Archiving Projects
When a project is complete, archiving keeps your workspace tidy while preserving all the important records. Archived projects move out of your active view but remain accessible when you need them.
When to archive a project
Consider archiving when:
All tasks are complete
Deliverables have been handed over
Final invoicing is done
Project documentation is finalised
No further work is expected
Benefits of archiving
Cleaner workspace
Focus on active work
Reduce clutter in project lists
Easier to find current projects
Preserved records
All data remains intact
Time entries still accessible
Documents still stored
Full history maintained
Better reporting
Separate active from historical
Cleaner metrics for current work
Historical data for analysis
How to archive a project
From the project page
Go to Projects and open your project
Click Settings or the project menu
Select Archive Project
Confirm the action
From the project list
Go to Projects
Find the project to archive
Click the menu icon (three dots)
Select Archive
Confirm
Bulk archiving
Archive multiple projects at once:
Go to Projects
Select multiple completed projects
Click Bulk Actions
Choose Archive
Confirm
Before you archive
Complete final tasks
Ensure everything is wrapped up:
All tasks marked complete
Time entries logged
Final status update posted
Lessons learned documented
Review documentation
Make sure records are complete:
Key documents attached
Important notes captured
Contact information recorded
Handover notes written
Close out financials
If tracking budget:
Verify all time is logged
Record final expenses
Generate final reports
Complete invoicing
Team communication
Let everyone know:
Post a final update
Thank team members
Share achievements
Note any follow-up items
What happens when you archive
Project access
Removed from active project list
Available in archived projects view
All data remains intact
Can still be viewed and searched
Team access
Team members retain view access
New tasks cannot be added
Time cannot be logged
Comments can still be added
Data preservation
Everything is kept:
Task history
Time entries
Documents
Comments and updates
Milestones and progress
Viewing archived projects
Finding archived projects
Go to Projects
Click Filters
Select Show Archived or Archived Only
Browse your archived projects
Searching archives
Use the search bar
Include archived projects in search
Find historical project data
Restoring archived projects
If you need to reactivate:
Find the archived project
Open the project
Click Restore or Unarchive
Project returns to active status
Consider restoring when:
Additional work is needed
Project is revived
Archived by mistake
Archiving vs deleting
Archive | Delete |
Data preserved | Data removed |
Can be restored | Cannot be undone |
Available for reports | Lost from system |
Recommended approach | Use with caution |
Recommendation: Almost always archive rather than delete. Preserved records are valuable for reference, reporting, and compliance.
Project lifecycle
A typical project journey:
Planning — setting up the project
Active — work in progress
On Hold — if temporarily paused
Completed — all work finished
Archived — stored for records
Archiving best practices
Regular cleanup
Schedule periodic reviews:
Monthly: review completed projects
Archive those truly finished
Keep active list manageable
Consistent timing
Archive at natural endpoints:
Project completion
End of quarter
After final invoicing
When client signs off
Document before archiving
Capture important information:
Project outcomes
Lessons learned
Key contacts
Future recommendations
Tag for easy retrieval
Add tags before archiving:
Client name
Project type
Year
Outcome (success, cancelled, etc.)
Tips for archiving success
Don't rush — ensure the project is truly complete
Preserve records — capture everything important first
Communicate closure — let stakeholders know
Archive regularly — don't let completed projects linger
Know how to restore — in case you need to reactivate
Archiving closes the loop on completed work — keep your records safe while focusing on what's ahead.