Read-only and suspended workspaces

A workspace can be limited in two ways. It is read-only when its trial has ended and no plan was chosen: it can be opened and read, but nothing can be changed. It is suspended when our team has closed access to it for the time being: it can’t be opened at all. In both states your documents stay stored unchanged.

A read-only workspace

A new workspace starts with a 14-day trial. When it ends without a plan, the workspace is read-only (see After the trial). Every member then sees a notice above the top bar: Your trial ended on …, followed by Your data stays readable. Editing is possible again as soon as you choose a plan. Owners and admins find the link Subscription in it. Everyone else reads Please ask an administrator of the workspace.

As a member you can still:

open, search and read every document you could read before, and download it, also several at once as a ZIP file;
read the notifications and the settings pages that only show something, such as Members, Subscription, Document types, Inbox, Audit log and API keys;
mark notifications as read;
change your own profile, your language and your second factor, and sign out.

What changes something is not possible. The buttons for it are hidden: there is no Upload, and the tasks, and settings pages such as General, Tags, Workflows, Import assistant, AI recognition, Security and Single sign-on, are hidden until a plan is chosen. Where an action is refused all the same, Acriva says The workspace is read-only until a plan is chosen.

While the workspace is read-only:

emails to its inbox addresses are turned away for good, and the sender’s mail server reports that to the sender. The inbox lists them as Refused: read-only;
no new document is processed and the AI reads nothing. A document that was being processed when the trial ended is still finished;
an import that is running ends; once a plan is chosen, its page says The workspace became read-only. What it had filed until then stays (see Import assistant).

What owners and admins can still do, such as the exports for the accounting and the tax auditor, is listed under After the trial.

The workspace can be edited again as soon as it has a plan. Our team sets the plan: owners and admins select Get in touch on the Subscription page.

A suspended workspace

When a workspace is suspended, nobody can open it: no owner, no admin, no member, no tax auditor and no API key. You can still sign in. In place of the workspace you see the page The workspace “…” is suspended with the text Access is not possible at the moment. Your documents stay stored unchanged and audit-proof.

The page shows:

the support’s Email address and, after Please quote the case, a case number that starts with ACV-S-. Contact support opens a new email to the support in your mail program, with that number in its subject;
Your other workspaces, when you belong to more than one, with a link to each. They work as before;
the language choice and Sign out.

The page names neither the reason nor the day of the suspension. Ask the support about it and quote the case number.

While the workspace is suspended:

Your documents stay as they are. Acriva proposes no deletions. Documents in the recycle bin whose 30 days end during the suspension stay there until the suspension ends; they are deleted with the recycle bin’s next run after that. A deletion that was released before the suspension is still carried out.
Emails to the workspace’s addresses wait at the sender’s. The sender’s mail server is asked to try again later, so an email arrives once the workspace is open again, as long as that server keeps trying, which is usually several days.
Acriva sends no emails for the workspace: no notification, no reminder and no invitation. The notifications inside Acriva are kept and are there when it is open again.
API keys don’t work, and a running import waits.
A trial goes on counting its days.

Our team ends a suspension. Everything works again with the next page you open, a page that is still open shows the workspace again by itself, and a waiting import goes on by itself.