When projects are complete or put on hold, you may want to consider archiving or deleting them. This helps keep your project list up-to-date so you can focus on active projects.
Archiving a project allows you to retain historical information so nothing will be lost; in turn, this improves the accuracy of your reports by only collecting data from projects that are currently active.
Only participants on the Providers team with Project Administrator permissions can archive a project. Clients are not allowed to archive a project, no matter their permission level; they are only allowed to save a PDF of the project's Activity Feed.
How to Archive and Unarchive a Project
- Click Projects on the left-side nav bar. If the project you'd like to archive doesn't appear in the Recent Projects section, click All Projects and locate the project from the Project List table on the Projects page.
- Once you select the project you'd like to archive, click on the Actions (“ ”) icon in the header (located to the right of the project name); the resulting drop-down menu includes an option to Archive Project.
- Once archived, a project's access changes to View Only for all participants. View Only projects are indicated by a tag that appears under the user Settings drop-down menu on the right-hand side of the main Mavenlink app bar; this menu can be found under your name and profile picture.
- You can always unarchive a project from the Actions (“ ”) drop-down menu (located to the right of the project name) by selecting Unarchive Project.
How to Set Projects to Auto-Archive
In Mavenlink's General Settings, you can set your projects to automatically archive if they've had no activity after a specified number of months. Projects can be archived automatically after 1 to 12 months; alternatively, you can turn off automatic archiving by selecting Disabled.
How to View Archived Projects
- Click Projects on the left-side nav bar.
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Hover over Projects on the left-side nav bar and click All Projects to open the Project List tab.
- On the Project List tab, click the Configure Columns drop-down menu and select Archived to add the archived column to the Project List table.
- Next, locate the Archived column in the Project List table.
Note: If your table has several active columns, you may need to scroll right to find the Archived column.
- Once you find the Archived column, click the filter (“ ”) icon to the right of the column name to open the Filter drop-down menu.
- In the Filter drop-down, select Archived and then click Apply.
- The Project List table is now filtered to show only archived projects.
Deleting a project can be performed by a Project Administrator, regardless if they belong to the Providers or Clients team. Keep in mind that you can only delete "non-financial" projects. A project is considered "financial" if it contains active financial information such as a budget, invoices, time entries, or expenses. Also, you can not delete a project if it contains tasks or participants other than yourself.
Mavenlink doesn't allow you to delete "financial" projects because doing so would remove information that originated from the project and compromise the accuracy of your reports. However, when a project is archived, the data remains intact; meaning that information from these projects can still be used to produce accurate reports.
How to Delete a Project
- Click Projects on the left-side nav bar. If the project you'd like to delete doesn't appear in the Recent Projects section, click All Projects and locate the project from the Project List table on the Projects page.
- Once you select the project you'd like to delete, click on the Actions (“ ”) icon in the header (located to the right of the project name).
- If you are the only one left in a project that has no financial information, then the option to Delete Project appears in the drop-down menu.
In other words, all other participants must first be removed and the project must have no active financial information. Once something fiscal (e.g., invoicing) has occurred, a project can only be archived as it is now a "financial" record.