Archive an Envelope

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  • Idea
  • Updated 1 year ago
  • Implemented
It would be nice if there was an option to either Archive an Envelope or hide the envelope. Reason for it is I have an envelope that I don't use anymore and don't need to see on a regular basis but I don't want to delete the envelope just in case I ever want to go back and reference it.
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Luke Kess

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Posted 7 years ago

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MarkM

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Ditto that. One workaround I've done is to set the monthly budget to "0" and then move the envelope all the way down to the bottom of the list so you don't see it. But that's not as clean as an archive.

The archive would be nice, too, instead of deleting an envelope. I've been fine-tuning my budget and adjusting things and thus deleted some envelopes--which deletes the envelope field from all transactions from that envelope. I'd love to archive instead so the reports are still accurate.
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Becky Huang, Official Rep

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@Luke and @MarkM,

Thanks for the suggestion! When you delete Envelopes, you'll still see the transactions associated with that Envelope, but it will make finding the transaction history harder. I can see how it will also throw off your reports as transactions from deleted Envelopes are not included in some reports.

I've added both of your voices to our requested features tracker!
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Scott Burton

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Was there ever an update on this issue? It would be so good to have an archive option for envelopes.
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Steven Tafzil, Employee

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Hi Scott,

Nothing to announce right now. You can follow what we're actively working on at https://goodbudget.com/roadmap
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Scott Burton

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Hi, I've reread your roadmap and still see there is nothing on there about archiving envelopes or accounts. This would be such a useful feature!
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Karisa Russell, Official Rep

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Hi Scott,

You're right that this feature has not yet made it onto our Roadmap. At this point, I don't know if or when it will. In the meantime, I've added your vote to our request features tracker. This lets us know how many of our users are asking for the same thing, and helps us decide on what to work on next. I hope this helps and thanks again for your vote. 
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Kathy Gulbranson

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I'd like to add mine as well. I'm trying to get a fresh start as of the first of the year, but haven't figured out the best way to do it while keeping my prior records easily accessible. I figure I just have to keep them on an excel file, and then delete them?
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Karisa Russell, Official Rep

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Hi Kathy,

I've added your vote as well! We don't generally recommend deleting your data, but you could try exporting your data into a CSV file. Then, you could either clear your data (which is deleting it), or Fill your Envelopes and 'Setting' them to completely full. When you 'set' your Envelopes to full, it disregards any over/underspending from the previous month, so you're essentially starting with a clean slate and all of your past data will still be there for your reference. 

Hope this helps! 
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Colin Grant

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+ 1 to this feature request.
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Sara Indot Rognstad

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Add me to this feature request too!
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Karisa Russell, Official Rep

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You got it! 
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Ziad Chaker

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this is needed badly; some envelopes will never be revisited and we should be able to archive them keeping all transactions and without affecting any report..
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Colin Grant

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I agree archiving is necessary but can we define what we really want? Existing envelopes can be archived by moving them into a user created archive group I believe? The problem I have is that the group cannot be permanently collapsed or hidden from view and it takes up screen space as a result.
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Ziad Chaker

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what is the "user created archive group" ?
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Colin Grant

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If you put "Archive:" in front of the envelope name it will appear in its own Archive group. That means it will be separate from the rest of your envelopes. You can do that to all envelopes you wish to archive.
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Karisa Russell, Official Rep

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Hi Ziad and Colin, 

What Colin is describing is what we call "Envelope Groups". You can read more about using them here, and you can use Groups for all of your Envelopes. They help to create separation in your Envelopes while on the website. They also make your reports a little cleaner looking. 

Colin is suggesting creating an Archive Envelope Group, so that you can easily see which Envelopes you're not using anymore. 

However, this method won't archive your Envelopes in the way that others have talked about this feature in this thread. For example, with this method, you'll still be able to see your Envelopes in the list when adding transactions, as well as on the Home screen. 

I agree this would be a really helpful feature. Ziad, I've added your voice as a vote to our features tracker for future consideration.

Thank you both! 
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Ziad Chaker

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I am already using the Envelope Groups feature for subcategories and it's very useful however it doesn't do the requested.
Thank you Karisa for adding my vote to the features tracker.
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Colin Grant

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Karisa, if you had read my post properly you would have seen that I said archiving is a requirement but we need to define what we mean by archiving. It means different things to different people. To me archiving would occur at the end of an accounting period when end balances are carried forward and all previous transactions moved to an archive. I referred to envelope grouping as a workaround but not a real solution for as far as I can see GB does not have a period end functionality.

On the other hand there are, I believe, envelopes in GB that can be used only once or are only used once by choice. Once these have run their course they just clutter up the interface so moving them to an archive group does make some sense. 

The original post says - "It would be nice if there was an option to either Archive an Envelope or hide the envelope. Reason for it is I have an envelope that I don't use anymore and don't need to see on a regular basis but I don't want to delete the envelope just in case I ever want to go back and reference it." Setting up an archive group at least helps in this case and being able to hide that group would help even more.
(Edited)
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Karisa Russell, Official Rep

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Sorry Colin, I hope you don't feel like I was poo-pooing your suggestion! I personally use the Archive Group work-around in my own Household. However, it is a work-around and it can't completely accomplish what folks, like Ziad, are asking for. That is the ability to totally hide or remove an Envelopes from the Envelopes tab, to place it to perhaps a separate place that doesn't exist in Goodbudget yet, while still being able to reference back to those transactions as needed.

You're right that defining the feature is helpful. When you say you would like to archive at the end of an accounting period, do you mean years end? Someone in the past requested an Archive All Feature, where you can completely archive everything from that year so that you can start a new year. 

Is this more like what you're thinking of in terms of archiving? 

Thanks!
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Colin Grant

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I would have thought the simple (?) addition of functionality allowing envelopes/groups to be hidden would accomplish what most want. That way the envelope and related data would still be there to interrogate should the need arise. Taking it a stage further, there may well come a time when the amount of data stored is just too much and at times like this a proper year end process would be advantageous. I would envisage that the year end process would impact on cash accounts as well as envelopes so once initialised all past data would be archived and the year end balances of cash accounts and envelopes would be brought forwards to the new period. The concept of a year end is great but I suspect the development effort would be enormous. Hidden envelopes would therefore be a good halfway house imo.

There have been questions raised about deleting old folders but that leaves the issue of the related transactions. As part of the ability to hide specific envelopes the ability to drag and drop data between envelopes would be helpful. Unwanted envelopes could then be easily emptied into an archive folder before deletion. 

Just my thoughts for what they are worth :-)
(Edited)
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Karisa Russell, Official Rep

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Hi Colin, 

Thanks for this! I'm not sure how simple it would be to include a 'hide' functionality for Envelopes/Groups. I do think it's a nice half-way point between Archive All the simple Archive Group work-around that you and I use. 

Thanks! 
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Colin Grant

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HI Karisa,

That "other" budgeting app has such functionality and that is also web based. Hopefully it is not that hard to achieve :-)
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Alan Switzer

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+1 on this one too from me. I like the option of being able to "hide" an envelope. That works well for things you no longer need to budget for, but are not Goal-type envelopes.  For example, let's say I take out a subscription for Apple Music, but 3 months later, I come to my senses and switch to Google Play Music (yes, this is based on a real-life example). I wish to keep the transactions under the Apple Music envelope, but I don't need it anymore. So just hide it from the main web interface (and apps) by including it in a special Hidden Envelopes section. I can see what's there, but the envelope no longer shows up in the main section of envelopes, AND, the system should prevent me from being able to actual fund that envelope again until I move it back out of "Hidden" to a non-hidden category.
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Colin Grant

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Good point, Alan. What's wrong with Apple Music though? I've fount the latest variant pretty good really.....oops, sorry, off topic, I'll get my coat :-)
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Adrian Thomas

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A "hide"feature would be crucial. On the "other" software, I hide categories all the time and if they aren't useful, I would just delete them. Keeps things much cleaner and organized instead of just have a big budget with a lot of envelopes that you aren't using but don't want to delete for one reason or another. 
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Colin Grant

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Adrian, when you delete an envelope in that "other" do you not have to re-assign the relate transactions? 
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Becky Huang, Official Rep

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Official Response
Hi everyone,

We just wanted to update you that we just released an update the delete functionality on the web app today that may help you. When you delete envelopes and accounts you no longer need, you can still filter for them in the Advanced Search and see your spending for deleted envelopes and accounts in your reports.

Note that you cannot, however, undo deleting an envelope or account.

Hope this helps,
Becky
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Wayne Woodbury

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I also like the "hide" option.  This allows you to still view all of the transactions or "unhide" the envelope if it becomes relevant again, but removes it from your active screens when doing your day-to-day work.  It can be hidden without changing any transactions or changing how those transactions are displayed.  It could be a simple check box on the Edit Envelopes screen and a check box can be added to the top of that screen to "Show Hidden Envelopes" so that you can restore them and edit them if desired.

The only logic problem I can envision is how to manage the envelope "fill" settings on a hidden envelope.  You don't want to be able to allocate funds to an envelope that is hidden and certainly don't want your auto-fill options to add money to a hidden envelope, even if the auto fill was originally created with money allocated to that envelope.