When you retire an Organisation in ApprovalMax, it goes into read-only mode; your data remains accessible, but no new activity can take place. Because of this, it's a good idea to export everything you need before retiring, so you have a complete record of your Organisation's data if needed.
Here's what you can export before retiring:
Request Line Item reports
Attachment archive for all requests
Audit reports archive for all requests
Workflow exports (as PDF)
Budget files (as CSV)
Please note: Retiring an Organisation is not the same as deleting it. If you delete an Organisation, all data is permanently deleted and cannot be recovered. If you are unsure, retire the Organisation rather than delete it.
Exporting Your Data
Go to the Reports tab in the left-hand navigation and select Request reports. Then click on + New Report:
Step 1: Request type: Choose which request types to include in the report.
Under Workflows and Standalone Workflows, you can select multiple types using the checkboxes, check all of them to capture everything.
Under Other Workflows (e.g., Airwallex Batch Payment, Manual Journal), you can select only one at a time, so you may need to create separate reports for each, if applicable.
Click on Next when done.
Step 2: Filters: The filters let you narrow the report down by status, date, Requester, amounts, and more. Since you're retiring the Organisation, if you want a complete record, leave all filters at their default "Any value" / "Any date" settings to ensure no data is excluded:
Click on Next when done.
Step 3: Visible columns: This step lets you control which data columns appear in the report. If you want a full data export, tick all columns:
Click on Next when done.
Step 4: Name the report: Give the report a clear name, then click on Create:
Once the report is generated, you have the option to either print it or download it as a CSV file:
You can also click the three-dot icon in the top toolbar to access the following additional export options:
Download audit reports archive for all requests: generates a ZIP archive containing all documents listed in the report (e.g. Bills, Purchase Orders), each with its full audit trail. This will only include approved requests.
Download the attachment archive for all requests: generates a ZIP archive of all file attachments linked to the requests in the report.
Please note: both archives will be compiled and sent to you via email as a secure download link.
3. Create accrual report (Xero only): exports an accrual report for Xero.
Please note: this option is no longer available once the Organisation has been retired, so be sure to download this before proceeding.
What's still accessible after retiring
Once retired, the following actions remain available:
User offboarding (only the Account Owner can replace an offboarded user)
Viewing requests
Viewing and exporting the workflow as a PDF
Renaming or deleting the Organisation
Viewing all existing reports
Viewing and downloading a budget file as CSV