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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 (and Unarchive) a Project

Navigate to the project you'd like to archive. In the header, click on the Actions (“   ”) icon located to the right of the project name; the resulting drop-down menu includes an option to Archive Project.

Archive-Project.png

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.Archive-View-Only.png

You can always unarchive a project from the Actions (“   ”) drop-down menu (located to the right of the project name) by selecting Unarchive Project.

Archive-Unarchive-project.png

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 certain number of months. Projects can be archived automatically after 1 to 12 months; alternatively, you can turn off automatic archiving by selecting Disabled.

After-Auto-Archive-Projects-3.png

Deleting a Project

The ability to delete 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.

Warning: Deleting a project is permanent and can not be undone. If you accidentally delete a project, you will need to re-enter all relevant project information. It can not be restored.


How to Delete a Project

If you are the only one left in a project that has no financial information, then the option to Delete Project appears in the Actions (“   ”) drop-down menu (located to the right of the project name).Delete-Project.png

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.

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. 
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