History archive

Floormode keeps your working data fast by moving what is finished and old out of it, into the history archive. Nothing is lost: an archived order still opens, and the stock books stay downloadable. The archive’s card is under Settings → Customer privacy → History archive.

What moves, and when

The archive works at night, between 01:00 and 05:00 in your first warehouse’s time zone. The card’s first line says what it does for your store: off, copying (everything is copied, nothing leaves Floormode yet), or moving.

Closed orders past your store’s window: fulfilled or cancelled, and last changed in Shopify longer ago than the days the card names. A store with many orders keeps fewer days; a shorter window is announced on the card before it starts. They move with everything that belongs to them: their picks, packs, shipments, cost of goods sold and their own stock movements.
Receipts and counts older than two years.
The stock books: the stock movements and the cost of goods sold, one part per day, copied two days after the day ends, for every store whatever its age.

An order waits while something is still open on it: a change still on its way to Shopify, a task, a staged release, a parcel discrepancy, a label being bought. A document that never ended (a shipment never delivered, a return never closed) holds it at most 90 days more; it then moves with that document’s last state, and its timeline says so. The card names what the orders it keeps here wait on, and the last night’s pass.

Opening an archived order

An archived order opens at its usual address, read-only, with an Archived on … badge: the items, the customer (while kept), shipments and tracking, and who picked and packed it. Names are read when you open the page, so someone who left your team reads Former team member.

To find one, open Orders and use Find an archived order under the list. It shows once older orders are archived, and searches like Shopify does: by order number, customer name or email. Lists that can show closed orders say so in their footer: “Older orders up to … may be archived.”

Restore

Restore on an archived order brings it back into Floormode, for example for a goodwill return after the return window. It needs a role with Edit orders, holds and merges. Floormode reads the order from Shopify again and keeps it for 90 days. A restored closed order runs no automation rule and sends no customer notification again, apart from the label of a return you open for it. Its earlier pick and pack history stays in the archive.

A customer’s return restores the order by itself. When a customer starts a return on your store’s returns page and the order is archived but still inside its return window, Floormode brings it back on its own: the customer is asked to try again in a minute, and the return then goes ahead as usual. An order past its return window stays archived, and the customer reads that its return window has ended. An order whose customer data was erased is never restored.

The books

The card lists the books by month, for the year you choose: Stock movements, Cost of goods sold, Lot shipments, Receipts, Counts, Lot receipts and returns, Serial shipments and Stock value at month end. Download gives one month as a compressed CSV file, ready for your accountant. Reading the card and its books needs a role with Analytics, forecasts and stock value.

How long each part is kept

Part	Kept
An order’s facts: numbers, lines, lots, quantities, shipments	10 years
An order’s customer part: name, addresses, email, notes	6 years
A lot’s whole trace, live and archived (Shipped earlier → Show archived shipments on its page)	6 years

A privacy erasure deletes the customer part at once; the facts stay. The export of a customer data request includes the archived orders it names: every archived copy, its facts and its customer part. An erased customer part is stated as erased.