Archive Functionality
Clean Workspace, Safe Storage, Zero Data Loss
Our Archive Functionality feature provides the perfect solution for managing completed client work without the risk of deletion. Designed specifically for professionals who need to maintain long-term client records while keeping their active workspace organized, Archive lets you safely move completed, inactive, or seasonal clients out of your daily view while preserving every document, message, and piece of data intact. Whether you're archiving completed tax returns, finished estate plans, concluded litigation matters, or seasonal clients who'll return next year, you can do so with complete confidence that nothing is lost and everything can be instantly reactivated if needed.
Let Zapa Save Your Firm Time, Money, and Resources
Archive Functionality gives you peace of mind and organizational clarity. Your active portal list shows only current, active clients, making it easier to focus on the work that matters now. Completed matters move to the archive with one click, removing clutter without the anxiety of permanent deletion. Need to reactivate a client? One click brings them back with all their data, documents, and history intact. This feature is perfect for CPAs managing seasonal tax clients, attorneys handling concluded cases, or any professional who wants a clean, focused workspace without sacrificing data retention or accessibility.
As a professional, you have to maintain records for completed client work while keeping your active workspace focused on current engagements.
Challenges
- Overwhelming active lists: Scrolling through hundreds of completed clients to find the few active ones wastes time daily
- Fear of deletion: Hesitant to remove old portals because you might need the information later or are legally required to retain records
- Seasonal client confusion: Tax season ends with hundreds of completed returns cluttering your list until next year
- Compliance concerns: Professional ethics and regulations require retention of client files, but active lists become unmanageable
- Lost focus: Current, urgent clients get lost among dozens or hundreds of completed matters
- Reactivation difficulties: When a past client returns, recreating their portal from scratch loses historical context
- No middle ground: Forced to choose between keeping everything (overwhelming) or deleting (risky and potentially non-compliant)
- Team inefficiency: New team members can't quickly distinguish between active clients needing attention and completed work
Benefits
- Clean, focused workspace: Your active portal list shows only current clients, eliminating daily scrolling and confusion
- Zero data loss: Everything is preserved exactly as it was—documents, messages, history, settings—all intact
- One-click archiving: Move completed clients to archive instantly with a single action
- Instant reactivation: Bring archived portals back to active status whenever needed with all data restored
- Perfect for seasonal work: Archive tax clients in May, reactivate them in January—all their previous information ready to go
- Compliance confidence: Maintain required retention periods without cluttering your active workspace
- Historical context preserved: When past clients return, their entire history is immediately available
- Improved focus: Team members can concentrate on active work without distraction from completed matters
- Flexible retention: Keep archived portals as long as needed for your practice's retention policies
- Safe experimentation: Archive with confidence knowing you can always undo it if needed
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Britt L. Stouffer, Esq.
Managing Partner, Stouffer Legal
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