Archiving Custom Views - Zoho Desk Knowledgebase

Archiving Custom Views

It is typical for you to create custom list views to filter out records based on specific criteria. But what if you accumulate way too many over time. You may need to trim down the number of custom views to quickly locate and retrieve the most used ones. This is where archiving comes in handy.

Zoho Desk auto-archives the different module-specific views you create in your help desk. To put it briefly, any view that remains unopened for 60 days will be archived and stored in a separate folder called Archived Views. If you wish to restore a view, you could do so within 30 days of archiving it. After 30 days, the view will be subsequently deleted.

Here are some of the key benefits of auto-archiving custom list views:
  • Quickly locate and retrieve the most used list views without navigating through large amounts of unused data.
  • Makes your database smaller and therefore ensures that your Zoho Desk instance is running at peak performance.

  • You do not have to worry about losing any data because it is only the view that is being archived and not the data.

  • Archiving applies to all custom list views under the Tickets, Activities, Tasks, Calls, Events, Contacts, and Accounts modules.
  • Starred Views will not be considered for archiving.
  • Archived Views are permanently deleted and cannot be found in the Recycle Bin.
  • Agents cannot manually archive views, as this is an auto-archiving feature.

Accessing Archived Views
You can access an archived list view to see their records before it is subject to deletion. Please note that you cannot edit the criteria or rename the archived list views.
To access archived views:
  1. Click the [Module] tab from the top bar. (For, eg. Tickets, Contacts, Accounts, etc.)
  2. In the [Module] Home page, click Archived Views on the left panel.
    If you’re in a Starred View, switch to All Views and then click Archived Views.

  3. Select an archived view from the list that you want to access.

View Filter Criteria
You can view the filter criteria applied to archived list views. It can help you determine whether you want to unarchive or delete it.
To view filter criteria:
  1. Go to the desired module.
  2. Click Archived Views on the left panel.
  3. Right-click on an archived view in the left panel and click Show Criteria.
  4. The criteria editor page opens on a view-only basis.

Unarchiving Views
You can unarchive list views within a buffer period of 30 days from the time of archiving. Please note that an archived list view will get deleted after this period.
To unarchive a view:
  1. Go to the desired module.
  2. Click Archived Views on the left panel.
  3. Open an archived view from the list that you want to unarchive.
    You can view the number of days left for it to get permanently deleted.

  4. Click Unarchive Now in the upper-right corner of the page.
    The list view will be unarchived immediately.

Deleting Archived Views
The custom views that were archived can be deleted if required.
To delete an archived view:
  1. Go to the desired module.
  2. Click Archived Views on the left panel.
  3. Right-click on an archived view in the left panel and click Delete.
  4. Click Yes to confirm your action.

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