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How to Archive Orders

This article helps Webgility Desktop users understand the purpose and benefits of archiving orders. Archiving keeps the workspace clean and organized by moving completed orders those successfully posted to QuickBooks Desktop and updated with tracking information in the sales channel from the “New Orders” section to the “Archived” section. This practice ensures only active or pending orders remain visible in the “New Orders” section, making it easier to manage current workflows while retaining access to completed orders for future reference.

Why Archive Orders?

  • To keep your order list organized

  • To prevent duplicate actions on already-processed orders

  • To improve visibility by separating completed orders from pending ones

  • To maintain an efficient workflow within Webgility

When to Archive an Order

An order is ready to be archived when:

  • It has been posted to QuickBooks

  • Shipping or tracking information has been updated

  • No further actions are required in Webgility for that order

Steps to Archive Orders

Option 1: Archive a Single Order

  1. Open the Webgility application (latest recommended version:  Update Webgility using check for updates option).

  2. Go to the New Orders section.

  3. Select the order you want to archive.

  4. Open the list of available actions and choose Archive Order.

  5. You will see a confirmation message that the order has been successfully archived.




Option 2: Archive Multiple Orders

  1. Go to the New Orders section.

  2. Select all the orders you want to archive.

  3. Right-click on one of the selected orders.

  4. From the list of actions, choose Move to Archived Tab.

  5. The selected orders will move to the Archived section. No prompt will appear, but the orders will no longer be visible in the New Orders section.