How to delete artifacts in Blueworks Live

How To

Summary

Delete unused artifacts like file attachments, glossary values, spaces, blueprints, decision, policies, and process apps to improve your account's performance.

Steps

Managing your Blueworks Live data

Deleting unused artifacts from your account can improve performance significantly! Establish data retention and management policies within your account and communicate them to your team:

Users archive artifacts
Admins delete archived artifacts and file attachments

Periodically review archived artifacts to identify candidates for deletion.

Review archived spaces via the “Export Summary of Spaces” spreadsheet. Look at the “Last Activity Date” to determine whether or not to delete.

Space Stats can help you find inactive artifacts as possible candidates for deletion.

Deleting file attachments

File attachments can be deleted directly in Blueworks Live to free up your account’s file attachment storage allocation. File attachments are deleted indirectly when you delete artifacts with attached files.

Deleting glossary values

Account admins and glossary managers can clean up unwanted glossary values. Deleted glossary values are permanently removed and cannot be recovered.

Admins with glossary manager privileges can view or delete inactive glossary values, which are “only visible when used”, and are not being used in active processes or published snapshots. p

Glossary manager privilege lets you see glossary values used in artifacts that you have access to.

For a full clean-up, admin privileges are recommended. In order for admins to be able to access the "inactive glossary values" view, the account must be configured for admins to have full glossary permissions.

Deleting spaces, blueprints, decisions, policies and process apps

Account admins can irreversibly delete archived spaces, blueprints, decisions, policies and process apps, if they have "edit" or "manage space" privileges for all related artifacts and child artifacts.

When an artifact is deleted, all of the artifact details are deleted, as well as any attached files.
The history of the artifact is also deleted from activity stream, except for a single entry that shows the artifact was deleted, by whom and when (visible only for account admins).

If another artifact has a link to the artifact that is being deleted, a warning is shown.
The deleted artifact appears as “inaccessible” from any artifacts that used to link to it. Broken links must be removed manually.

Additional Information

An artifact in BWL can be archived “explicitly” (directly by the user) or “implicitly” (child of an archived artifact).

The "Archived" filter in "Library" view shows you all of the archived artifacts, regardless of whether they were explicitly or implicitly archived.
However, the "Archived" filter in "Space Overview" page shows only those artifacts in the space that were explicitly archived.

Document Location

Worldwide

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