Project Management Office (PMO)
Project Management Office (PMO)
Connect with peers in Project Management Office (PMO) functions to share Smartsheet solutions, questions, ideas, and best practices that will enable your organization to work better, at scale.
PMO Template-- Archiving Projects
I have begun setting up/ using the PMO template. I am wondering if there is a way to archive old, completed projects so my project-level folder stays organized but the data is still available. Thanks
Answers
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What is the overall structure? I personally use an "Active Projects" workspace and an "Archive" workspace and move the individual project folders as needed (click and drag or archiving through Control Center depending on the exact setup).
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Hi @Paul Newcome, We are working through setting up the structure of how we want to use PMO. Currently, I am adding our large projects into this format, but we have not officially moved over to using this template yet. My thought is to have an "active", "on hold", and "completed/ archived" folder.
My only concern with creating folders like this is that once I put a project in the folder, I can't seem to move it out of the folder/ it does not give me the option to drag or move it elsewhere.
We do not have control center.
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@Paul Newcome ----I figured it out:) Still getting the whole Smartsheet functionality down... Thanks for your help.
I put a screenshot for any other newbie's that may need help.
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You do have to be owner of the item(s) as well as the location you are trying to move it to.
I generally use separate workspaces so I can create more efficient reports for my dashboards and whatnot. If you are referencing an entire workspace in your report, new sheets are added to the report automatically as they are added to the workspace. This is not the case when you are referencing a folder.
This will allow you to create (pretty easily) portfolio level reporting because you can filter on sheet names such as "sheet name contains metrics" to group all active projects' metrics sheets together into a report, group by lower level such as region, then use the reports summary features to show your aggregated metrics across all active projects.
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@Paul Newcome Hi Paul! A quick question as I am contemplating this at the moment. If we move completed project folders out of a Client's Workspace and place it in an Archived Workspace does that break any links or anything? Noting that we don't have Control Center.
Thank you!
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@melissalk It won't break any cell links or cross sheet references, but it could remove sheets from reports if those reports are referencing workspaces. If the report is referencing the sheet directly, it will not be removed from the report.
Is there some more specific scenario you need clarification on?
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@Paul Newcome this totally answers our concerns. Thank you so much!
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I preface my project name with "Active" "Inactive" and "complete". keeps everything in the same folder with active projects on top. It was the path of least resistance for me.
