This article will provide an overview of the Archive step.
The Archive step comes after all signatures have been collected and is the last step before a workflow is fully complete. This is the step where all of the properties and final documents associated with the workflow are collected and stored on the Dashboard (in the Repository view).
Set Archiver Role in Workflow Designer
Set your Archiver Role under the Archive tab of your Workflow Design. By default, the Owner will be set as the Archiver for new workflows. Add groups or users in the Assignable Users and Groups section to allow for reassignment once at the Archive step. Another option is to allow this role to be selected from a dropdown list in the Launch Form by the submitter of the workflow.
Set Up Archive
There are two ways to set up the Archive step:
Option #1: Legal will be required to review and approve the properties for archiving
- Once Legal reviews the information and selects Approve, the properties will be archived and accessible in the Dashboard tab.
- If changes need to be made after an agreement has already been archived, please see How to Edit Properties.
- If for some reason you need to return to the Sign step, you can select 'Return to sign' on the Archive step. Return to sign will not display if the Sign step did not occur in the workflow. This could be because no signatures were configured in Workflow Designer, or they were conditionally triggered and those conditions were not met.
- This will trigger a pop-up where you can identify who you would like to be tasked with collecting signatures.
OR
Option #2: Ironclad will automatically archive the agreement after your workflow is complete.
- No action is required from you if the auto-archive feature is enabled. You can access the agreement properties in the Dashboard tab. If changes need to be made after an agreement has already been archived, please see How to Edit Metadata.
If you expected a workflow to auto-archive and it did not, then either a new document version was uploaded on the Review step, a signed document was uploaded on the Sign step, or the workflow has no signers.
- These are the actions that will reset auto-approval and require manual approval to give Legal the opportunity to ensure the properties match with the latest document version.
Note: If a workflow is auto-archived you can upload document versions into the record of the workflow. Permissions may be limited so contact an Administrator on your account in order to access records/upload documents into the record.