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Archive, duplicate and restore documents

Outcome

You can tidy up the native documents of a project without losing anything:

  • Archive a wrong or finished document so it no longer shows up in the Documents list, in search and answers, or on its public links. Archiving is reversible — nothing is deleted.
  • Duplicate a document to start a new one from any of its versions.
  • Restore an old version when an edit went wrong, instead of copying the old text by hand.

Before you begin

  • You are a project member with the member role or higher. Viewers can read archived documents but cannot archive, duplicate or restore.
  • The same actions are available to AI agents through MCP: kb_archive_document, kb_unarchive_document, kb_duplicate_document and kb_restore_document_version (scope kb.write).

Archive a document

  1. Open Knowledge → Documents and the document.
  2. In the document card, open the ⋯ menu and select Archive….
  3. Read the confirmation and select Archive.

The page now shows an "archived" banner. While a document is archived:

  • it is missing from the Documents list unless you switch on Archived there (the author and work-item filters then count archived documents only), and from search, answers and MCP kb_list_documents. The general Knowledge views — the list of all records, the graph and a record's own page — still show it: they show everything the project holds;
  • its public links answer "not found", but they are not revoked: they work again after you unarchive. On Shared links they are marked Paused — document archived, and you can still revoke them there or in the document's Publications;
  • it cannot be edited, have its status changed, be commented on or be shared with a new link. You can still read every version, download it as PDF and duplicate it.

To bring it back, select Unarchive in the banner (or in the ⋯ menu). It returns to the list, to search and to its links.

Duplicate a document

  1. Open the document and, if you want to copy an older version, select that version under Versions.
  2. Open the ⋯ menu and select Duplicate….
  3. Change the title if you like (default: "Copy of …"). Leave Document ID empty to get <id>-copy (or <id>-copy-2 and so on if that is taken), or enter your own: lowercase letters, digits and dashes.
  4. Select Duplicate. Threadory opens the copy.

The copy is a new document whose version 1 is a draft with the title and text of the version you copied, the same type and summary. Images and files in the text keep working in the copy, including on its own public links. Comments, sign-offs, public links, approvers and the work item are not copied.

Restore an old version

  1. Open the document and select the old version under Versions.
  2. In the document card, select Restore this version.
  3. Read what will happen and select Restore vN.

Restoring never changes an existing version:

  • if the current version is frozen (in review, ready or approved), a new draft is created with the title and text of the old version and the change note "Restored from vN". The current version stays what readers see until you send the draft for review;
  • if the current version is a draft, its text is replaced with the old version's text.

Common problems

Symptom Likely cause What to do
"This document is archived. Unarchive it first." Someone archived the document Select Unarchive in the banner
"A document with that ID already exists. Pick another one." The document ID you entered for the copy is taken, possibly by an archived document Enter another ID, or leave it empty
"Someone changed this document since you opened it (now vN)." The document was saved while you were restoring Reload the page and restore again
A public link says the document was not found The document is archived Unarchive it; the link works again
A document is missing from the Documents list It is archived Switch on Archived in the list
A link on Shared links says Paused — document archived Its document is archived Unarchive the document, or revoke the link