Archiving Rule in Control Center Not Working As Expected
I have several completed projects located in an intake sheet that I would like to archive. I created an archive rule for projects with a status of "Ready to Archive" to move to a separate workspace. I also checked other freeze & disable features for items. When I tested one project, the only thing that worked correctly was the status in my intake sheet was changed to "Archived".
I expected the archived project toolkit (sheets, dashboards, etc.) to move to the a separate workspace, remove/disable items and freeze & lock summary sheets but that doesn't appear to have worked either. Below is my Archive Summary and Archive Log which doesn't appear to have any errors/warnings.
Before I submit a ticket to Smartsheet, I thought I would ask in this forum with hopes to resolve this issue.
Thank you!
Answers
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UPDATE…The freeze & lock summary sheets appears to work. However, the completed project doesn't move to the correct workspace that I designated in my archiving rule. That's my major concern. If this doesn't work, I will have to manually move each completed project to the new archive workspace which is not ideal.
If I don't receive any advice from this group, I'll submit a support ticket.Thanks!
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It should move to the workspace that you delegated. I would recommend submitting that support ticket.
Michelle Choate
michelle.choate@outlook.com
Always happy to walk through any project you need help with! Book time with me here: https://calendly.com/michelle-choate
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Thank you for your response @michelle.choate. I did designate the project to move to a separate workspace but the archiving still doesn't work properly. I will submit a support ticket with Smartsheet.
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I find lots of features in Control Center to be slow and buggy and only partially work. The archiving is one of them.
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@Lisa Townsend - checking on your post to see if the process is working for you now, or if you have to create a support ticket and not resolved yet. I am in the process of creating an Archive process (as you have) for our environment and going through as much learning material as possible before building.
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@AWentz — Thanks for checking back! I created a support ticket. I needed to ensure the archived workspace was owned by the same individual/group doing the archiving process. This is key as I didn't realize it when I started the archiving process, nor saw this in any archiving documentation. Once I realized the archive workspace was owned by an individual, we tried changing the ownership but ran into another issue.
Hence, a 2nd ticket was opened. The support group offered a few options but neither worked for my situation so I ended up creating a whole new archive workspace. I had to manually move all previously archived projects to the new workspace. Once I created the new archive workspace, archiving worked good.
Lessons Learned: The individual/group completing the archiving process in Control Center and the archived workspace must be the same owner. Also, I only archived 5-8 projects at a time. Otherwise, the timing of the archive process takes very long.
I hope this helps with your Archive process documentation!
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Thank you for the quick response and additional detail. I wouldn't have expected that either, considering Workspace and the owner. Thanks for providing the archive "time process" as well, we typically archive hundreds of projects a year….not sure how this will work.
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You're welcome and good luck!
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