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Archive and Delete Projects

 

Archiving a Project

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 a Project

  1. Hover over Projects in the left navigation and select the desired project.
  2. In the project workspace, click the Actions (“   ”) icon to the right of the project name.
  3. In the drop-down that appears, select Archive Project.Archive-Project.png
  4. The project is archived and a project's access changes to View Only for all participants.

How to Unarchive a Project

  1. Hover over Projects in the left navigation and select the desired project.
  2. In the project workspace, click the Actions (“   ”) icon to the right of the project name.
  3. In the drop-down that appears, select Unarchive Project.Archive-Unarchive-project.png

How to Set Projects to Auto-Archive

In 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 in the drop-down menu.

After-Auto-Archive-Projects-3.png

How to View Archived Projects

  1. Click Projects in the left navigation.
  2. 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.Configure-Columns-Drop-Down.png
  3. Next, locate the Archived column in the Project List table. If your table has several active columns, you may need to scroll right to find the Archived column.Projects-List-Show-Archived.gif
  4. Click the filter (“   ”) icon to the right of the Archived column name to open the Filter drop-down menu.
  5. Select Archived and then click Apply. The Project List table is now filtered to show only archived projects.
    Archived-Drop-Down.png

Deleting 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 cannot delete a project if it contains tasks or participants other than yourself.

Kantata 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.

Note: A Project Administrator has the ability to remove all other participants from the project except for Team Leads. If this happens, designate the Project Administrator as the Team Lead and then continue to remove all remaining participants from the project before deleting. 
Warning: Deleting a project is permanent and cannot be undone. If you accidentally delete a project, you will need to re-enter all relevant project information as it cannot be restored.

How to Delete a Project

  1. Hover over Projects in the left navigation and select the desired project.
  2. In the project workspace, click the Actions (“   ”) icon to the right of the project name. The Actions drop-down appears.
  3. Select Delete Project.Delete-Project.png
    Note: The Delete Project option only appears if you are the only remaining project participant and the project has no financial information.

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