Restoring Archived Assets - Bring Assets Back to Active Inventory

Overview

Archived assets can be restored to active inventory at any time. This guide covers when and how to restore assets, bulk restoration, and best practices.

When to Restore Archived Assets

Good reasons to restore:

• Asset was archived by mistake
• Asset disposal was reversed (buyer backed out, donation rejected)
• Asset found after being marked lost
• Asset repaired and returning to service after being disposed
• Need to reassign archived asset instead of purchasing new one

Don't restore if:

• Asset was actually disposed/destroyed (create new asset if replacement purchased)
• Asset is beyond repair (keep archived, buy new asset)
• Restoration would create confusion (verify serial number isn't reused)

How to Restore a Single Asset

Step 1: Find the Archived Asset

1. Go to Assets page
2. Click "Show Archived" toggle (top right)
3. Archived assets appear in list (grayed out or with archive icon)
4. Use search/filters to find specific asset

Tip: Archived assets show all normal fields (name, serial, category) so search works normally.

Step 2: Restore the Asset

1. Click archived asset name to open detail page
2. Notice banner at top: "This asset is archived"
3. Click three-dot menu → "Restore from Archive"
4. Confirmation prompt: "Restore this asset to active inventory?"
5. Click "Restore"
6. Asset immediately returns to active list

Step 3: Update Status If Needed

After restoration, check asset status:

1. If status is still "Disposed", change to "Active" or appropriate status
2. Click "Edit" → Update Status field → Save
3. Add Note explaining restoration: "Restored 2026-01-02 - buyer canceled purchase"

Bulk Restore

When restoring multiple assets at once (e.g., office re-opening after closure):

1. Go to Assets page
2. Enable "Show Archived" toggle
3. Use filters to find assets to restore (e.g., Filter by Location or Category)
4. Select assets with checkboxes
5. Click Bulk Actions → "Restore from Archive"
6. Confirmation modal shows list of assets being restored
7. Click "Restore All"
8. Assets return to active inventory

Limit: Bulk restore limited to 100 assets at once. For larger sets, repeat in batches.

What Happens When You Restore

Immediately:

• Asset removed from archived list
• Asset appears in main asset list
• Status unchanged (still shows last status, e.g., "Disposed")
• All history, maintenance, documents, images intact
• Audit trail entry: "Asset restored from archive by [User Name]"

Not automatic:

• Status does NOT change to "Active" (you must update manually)
• Assignments do NOT get recreated (assign to user/location if needed)
• Asset doesn't send notifications (no "restored" email)

Recommended post-restore actions:

1. Update Status to "Active" or appropriate state
2. Assign to user or location if needed
3. Add Note explaining why restored
4. Update Purchase Cost if value changed (e.g., refurbishment cost)
5. Upload new images if asset condition changed

Viewing Archived Assets

Method 1: Toggle View

1. Go to Assets page
2. Click "Show Archived" toggle
3. All assets (active + archived) appear
4. Archived assets visually distinguished (grayed, icon, badge)

Method 2: Filter

1. Go to Assets page
2. Click Filters
3. Enable "Include Archived Assets" checkbox
4. Apply filter
5. Archived assets show alongside active

Method 3: Direct Link

If you have asset ID or URL saved:

https://your-domain.uniasset.app/assets/[asset-id]

Archived assets are still accessible via direct link (don't return 404).

Common Restoration Scenarios

Scenario 1: Accidental Archive

You archived wrong asset:

1. Immediately toggle "Show Archived"
2. Find asset (it's at top of list, recently updated)
3. Restore
4. Verify correct asset, archive the intended one

Scenario 2: Sale Fell Through

Asset was sold, marked disposed, archived. Buyer backs out:

1. Find and restore asset
2. Change Status from "Disposed" to "Active"
3. Remove sale documentation from Documents section (or mark as "Canceled")
4. Update Notes: "Sale canceled 2026-01-02, asset returned to inventory"

Scenario 3: Found After Loss

Asset marked lost/stolen, archived. Later found:

1. Restore asset
2. Change Status to "Active" (or "Damaged" if needs inspection)
3. Assign to location: "Found - Awaiting Verification"
4. Inspect, then reassign to proper location/user

Scenario 4: Repurposed After Disposal

Old server was disposed, then repurposed as test environment:

1. Restore archived server
2. Change Status to "Active"
3. Update Name: Add "(Test Environment)" to name
4. Change Assignment: Assign to IT Lab location
5. Add Maintenance record: "Repurposed as test server 2026-01-02"

Scenario 5: Office Reopening

Satellite office closed, all assets archived. Office reopens 2 years later:

1. Filter archived assets: Location = "Satellite Office - Chicago"
2. Select all (bulk select)
3. Bulk restore
4. Update statuses (many may need maintenance after 2 years in storage)
5. Reassign to users as office staffs up

Restore vs. Create New Asset

When should you restore old asset vs. creating new?

Restore old asset when:

• Same physical item returning to service
• Serial number matches
• Historical maintenance/cost data is relevant
• Continuity matters (e.g., leased asset)

Create new asset when:

• Different physical item (replacement purchased)
• Old asset truly destroyed (restoration would be inaccurate)
• Major refurbishment changed asset fundamentally (e.g., rebuilt with all new parts)

Example:

• Restore: Laptop sent for depot repair, marked disposed by mistake, now returning
• New: Laptop destroyed in fire, insurance paid out, purchased replacement with same serial number structure

Serial Number Caveat: If old asset had serial SN12345 and was truly destroyed, don't restore it and change serial to SN12346 for replacement. Create new asset to avoid confusion.

Troubleshooting

"Cannot find archived asset"

Check:

1. Verify asset was actually archived (not deleted - deleted assets are unrecoverable)
2. Toggle "Show Archived" is ON
3. Search for serial number or asset name
4. Check if someone else already restored it (check audit trail)

"Restore button not visible"

Causes:

• You don't have permission (Viewer role can't restore, need Manager+)
• Asset is not archived (check status - maybe it's active already)
• Browser cache issue (refresh page)

"Bulk restore failed for some assets"

Possible reasons:

• Permission issue on specific assets
• Some assets not archived
• System limit reached (max 100 per bulk operation)

Solution: Check error message for specific asset names, restore those individually.

"Restored asset not showing in list"

Check:

1. Disable "Show Archived" toggle (it might be showing archived only)
2. Check filters - may be filtering out restored asset by category/status
3. Clear all filters and search
4. Refresh browser

"Restored asset has wrong status"

Restoration doesn't change status. It preserves last status (usually "Disposed").

Fix:

1. Edit restored asset
2. Change Status to "Active" or appropriate value
3. Save

Permissions

Who can restore archived assets:

• Owner: Yes
• Admin: Yes
• Manager: Yes
• Viewer: No (read-only)

Viewers can see archived assets (if toggle enabled) but cannot restore.

Reports and Restored Assets

After restoration:

• Asset immediately counts in "Total Assets" on Dashboard
• Included in all standard reports (Asset Value, Lifecycle, etc.)
• Historical data (past maintenance costs, assignments) preserved and factored into reports

Example: If restored asset had $500 maintenance cost while active, then was archived 1 year, then restored - the $500 still shows in historical maintenance cost reports.

Best Practices

1. Investigate Before Restoring

Don't blindly restore. Verify:

• Why was it archived?
• Is physical asset actually available?
• Is restoration appropriate, or should you create new asset?

2. Update Status Immediately

Don't leave restored assets in "Disposed" status. Update to reflect current reality.

3. Document Restoration Reason

Add Note explaining restoration:

Restored 2026-01-02
Reason: Sale transaction canceled
Previous disposal: Marked sold to ABC Company on 2025-12-15
Current status: Active, returned to IT storage
Updated by: Jane Smith

4. Check for Duplicate Assets

If asset was archived and someone created a new asset as "replacement," you now have duplicate. Resolve:

• Keep restored original (correct serial number)
• Archive or delete the replacement asset created

5. Audit Restored Asset Condition

Especially for assets archived long-term:

• Inspect physically
• Test functionality
• Update condition notes
• Log maintenance if refurbishment needed before redeployment

Frequently Asked Questions

Can I restore assets archived years ago?

Yes. There's no time limit. Archived assets can be restored 1 day or 10 years later.

Does restoring reset asset age/depreciation?

No. Purchase Date remains unchanged. Depreciation continues from original purchase, not restoration date.

If I restore, do previous users get notified?

No. Restoration is silent. No email notifications sent. If reassigning to user, they'll get assignment notification.

Can I restore and immediately re-archive?

Yes, but why? Each action creates audit trail entry. If testing, use a test asset.

What if I archived AND deleted an asset?

You can't. Once archived, asset cannot be deleted (delete button disabled). You must restore first, then delete (not recommended).

Does restore undo disposal certificate uploads?

No. All documents remain attached. If disposal documentation is no longer relevant, manually delete those document entries.

Related Articles

• Archiving and Deleting Assets - When and how to archive
• Asset History & Audit Trail - Track archive/restore events
• Understanding Asset Status - Update status after restore
• Editing Asset Information - Update restored assets

Need Help?

If you're unable to find or restore an archived asset, contact support with the asset name and serial number for assistance.