Archiving and Deleting Clients

When a client relationship ends, or a record was created by mistake, you can either archive it (keep the history, hide it from active views) or delete it (remove it permanently). This article explains the difference and when to use each.

Archive vs. delete

  • Archive: keeps the client and all related proposals, documents, and vault records. The client is hidden from active lists but can be restored at any time. Use this for inactive customers.

  • Delete: permanently removes the client record. Use this only when the client was created in error and has no important associated data.

How to archive a client

  1. Go to Clients.

  2. Find the client and click the three-dot menu on the right side of the row.

  3. Select Archive.

  4. Confirm in the dialog.

  5. Archived clients no longer appear in the default list. To see them, change the Status filter to Archived or All.

Restoring an archived client

  1. Switch the Status filter to Archived.

  2. Open the three-dot menu on the archived row.

  3. Choose Restore. The client returns to the active list immediately.

How to delete a client

  1. Open the three-dot menu on the client row.

  2. Select Delete.

  3. Read the confirmation carefully, it lists what will be removed.

  4. Type the client's name (or click Confirm Delete, depending on the dialog) to proceed.

What cannot be deleted

To protect compliance and audit history, Loyva blocks deletion when a client has:

  • Vaulted documents (Authoritative Copies under UCC § 9-105)

  • Active or signed contracts

  • Posted invoices or payments

In those cases the Delete option is disabled and Archive is recommended instead.

Note: Only Admin users can delete clients. Sales users can archive clients assigned to them but cannot delete.

What happens to related data

  • Archive: proposals, documents, and vault entries stay attached. Reporting can still include archived clients via filters.

  • Delete: non-protected related records (drafts, unsent proposals) are removed. Audit logs of administrative actions are preserved separately.