Project Archive
Archive projects to hide them from active views while preserving history. Control access based on user roles.
What is Project Archive?
- definition: Archive projects to remove them from active project lists while keeping all historical data intact
- access control: Only owners and program managers can view and edit archived projects
- automatic filtering: Archived projects are excluded from pending reports and all active views
- reversible: Projects can be unarchived to restore full data and access
Why use Project Archive?
- clean up active lists: Hide completed or inactive projects without losing any data
- preserve history: All status reports, plans, and kanban boards remain accessible
- focus on current work: Keep your active project list focused on what matters now
- control access: Project managers and members are automatically redirected away from archived projects
How to archive a project
- Go to the Projects page in your workspace
- Find the project you want to archive
- Click the Archive button (or use the project menu)
- Confirm the archive action in the dialog
- The project disappears from your active project list immediately
Viewing archived projects
- archived tab: Switch to the "Archived" tab on the Projects page to see archived projects
- who can see: Only owners and program managers can access the archived tab
- project managers: Cannot view archived projects; if they try to access one, they'll be redirected
Unarchiving a project
- Go to the Projects page and switch to the Archived tab
- Find the project you want to restore
- Click Unarchive (or use the project menu)
- The project immediately returns to your active project list
What happens when a project is archived?
What you'll see
- removed from active lists: Project disappears from active project tabs immediately
- moved to archived tab: Project appears in archived tab (if you're an owner or program manager)
- pending reports hidden: Archived projects no longer appear in pending status reports
- automatic redirects: Project managers and members are redirected away if they try to access archived project pages
What stays the same
- status reports: All historical status reports remain accessible to owners and program managers
- plan builder data: All plan data, tasks, and snapshots are preserved
- kanban boards: All kanban tasks and boards remain intact
- project settings: All project configuration is preserved
What happens when you try to access an archived project
- as project manager or member: You'll be redirected to the Projects page
- as owner or program manager: You can access the project and see an archived banner
Examples:
- Try to open Kanban board for archived project → Redirected to Projects page
- Try to open Plan Builder for archived project → Redirected to Projects page
- Try to submit a report for archived project → Redirected to Reports page
Program-level archive
When a program is archived
- all projects hidden: Projects in archived programs are treated as archived for project managers and members
- same access rules: Only owners and program managers can view projects in archived programs
- individual archive still works: You can still archive individual projects within an archived program
How program and project archive work together
- project archived: Project is archived regardless of program status
- program archived: Project is effectively archived even if not explicitly archived
- both archived: Both project and program are archived (most restrictive)
Examples
Example 1: Archive a completed project
- You finish a project and want to clean up your active list
- Click Archive on the project
- Project disappears from active tab
- Switch to archived tab → project appears there
- All historical data is still accessible
Example 2: Project manager tries to access archived project
- Project manager has a link to an archived project's Kanban board
- They click the link
- They're automatically redirected to the Projects page
- They can't see the archived project in any view
Example 3: Unarchive a project
- You need to restore a project that was archived
- Go to Projects page → Archived tab
- Find the project and click Unarchive
- Project immediately appears in active tab again
- All data is restored and accessible to everyone
Example 4: Program archive affects projects
- A program is archived
- All projects in that program are hidden from project managers
- Project managers are redirected if they try to access these projects
- Owners and program managers can still see and access everything
Tips & Troubleshooting
Project not appearing in archived tab?
- check your role: Only owners and program managers can see archived projects
- verify you're on the right tab: Make sure you're on the "Archived" tab, not the active tab
- refresh the page: Try refreshing to see the update
Can't archive a project?
- check permissions: You need owner or program manager role to archive projects
- check the UI: Archive button may be hidden if you don't have permission
- contact your workspace owner: Ask them to archive the project for you
Project still visible after archiving?
- refresh the page: Try refreshing to see the update
- check which tab you're on: Make sure you're looking at the active tab
- verify it was archived: Check the archived tab (as owner or program manager) to confirm
Can't access an archived project?
- check your role: Project managers and members cannot access archived projects
- this is expected: You'll be redirected away from archived projects automatically
- need to see it?: Ask an owner or program manager to unarchive it, or to view it for you
FAQ
Can I archive a project that has active status reports?
Yes. Archiving a project immediately excludes it from pending reports, but all historical reports remain accessible to owners and program managers.
What happens to pending reports when a project is archived?
Pending reports for archived projects are automatically removed from your pending reports list. Project managers and members will no longer see these projects when checking for pending reports.
Can I unarchive a project?
Yes. Owners and program managers can unarchive projects from the archived tab. Unarchiving immediately restores the project to active lists and makes it accessible to everyone again.
Do archived projects still appear in reports history?
Yes. For owners and program managers, archived projects still appear in submitted reports history. The archival only affects pending reports and active project lists.
Can I archive a program?
Yes. When a program is archived, all projects within that program are effectively archived for project managers and members, even if individual projects aren't explicitly archived.
What's the difference between archiving a project and archiving a program?
Archiving a project affects only that specific project. Archiving a program affects all projects within that program. Projects can be archived individually even within an archived program.
Can project managers see archived projects?
No. Project managers cannot view archived projects. They are redirected away from archived project pages and cannot access the archived tab.
Will my changes sync across devices?
Yes. When you archive or unarchive a project, the changes appear immediately across all your open browser tabs.
Last updated: 2025-11-05