Archiving Third Parties

Archiving lets you deactivate a third party in EB360 without deleting it. Note that:

• Archived third parties can still be viewed and edited.
• You can’t order screening services or monitor archived third parties for new alerts or updates.

You can archive third parties either from a list view in EB360, or by using the Excel-based Bulk Update template.

When Should I Archive Third Parties?

Archiving may be appropriate if:

• You no longer work with the third party and don't need to screen or monitor them.
• The third party is a duplicate added by mistake.
• The Country field was set incorrectly. (Note that once a third party record is saved, the Country field cannot be edited.)
• The third party was verified against the wrong legal entity (you cannot 'un-verify' a third party).

In these last 2 cases, the solution is to archive the original third party record and create a new, correct one.

What changes after archiving?

Once a third party has been archived:

• You can’t order screening services for it (e.g. IDD or EDD).
• It is not monitored for new risk alerts (e.g. IDD or IDD+).
• It is not monitored for ownership or corporate data updates.
• It no longer appears in dashboards, metrics, or default list views.

What is still possible after archiving?

• Viewing:  You can still view archived third parties in the Manage Third Parties list or other list views, by using filters (instructions provided below).
• Editing:  You can still edit archived third parties just like non-archived ones - i.e. manually, via bulk update, API, or automated workflows.
• Automation:  Automated workflows can be set to include or exclude archived third parties, or to run ONLY on archived third parties.
• Auditing:  Archived third parties remain fully auditable through the Event Log.
• Updating DDQs, you can update any completed DDQs, this may include cancelling any outstanding items, or stopping any reminders from going out if required.
• Modifying associates, you can still change the associates on an archived third party, and indeed it is strongly recommended that you review and update these before unarchiving so any screening which is rerun will be done on the most u[ to date information.

Option 1:  Archive third parties from a list view

1. Go to the Manage Third Parties list, or a list-based user view.
2. In the Actions column, select the third parties to archive.
3. Click the Archive button at the top of the list:
   
4. You will be prompted to confirm the archive - click Yes.

Option 2:  Archive third parties using Bulk update

1. In the header bar of your EB360 platform, click Bulk update:
   
2. On the 'Drag and drop' page, click List of available Sample Excel Files.
3. From the list of Excel files, select Sample Excel File For Third Party Update.
4. One or more Excel files will now be sent to the email address that you used to log in to EB360. These Excel files can contain a maximum of 3,000 third parties, so if there are more than 3,000 third parties on your platform then you will receive multiple Excel files.
5. Go to your email inbox and locate the email(s). You are looking for emails that have a subject line beginning with: 'Template for bulk update'. If you do not see anything, check your junk mail.
6. Open the attached Excel template files and locate the third parties to archive.
7. In the Updated Archive Status field, enter the text Archive this Entity. For example:
   
8. Save the Excel files and return to EB360.
9. In the header bar of your EB360 platform, click Bulk update again (as in step 1).
10. Drag and drop your template file(s) into the upload box on the 'Drag and drop' page.
11. Click Upload to start the bulk update process. 

For more information about Bulk update, please see Bulk updating third parties.

To view archived third parties

1. Go to the Manage Third Parties list, or a list-based user view.
2. Click   to display the filter pane, and select the following filter options:
   • Archived / Not Archived
   • Archived
3. Click Apply. For example:
   
4. The list is now filtered to show you all archived third parties.

Can I un-archive third parties?

By default, most EB360 platforms do not allow users to un-archive third parties. However, our support team can help you with this, in one of two ways:

• Enable un-archiving for selected users on your platform, so that you can self-serve as needed.
• Un-archive third parties on your behalf, on request.

To request either option, please raise a support ticket at [e-mail].