Archive, Deactivate, and Restore Reminders

Three different actions, three different outcomes: Deactivate pauses a reminder (stops upcoming notifications, item stays in Explorer, still counts toward your plan limit). Archive removes the reminder from the normal Explorer list and your tracked-item count, kept in a separate Archived Items view, restorable. Delete sends the item to the Recycle Bin (separate from Archive). Use the right one for the situation.

The three options at a glance

Action	What it does	Where the item lives	Restorable?	Counts toward plan?
Deactivate	Pauses notifications; item stays in normal Explorer view but inactive	Explorer (Active = Inactive)	Yes — Activate again	Yes
Archive	Removes from normal Explorer; kept for restore	Archived Items view	Yes	No
Delete	Sends to Recycle Bin	Recycle Bin	Yes (until Empty Recycle Bin)	No

Before you start

You need Administrator access or the relevant Explorer permission.
Decide which action fits — see How reminder statuses work for the distinction between Inactive, Archived, and Deleted.

Deactivate (pause a reminder)

The Active column in Explorer shows whether each item is Active or Inactive. The Active column is display-only — it shows status, but you don't click in the column to change it.

Deactivate a single item

In Explorer, find the reminder.
Open the item's row action menu.
Choose Deactivate.

Deactivate multiple items

In Explorer, tick the checkboxes for the items.
From the bulk action toolbar, choose Activate/Deactivate Items.

What deactivation does

Marks the item as Inactive.
Upcoming unsent notifications for that item are deactivated — they won't fire.
The item stays visible in Explorer (with Inactive in the Active column).
The item still counts toward your plan's tracked-item limit.
Edit controls are hidden on Inactive items — to edit, activate first.

Reactivating

To activate again, use the same row action menu (now showing Activate) or the bulk Activate/Deactivate action. When the item is re-activated:

Future notifications can become active again.
Reminders whose date has already passed may be marked as past and won't be sent retroactively.

Archive (clean up Explorer without losing data)

Archiving removes the item from the normal active Explorer view but doesn't permanently delete it. Use this for items that are no longer relevant but you don't want to lose (e.g., renewed years ago, or replaced by a newer item).

Archive a single item

In Explorer, find the reminder.
Open the item's row action menu.
Choose Archive.

Archive multiple items

Multi-select items via checkboxes in Explorer.
Use Archive Selected from the bulk action toolbar.

Where archived items live

Archived items are NOT in the Recycle Bin. They're in a separate Archived Items view, reached via the Archived Items button on the Explorer page.

Restoring an archived item

Open the Archived Items view.
Find the item.
Use the restore action (individual or bulk).

The item returns to the normal Explorer list.

What archiving does to plan limits

Archived items do not count toward your tracked-item plan limit. Archiving is a way to free up plan capacity without losing the historical record.

Delete (send to Recycle Bin)

Deleting is the most aggressive option, but it's still recoverable until the Recycle Bin is emptied. See Delete and restore a reminder for the full details.

Choosing between the three

Use Deactivate when: the item is temporarily paused but you'll come back to it. Notifications stop, item visible, plan limit still consumed.
Use Archive when: the item is no longer needed in your active workflow but you want to keep the historical record. Notifications stop, item hidden from main Explorer, plan limit freed.
Use Delete when: the item should be gone. Goes to Recycle Bin first (recoverable), then permanent on Empty Recycle Bin.

What happens next

Deactivate: upcoming notifications stop; item still shows in Explorer as Inactive.
Archive: item moves to Archived Items view; plan limit count drops.
Compliance % and Dashboard counts update to reflect the change.

Edge cases & gotchas

The Active column doesn't have an in-column toggle. Use the row action menu (or bulk action) — the column just displays current state.
Inactive items hide the edit control. Activate first if you need to edit.
Archive and Recycle Bin are different places. Archived items are in the Archived Items view; deleted items are in the Recycle Bin. Two separate restore paths.
Past notifications don't auto-fire on reactivation. Reactivating an item brings future steps back, but past-dated ones may already be marked past and won't retroactively send.
Deleted is recoverable until Recycle Bin is emptied. The Empty Recycle Bin action is permanent.