Document Archiving Solutions in Nectain

Managing growing volumes of business documents is becoming increasingly challenging for organizations across every industry. To help companies improve performance, reduce system load, and ensure long-term compliance, Nectain introduces new powerful capabilities for document archiving solutions and archive document storage.

The updated functionality expands the Nectain Document archive system with new automation, access control, and flexible storage management features.

New “Archivist” System Role

As part of the Archive Document module, Nectain now includes a dedicated system role called Archivist.

Users assigned to this role receive permissions to create and manage document archiving processes across the platform.

To simplify archive management, a dedicated shortcut is now available in Nectain Studio. Through this interface, the Archivist can configure flexible filters that determine which documents should be archived. Both standard and custom attributes are supported.

For example, organizations can configure rules to archive documents created more than three years ago.

Flexible Archive Rules for Different Document Types

For each document type, administrators can enable archiving rules in a dedicated Archiving tab.

Once a retention rule is activated, the system can immediately start moving matching documents into the archive. Nectain automatically checks whether documents meet the configured criteria and transfers them to the archive.

Alternatively, organizations can rely on fully automated processing. Every night, the built-in scheduler automatically runs archive tasks and moves eligible documents into archive document storage.

This approach makes Nectain a scalable choice for companies looking for digital document archiving solutions with minimal manual effort.

Archive Documents Automatically Through Business Processes

Nectain also introduces a new event handler called Move to Archive.

This functionality allows organizations to configure business logic for automatic archiving. For example, documents can be archived:

• after a workflow is completed
• when a document reaches the “Completed” status
• after process approval
• according to custom business rules

This gives companies more flexibility when implementing electronic document archiving solutions within complex workflows.

Manual Archive Actions in Document Repository

Archiving can also be launched directly from document-type shortcuts.

Administrators can configure a Move to Archive action that becomes available only for users with the Archivist role.

Archivists can select one or multiple documents directly from a repository and move them to the archive manually.

After the process starts, users receive a notification confirming that archiving has been initiated, including the number of processed documents.

Archived Documents in a Dedicated Workspace

Once archived, documents become available in a separate Archived Documents section visible only to Archivists.

If a document contains child documents, they will also be archived automatically. The system displays a warning before the process begins.

Archived documents are displayed in a simplified read-only format. Users can review all attributes while maintaining document integrity and security.

Additionally, a dedicated System Details tab provides access to:

• document history
• participant lists
• child documents
• processes
• tasks
• chats
• AI summaries

This makes the Nectain document archive system not only a storage tool, but also a centralized historical workspace for archived business information.

Controlled Access to Archived Documents

If necessary, the Archivist can grant access to archived documents to specific users directly from the archive document form by sharing a secure link.

This helps organizations maintain controlled collaboration while protecting sensitive archived data.

Separate Database Storage for Large Archives

One of the most important additions is the ability to store archived documents in a separate database.

This is especially valuable for organizations managing large volumes of documents. Separating archive document storage from active operational data helps reduce system load and improves performance when working with document repository.

For enterprises searching for scalable document archive solutions, this functionality provides better long-term performance and infrastructure optimization.

Want to see how Nectain automates archive document storage, retention policies, and document archiving workflows in real business environments?

Schedule a short personalized demo and discover how Nectain helps organizations simplify compliance, reduce system load, and manage archived documents more efficiently.