Workspaces in Wauld are designed to give teams the flexibility to create, manage, and issue credentials for specific programs, courses, or departments. However, there may be times when a workspace is no longer active; for example, after a project ends, a department closes, or credentialing responsibilities are consolidated. In such cases, Wauld allows you to archive a workspace.

Archiving a workspace ensures that all historical data is preserved for reference and reporting, while preventing any further actions from being taken within it.

This article explains how to archive a workspace, how to identify archived workspaces, what restrictions apply after archiving, and how recipients are affected.

How to Archive a Workspace

You can archive a workspace from its Workspace Details View:

1. Click on the Admin Centre button from the left-side navigation bar.

2. By default, you’ll land in the Account tab. From the tab options at the top-left, switch to the "Workspace" tab.

3. Here, you'll see a list of all your workspaces.

4. Click on the workspace you want to archive. This will take you to the Workspace Details view.

5. In the Workspace Details View, click the Archive Workspace button in the top-right corner.

6. If there are pending change requests, a modal will appear stating:
   “You cannot archive the workspace with pending change requests. Please take the necessary actions on the pending requests.”

   • Click Cancel to return without changes.

   • Click Manage Change Requests to go directly to the Change Request section.

   • Once all pending requests are resolved, you can retry archiving.

7. If there are no pending change requests, the standard Archive confirmation modal appears.

   • You will be prompted to type archive (case-insensitive) into the confirmation field.

   • Click Confirm to archive the workspace.

   • Or click Cancel to forfeit the action.

Archiving is not reversible. Once archived, a workspace cannot be reactivated.

How to Identify an Archived Workspace

When a workspace is archived, it is clearly marked to avoid confusion:

• A banner is displayed across the top of the workspace stating:
  “This workspace is archived. Please contact the account owner for more details. Learn More”

• All action buttons (e.g., Create Engagement, Issue Credentials) are disabled.

• You can still open and view the workspace, but it is read-only.

Accessing Archived Workspaces

Even after archiving, users who were part of the workspace can still access it in view-only mode.

To switch into an archived workspace:

1. Navigate to your Workspace Switcher.

2. Select the archived workspace from the list.

3. You will be able to open the workspace, but all credentialing actions will be disabled.

To learn more about switching between workspaces, see: Switching Workspaces.

Restrictions After Archiving

Once a workspace is archived in Wauld, it enters a read-only mode. This ensures that all historical data; engagements, documents, recipients, and credentials; remain preserved for reporting and reference, but no new activity can take place. Archiving is designed to protect data integrity while preventing accidental changes to closed-out projects or departments.

Here’s a breakdown of the restrictions across different sections of Wauld:

1. General Restrictions for Workspace Users

• Workspace Details

  • Users can no longer edit the workspace name, description, or logo.

  • The workspace is locked to maintain historical accuracy.

• User Management

  • Adding or removing team members is disabled.

  • Pending invitations to join the workspace are automatically revoked.

  • No new users can be invited while the workspace is archived.

• View-Only Access

  • Users can still open the Workspace Details View and see the list of members.

  • However, the interface will be disabled for editing, showing the archived status.

This means teams retain full visibility of who had access but cannot make structural changes.

2. Archived Workspace Banner

To avoid confusion, archived workspaces display a clear notification at the top of the screen:

“This workspace is archived. Please contact the account owner for more details. Learn More.”

This banner appears across all tabs of the workspace and cannot be removed. It serves as a persistent reminder that no further credentialing activity is allowed.

3. Engagement Section Restrictions

The Engagements tab becomes read-only. Specifically:

• Users cannot create new engagements.

• Existing engagements cannot be edited or deleted.

• Documents under engagements remain visible but cannot be modified.

• Document designs are locked and cannot be adjusted.

• Credential issuance from any engagement is completely disabled.

Even though all records remain accessible for review, the ability to add, edit, or issue is disabled.

4. Recipient Section Restrictions

The Recipients tab also shifts to a view-only state:

• Users can open recipient profiles but cannot edit Private Notes.

• Actions such as edit credential, void credential, or resend credential are disabled.

• Pending change requests (if any existed before archiving) are automatically canceled.

This ensures that recipient records remain visible for auditing but locked from further administrative changes.

5. Actions That Remain Available

Although the workspace is locked, Wauld preserves access to non-destructive features so admins can still run audits, reporting, and reviews. The following actions remain enabled:

• Download Document Report – Export performance metrics of issued credentials at the document level.

• Download Engagement Report – Export issuance and engagement data across entire engagements.

• Preview Credential – Open and view how a credential appears to recipients.

• View Audit Log – Review the full action trail of credential issuance, downloads, shares, and verifications.

• Download Credentials – Export issued credentials in PDF or PNG format for record-keeping or manual sharing.

This balance allows organizations to retain analytical power while ensuring credential integrity.

6. Change Request Handling in Archived Workspaces

• Before Archiving:

  • A workspace cannot be archived if there are pending change requests.

  • Users will see a modal stating:
    “You cannot archive the workspace with pending change requests. Please take the necessary actions on the pending requests.”

  • From the modal, admins can either:

    • Click Manage Change Requests (to resolve pending requests immediately).

    • Click Cancel (to exit without archiving).

• After Archiving:

  • The Manage Change Requests button is disabled, since no new requests can exist.

  • Any open requests are automatically canceled.

This ensures recipients aren’t left waiting for changes in a workspace that is no longer active.

7. Recipient Portal Behavior

Recipients can still access and showcase their credentials even if the issuing workspace is archived. However, their functionality is limited:

• Recipients cannot submit new change requests, as the Submit Change Request button is hidden.

• Credentials issued prior to archiving remain visible, downloadable, shareable, and verifiable (unless voided or expired).

• Credentials retain their status (Active, Expired, or Voided) as they were at the time of archiving. If a credential has an expiry date, it will expire automatically on that date regardless of whether the workspace is archived or not.