Archiving ensures that data in Benchling is not erroneously deleted. When data is archived, it is hidden from working view, however you can easily search for and recover any archived data.
Archiving applies to projects, notebook entries, inventory items and registry items. Note that Workflows and Requests cannot be archived.
Archive Data
Archive any project, notebook entry, inventory or registry file by right-clicking the item. A menu that includes an option to Archive will appear.
Select Archive and provide the reason why the item is being archived (e.g. Made in Error, Expended, etc.). This information can be viewed later by you and your teammates so your team can retain context on why the item was archived.
Once you confirm the archive, the file will now be hidden from working view.
Note: If you are archiving a registered entity, you will be given the additional option to remove this item from the registry when it is archived. Choosing to unregister register entities will remove the registry ID from that entity upon archiving.
Archive Data within the Registry
When archiving data within the Registry, you have two options: Unregister registered entities, and Keep registered entities in the registry.
If you opt to Unregister registered entities, those entities will be removed from the registry and you will need to designate a project location for them, if they do not already have one specified. This will also remove the registry ID from the entity, allowing that unique ID to be used again. Importantly, if you have already registered another entity of this schema, the incrementing numbering will continue automatically (i.e., Benchling will not revert back to fill in the missing number). See examples below:
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You have registered 3 proteins with the following RegIDs: PR001, PR002, PR003. You Archive PR002 using unregister registered entities. You then register a new protein. It will be given RegID PR004 to continue the incremental numbering. However, you can manually assign PR002 to the new entity.
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You have registered 3 proteins with the following RegIDs: PR001, PR002, PR003. You Archive PR003 using unregister registered entities. It will be given RegID PR003 to continue the incremental numbering.
If you opt to Keep registered entities in registry, the entity will remain within the registry and retain its unique ID. The entity will still be archived and hidden from view unless explicitly searched for in archived entities. See examples below:
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You have registered 3 proteins with the following RegIDs: PR001, PR002, PR003. You Archive PR002 using Keep registered entities in registry. You then register a new protein. It will be given RegID PR004 to continue the incremental numbering. You cannot re-use PR002, manually or otherwise.
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You have registered 3 proteins with the following RegIDs: PR001, PR002, PR003. You Archive PR003 using Keep registered entities in registry. It will be given RegID PR004 to continue the incremental numbering.
Our best practice tip is as follows: Use Unregister registered entities if you want to be able to re-use the Registry ID, and use Keep registered entities in registry if you want to continue incrementing the Registry ID moving forward and avoid the Registry ID being re-used.
Unarchive Data
Search for your archived data by applying a filter and selecting 'Archived' filter as well as an archival reason. Lastly, press the blue 'Apply' button.
