Archiving feature in SCC not moving folder to archive workspace

Kam114

I've set up a archiving workflow using an archive checkbox column in our intake sheet through our blueprint. When this criteria is met, the project is supposed to be moved into an archive workspace, the intake row should be freezed, and the entries will be deleted from summary sheets.

However, I notice that the project's folder (with accompanying blueprinted templates) is not moved into the archive workspace, but its record does get deleted from the summary sheets and is frozen in the intake sheet.. Does anyone know why this is happening?

Michelle Choate 2

Hello @Kam114 ! This issue has been found before. Usual reason is: The individual/group completing the archiving process in Control Center and the archived workspace must be the same owner. Is your archived workspace owned by you?

Here is a thread where this was discussed previously -

Archiving Rule in Control Center Not Working As Expected

Lisa Townsend

Dec 17, 2024

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!

https://us.v-cdn.net/6031209/uploads/6J0COJSTRFP6/image.png

https://us.v-cdn.net/6031209/uploads/B3V8EN3I7FHB/image.png

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Michelle Choate 2

Hello @Kam114 ! This issue has been found before. Usual reason is: The individual/group completing the archiving process in Control Center and the archived workspace must be the same owner. Is your archived workspace owned by you?

Here is a thread where this was discussed previously -

Archiving Rule in Control Center Not Working As Expected

Lisa Townsend

Dec 17, 2024

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!

https://us.v-cdn.net/6031209/uploads/6J0COJSTRFP6/image.png

https://us.v-cdn.net/6031209/uploads/B3V8EN3I7FHB/image.png

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Kam114

Michelle Choate 2

Feb 22, 2025

Hello @Kam114 ! This issue has been found before. Usual reason is: The individual/group completing the archiving process in Control Center and the archived workspace must be the same owner. Is your archived workspace owned by you?

Here is a thread where this was discussed previously -

https://community.smartsheet.com/discussion/134313/archiving-rule-in-control-center-not-working-as-expected

Thanks for this Michelle. While I am a system admin, I am not the workspace owner. That's our service account email. I will log into that and test out the archive with a sample project. Thank you!

PSExcellence

You gotta be kidding me. Why in the world would the person running the archiving need to be the Workspace Owner???? We have multiple Coordinators who ALL need to be able to share the responsibility of performing the archiving, and we can't switch who the workspace owner is every time a different person goes to run the archive. This is absurd.