Project archiving is a feature that allows users to "archive" a project, meaning that it is no longer actively worked on or monitored but is still accessible for reference and reporting purposes. This feature is useful for projects that have been completed, discontinued, or put on hold. When a project is archived, certain functionalities will be disabled, as described below.
Prevent Notifications to Go Out for Archived Projects: Notifications can be a distraction for users who no longer need to work on a project. To avoid this, when a project is archived, notifications for that project will no longer be sent out.
Hide Archived Projects in the Dashboards, Approval (Worker, Subcontractor, Check-in Activity: Archived projects should not be prominently displayed on the dashboard or approval pages. To avoid clutter and confusion, when a project is archived, it will be hidden from these pages.
Prevent Workers from Accidentally Joining the Wrong Project: Workers may be confused by archived projects that are still visible but no longer active. To avoid confusion and prevent errors, when a project is archived, workers will not be able to join or request access to that project.
Prevent Workers from Check-in to the Wrong Project: Accidentally checking in to the wrong project can cause confusion and errors in reporting. When a project is archived, workers will not be able to check in to that project.
Prevent Admin from Updating the Project Name, Accessing the Setup, Check-in Code and Delete: Archiving a project means that it is no longer actively managed. To ensure that the project remains in a stable and secure state, admins will not be able to change the project name, access the setup, check-in code, or delete the project.
Add Workers, Exclude Archived Projects: When adding workers to a project, the system will exclude archived projects from the list of available projects. This will help ensure that workers are only added to active projects.
Add Subcontractors, Exclude Archived Projects: When adding subcontractors to a project, the system will exclude archived projects from the list of available projects. This will help ensure that subcontractors are only added to active projects.
Add Admins, Exclude Archived Projects: When adding admins to a project, the system will exclude archived projects from the list of available projects. This will help ensure that admins are only added to active projects.
Add Invitation Code, Exclude Archived Projects: When generating an invitation code for a project, the system will exclude archived projects from the list of available projects. This will help ensure that invitation codes are only generated for active projects.
Project archiving is a valuable feature that helps users manage their projects more efficiently and effectively. By disabling certain functionalities for archived projects, users can avoid confusion, errors, and distractions while still being able to access and report on past projects.
Archiving a Project: To archive a project, follow these steps:
-
Navigate to the project you want to archive
-
Click on the three dots on the right side of the project name
-
Select "Archive Project"
-
A pop-up will appear, confirm the action by clicking "Archive"
-
The project will now be archived and no longer active
Workflow:
-
In Setup, go to Add/edit Projects
-
Select the 3 dots on your projects or divisions to archive the desired project/divisions.
-
A pop-up will show up in order to continue. To archive the project select the “archive button”.
-
To unarchive a project or division select the option to “Unarchive” at the right side of your project.
- A pop-up will show up in order to continue. To archive the project select the “unarchive button”.
- You can include or exclude your archive projects from your add/edit project view by selecting/deselecting the checkbox.
- Projects that are archived will still appear at the bottom of the project list in the worker profile. The administrator will be able to see the date the project was archived as well as the status of the worker at the time of archiving the project.
- Projects that are archived will still appear at the bottom of the project list in the Subcontractors profile. The administrator will be able to see the date the project was archived as well as the status of the worker at the time of archiving the project.
- In projects, the user can include or exclude their archived projects by selecting/ deselecting the checkbox.