Archiving properties in use

[Kristiina]

As an admin i should be able to archive a property, to make sure our CRM is clean - but it is not possible if ANY user has used this property in a view. Instead I have to either:

1. create a new view exluding this property and save it, delete the old view
2. Ask for this user to go in and make the needed changes.
3. Don't care about the lists saved, and delete them all (also time consuming if it is used in many, and super annoying for users)

Nr 1 is not optimal as the user will loose this view under "my views", and number 2 is time consuming as people find it hard to know how to, and even if they remove it, it might stil lbe in the "system" because, if the user has actually filtered on this property earlier and saved it, it will still be in there. They have to remove the property from their view, filter/sort the view on some other property and then save it. SUPER time consuming.

As and admin I should be able to go in there, remove it and save it for them. End of story.

Please do report workarounds if any!

[Guigui]

@rwebb1 thank you so much for this.

[rwebb1]

👋Hi all, I’m Rachel from the HubSpot Product team! An update - It's now possible to delete properties that are Used In index page Views as a sort/column, without manually removing that property from each View. The goal of this update is to make it easier to clean up properties that aren't critical your CRM data model.

• This functionality is available as part of the Improved property archive experience beta available to all tiers and hubs
• To get access to this beta, request access via Product Updates (beta update here)
• To test it out, simply Archive a property that is only used in index page views as a column/sort - you'll be able to Archive directly in Property Settings and the property will be automatically removed from the corresponding Views

[SkeeStylus · Accepted solution]

Great news... With a new Beta, you can now archive properties used in index page views without needing to remove them from each view.  Shout out to @shajones and their team for listening and making this happen.  Opt yourself in! Here are the details: 

Why does it matter?

This update will make maintaining a clean data model easier for admins. If you needed to archive properties, removing properties used in multiple views was a time-consuming process. With this change, you can archive a property immediately if its only use is as a sort or column in a view. This reduces the number of non-valuable properties that are shown to users in your portal.

How does it work?

Object > Settings > Properties > More > Archive

The new Archive experience will display two categories:

1. Assets preventing archiving: References to the property must be removed from these assets before the property can be archived.

2. Other assets using this property: You can archive the property without removing its references from these assets.

Who gets it?

All Hubs and Editions

[Guigui]

Please just go ahead and implement this. I understand workflows and maybe reports blocking, but there is no reason views should prevent this.

[shajones]

Hi all!

I'm Shay, a Product Manager here at HubSpot. I am hoping to set up a few calls to discuss this issue. If you're interested in discussing, please send me a direct message so that I can send out my meeting link.

Thanks!

[JChristoffers]

Running into this issue now.  I can deal with removing the old property from workflows and reports but it should be abled to be archived and just be deleted from any view that happens so use it.  Then the user who owns that view can update the view accordingly.n n 

[connorshaw]

This would be a great feature! I'm currently going through the same pain. Also trying to archive properties used in Facebook forms, which isn't straightforward.

[ATsylnitska]

I second that. For a CRM that is typically used by early-stage companies it should be more malleable to changes, especially if they are this simple

[DarrianLill]

This would be very useful.  I work for a start up and we are constantly updating and changing how we interact with Hubspot.

It would be incredibly helpful if "Admin" permissions had more control to archive properties and not need to individually change each report, view, workflow involving that feild. A notification could be sent to each user who had access to/created the view with "approve or deny". 

[DHill5]

This would be incredibly useful.

Currently I need to archive a property that's being used in 186 views. Going through and editing all of the columns is not an efficient use of mine or anyone else's time. If the property is simply a column in a view and not being actively filtered on, then it shoudn't prevent archival. A simple fix would be to enable admin to edit the columns on one view and apply it to all views. Similar to when editing columns on lists. 

Not having any way to bulk edit views when it comes to property archival is a significant impediment to CRM maintenance.