The article explains that instead of deleting folders, you should temporarily archive them to keep a backup, and only System Administrators can archive folders while only users with delete permission can remove them permanently. To archive a folder, change its owner to the System Administrator, remove most access rights, and assign an Archive type, allowing you to restore it later if needed.
Ideally, you should temporarily archive unwanted folders instead of deleting them. This gives you a “safety net” - if you want to restore a folder, you can do so with no hassle.
Only InterAction users with System Administrator rights can archive folders.
Only users with folder delete permission can delete folders. This permission is assigned by the InterAction System Administrator.
To temporarily archive an unneeded folder, simply change the owner to the System Administrator User and delete all other access rights to the folder. This effectively removes the folder from use. InterAction also provides an Archive folder type you can assign to archived folders to make it easy to review and delete them later.
Archive an Unneeded Folder
You do not need to do these steps for a working list deleted using the Web Client. When a user “deletes” a working list, the Web Client removes all access rights and assigns the folder the “Archive” type automatically.
- Log in to InterAction Windows Client as the System Administrator User.
- Find and open the folder to archive.
- Choose Folder > Edit Folder.
- From the View list on the left, select the Security icon.
- Choose the Folder Owner button.
- Enter the account name for the System Administrator User in the New Owner box, then choose OK.
- When prompted to confirm the change, choose Yes, then choose OK.
- In the Access Rights list, select the line for the previous owner’s access rights, then choose Delete.
- Delete all other access rights, except for the owner’s.
- From the View list on the left, select the General icon.
Edit the Name to include the current date. This is useful when determining when to permanently delete a folder. It is also necessary since folder names must be unique – by renaming the archived folder, you make the folder name available for a new folder.
For example, when archiving the folder called “Y2K Seminar,” you could change the name to “Archived Jan., 2000 - Y2K Seminar.”
Next to Type or Contact Type Group, select the Show All check box. This updates the drop-down list to include types from all folder classes.
Normally the Type or Contact Type Group list only includes items for the folder’s class.
- Change the Type to Administrative Folder - Archive. Note that this changes the folder to an Administrative folder, which never appears on the Web Client.
- Choose OK. The System Administrator User is now the only user with access to the folder. The folder is no longer available to any other users.
Restore an Archived Folder
This procedure only restores folders archived using the Archive an Unneeded Folder procedure. Folders that have been physically deleted from the database cannot be easily restored.
- Log into InterAction Windows Client as the System Administrator User.
- Locate the folder to be restored in the folder list. The folder should have the Archive type, so you can browse for it in the folder list or choose Folder > Find Folder.
- Select the folder and choose Folder > Edit Folder.
- From the View list on the left, select the General icon.
Next to Type or Contact Type Group, select the Show All check box. This updates the drop-down list to include types from all folder classes.
Normally the Type or Contact Type Group list only includes items for the folder’s class.
- Select the Type for the folder. The types are listed in the drop-down list by folder class. For example, if you were restoring a working list, you would choose Working List - <working list type>.
- Update the Name of the folder.
- From the View list on the left select the Security icon.
- Choose the Folder Owner button.
Enter the account name for the person who should own the folder in the New Owner box, then choose OK. When prompted to confirm the change, choose Yes, then choose OK.
The folder is now be available to the new owner. Either you or the folder owner need to re-assign the previously-deleted access rights to the folder.
- Choose OK to close the dialog box.