Artifact lifecycle management
As an administrator, you can view and manage the full lifecycle of all artifacts in your account. You can set expiration dates, configure retention policies, and archive or delete artifacts individually or in bulk. This helps you maintain an organized, efficient, and governed Blueworks Live account.
The Artifact management tab on the Admin page provides a centralized view of every artifact across your account. Use it to schedule and enforce lifecycle policies at scale, rather than managing artifacts one space at a time.
The lifecycle of an artifact follows three broad stages:
- Active
- The artifact is in use. You can set an expiration date to schedule automatic archival at a future date, or select artifacts that are scheduled for archival before a specific date and archive these artifacts immediately.
- Archived
- The artifact is removed from active use but is preserved for reference or compliance. Archived artifacts can be restored to active use or permanently deleted. If a retention policy is enabled, archived artifacts are automatically deleted after a defined number of days. Published artifacts can be excluded from the retention policy.
- Deleted
- The artifact is permanently removed from the account, along with all associated details and activity history. Deletion cannot be undone.
Artifact management tab
In the table that lists all artifacts, switch between the Active and Archived views to see the relevant set of artifacts. Use the filter icon to narrow the list by type, expiration date range, deletion date range, or space.
| Column | Description |
|---|---|
| Name | The artifact name and link. |
| Type | Process blueprint, process app, policy, or decision. Note: Spaces are not included in the
artifact types that you can manage from the Artifact management tab. For more
information about managing spaces, see Spaces.
|
| Space | The space that contains the artifact. |
| Status | Published or unpublished. |
| Expiration date | The date set for automatic archival of the artifact. |
| Deletion date | The date on which the archived artifact is scheduled for permanent deletion. Visible only when the retention policy is enabled. |
Best practices
- Set expiration dates for artifacts that have a defined lifecycle or review period.
- Regularly review artifacts that approach their expiration dates to decide whether to update them, extend their expiration date, or archive them.
- Use filters to identify groups of artifacts that need attention, such as all artifacts in a specific space or all artifacts of a certain type.
- Archive artifacts that are no longer actively used but might be needed for reference or compliance purposes.
- Communicate with artifact owners before you archive or delete their work to make sure that no important information is lost.