difference between closed and archived
- What "frozen" actually stops — which is more than editing
- How to close, archive and reopen
- Why nothing on screen tells you a record is frozen
01 · Video
Feature walkthrough
02 · Why
Why do we have this?
Once an invoice has been approved and paid, it shouldn't drift. Not by someone editing it, not by a workflow, not by a sync that fires later. Closing a record locks that in.
Why is it set up this way?
Two different needs. Closed means "done, do not touch" but keeps it in front of you. Archived means "done and out of my way".
03 · Use cases
Close it. It stays in the list with a padlock so you can see it's dealt with.
Archive. It leaves the list and lives under Archived.
If a closed record turns out to be wrong, reopen it, fix it, close it again.
Close or archive?
| Use | When |
|---|---|
| Close | It's finished but you still want to see it |
| Archive | It's finished and you want it out of the working list |
04 · How
Change a record’s state
- Open the record.
- Press the lifecycle button in the top right.
- Choose
CloseorArchive. - To reopen, press
Reopen— either on the record, or from the row's menu in the grid.
05 · Expected result
| State | Where it is | What you see |
|---|---|---|
| Open | The Records tab | Nothing special |
| Closed | Still in the Records tab | A padlock chip saying Closed |
| Archived | Moves to the Archived tab | An amber Archived chip |
A STATUS column appears in the grid on its own as soon as one record isn't open.
06 · Troubleshooting / notes
| What you see | What it means |
|---|---|
| Clicking a value does nothing | The record is closed or archived. |
Add on line items does nothing | Same reason. The button stays clickable but won't work. |
| A record vanished from the list | It was archived. Look under Archived. |
| No Close in the row menu | You close a record from inside it. You can reopen from either place. |
| A workflow didn't run on a record | If it's closed, it won't. That's the freeze rule. |
07 · FAQ
Common questions
No. Reopen it first.
No. It's still there under Archived, and you can reopen it.
Not from the grid. One at a time, from each record.
Anyone who can edit records in the workspace.
Yes. A frozen record won't be changed by an inbound sync either.