Manage Product Lifecycle

[CommunityMod_WM]

This article explains how to manage a product’s lifecycle using Archive, On Hold, Discontinue, and Delete options. All products added to the Product Index default to Active status, but you can change the status at any time for products that are not actively being published. Use this guide to choose the safest action based on whether a product should be temporarily paused, preserved for later, permanently ended, or removed from the system and steps on how to restore products to active status.

Article Contents:

• Archive
• On-Hold 
• Discontinue
• Delete
• Restoring Products to Active Status 

lifecycle.png

Archive

Best Used When:

• Product is seasonal.
• Content is not ready to syndicate.
• You are unsure if data is needed.

Steps:

1. Go to the Products tab.
2. Select products by checking the boxes on the left.
3. Click Archive directly from the action bar.

Notes:

• Preserves all product data and recipient connections.
• Removes products from your Active Products list.
• Recoverable? YES — Safest option. Restore to Active anytime.

On-Hold

Best Used When:

• Marketplace content distributions need to be paused.

Steps:

1. Go to the Products tab.
2. Select products by checking the boxes on the left.
3. Click Manage Product Lifecycle from the action bar.
4. Toggle On Hold.
5. Enter the start and end dates for the hold period.
6. Click Update.

Notes:

• Pauses all Marketplace distributions to Grocery Panel recipients during the specified date range.
• Distributions automatically resume after the end date.
• Recoverable? YES — Auto-reactivates after end date.

Discontinue

Best Used When:

• The product is no longer being manufactured.

Steps:

1. Go to the Products tab.
2. Select products by checking the boxes on the left.
3. Click Manage Product Lifecycle from the action bar.
4. Toggle Discontinued.
5. Select a date one calendar day before the delete date.
6. Click Update.

Notes:

• Discontinued GDSN items will no longer be allowed to register with GDSN.
• May affect active recipient subscriptions for GDSN products.
• Recoverable? YES, but with warnings (GDSN restrictions apply). 

Delete

Best Used When:

• Deleting duplicate product records.
• Product was created in error.
• Product is discontinued and no longer needed.

Steps:

1. Go to the Products tab.
2. Select products by checking the boxes on the left.
3. Click Manage Product Lifecycle from the action bar.
4. Toggle Discontinued and select a date one calendar day before the delete date.
5. Toggle on the delete option.
6. Click Update.

⚠️ Critical Notes:

• Deleted data cannot be recovered.
• Make absolutely sure you no longer need the product data before proceeding.
• This permanently removes the product record from the system.
• Recoverable? NO (Permanent)

Restoring Products to Active Status 

Products placed in Archive, On-Hold, and Discontinue may be restored to active status at any time. Deleted products are not recoverable.  

Steps:

1. Go to the Products tab.
2. Click on the Subtab located on the left that contains the product
3. Select products by checking the boxes on the left.
4. Click Unarchive/Restore from the action bar.
5. Click Unarchive/Restore to confirm choice.

Best Practices Summary

• Always default to Archive when unsure or if you might need the product later.
• Monitor On-Hold Products to ensure timely reactivation.
• Track GDSN Subscriptions before discontinuing or deleting.