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Archive Custom Field Options

Luke
  • Updated

Admins can archive individual options from custom multiple choice fields. Archiving a field option removes it as a selectable option for employee profiles.

Before you start

  • Only super admins and users with the Manage company fields permission can archive field options.
  • A field option can only be archived if it is not currently assigned to any active employees. Remove the option from active employee profiles before archiving.
  • Archiving field options cannot be undone.
Note: Archiving a field option is different from archiving a field. Archiving a field removes the entire field from employee profiles and can be restored from the Archived tab. Archiving a field option removes a single option from within a field.

Archive a field option

  1. Navigate to Admin > Settings > People > Fields.
  2. Select the field that contains the option to archive.
  3. In the field's options list, remove the option to archive.
  4. Select Save.
  5. Review the confirmation pop-up and select Save to confirm.

What happens after archiving a field option

Employee profiles

The archived option no longer appears when editing employee profiles. Employees cannot be assigned the archived option going forward.

Engagement surveys

Engagement surveys capture employee field data as a snapshot at the time of survey assignment and response. Archiving a field option after a survey was completed does not affect historical survey data.

  • The archived option still appears in survey heatmap breakdowns and exports for surveys where it was captured.
  • The archived option does not appear in the survey results filter bar.

Performance reviews

  • In review cycle analytics, the archived option will still appear in group-by breakdowns for historical review data.
  • The archived option does not appear in calibration filter drop-downs.

Exports

  • Survey exports include the archived option for employees who had it at the time of the survey.
  • Review cycle exports will show the archived option if the reviewee had it set at the time the review was launched. Export must include all fields.

Filters, groups, and custom roles

The archived option is removed from all saved filters, groups, and custom roles that reference it. This may change the group of people matching those filters. Review whether any custom roles or groups use the field option before archiving to avoid unintended changes to access permissions.

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