TrackfoldTRACKING OPTIONS / GUIDE
Bulk archive tracking options in Xero
Finish a project without leaving its options in every new transaction dropdown. Archive a reviewed set, and keep the previous status for undo.
Review the current list first
Open your organisation’s tracking settings in Xero and check the category and option names. Check your Xero menu for the current location; this guide does not assume a particular screen layout. Avoid deleting names just because they are old: an option may still be used on transactions.
Use Trackfold
- Connect Xero and choose the organisation.
- On Options, filter Category, Name contains and Status ACTIVE. Tick the options to archive.
- Choose ARCHIVE and Preview changes. Check the before and after states.
- Type ARCHIVE and the displayed count, then Run changes.
- Download result CSV. Use Undo changes within 30 days when you need the previous state.
What the job changes
Archive changes Status to ARCHIVED; restore changes it to ACTIVE. The option keeps its ID and name. Trackfold does not delete categories or rewrite transactions. Use Refresh list to read the current options before another job.
Read every result
DONE means the resulting option state was read back. SKIPPED means the original changed or the change was stopped. FAILED means the request was refused. NEEDS_REVIEW means the result could not be established safely; check in Xero before starting another job. Only successfully changed options use your plan allowance.
Undo restores previous Name and Status for 30 days after completion, provided the option still matches the job result. New options are deleted on undo, or archived if they have been used since. Xero only archives options that have been used; a never-used option can only be deleted. Deleted options cannot be restored. Archive options when you want a reversible change.
API evidence and limits
As of 25 Oct 2026, Xero’s official API description documents reading TrackingCategories including archived entries, POST Name/Status updates, option creation through PUT and deletion through DELETE. Tracking Categories documentation gives a 100-character name limit and recommends 100 options per category for performance. The recommendation is not a verified hard cap.
New options are created with a category batch request, and Xero’s refusal of an in-use option is handled as described here; both were checked on Xero’s Demo Company on 29 October 2026. Do not treat automated stand-in results as live verification.
Up to 5,000 data rows per file, 4,000,000 UTF-8 bytes and 2,500 changed options per job. Exceeding a limit causes an explicit error; rows are never silently cut off. Jobs pause for Xero limits and resume when the allowance is available. Disconnecting removes encrypted undo details.
Questions
Can I undo this?
Undo restores previous Name and Status for 30 days after completion, provided the option still matches the job result. New options are deleted on undo, or archived if they have been used since. Xero only archives options that have been used; a never-used option can only be deleted. Deleted options cannot be restored. Archive options when you want a reversible change.
What are the file and job limits?
Up to 5,000 data rows per file, 4,000,000 UTF-8 bytes and 2,500 changed options per job. Exceeding a limit causes an explicit error; rows are never silently cut off.
