Best Practice for Archiving Projects and Removing the Sharing from Workspace level

edited 12/09/19 in Smartsheet Basics

Hello! We have just started archiving projects. The Project Managers do not want to see the workspaces after they have been archived. but we do want to keep them somewhere. What is the best practice for "un-sharing" the workspace with the PM so it no longer appears on their home screen? i do not see that option in the Control Center. it removes sharing at the folder and sheet level, but not the workspace level. We could always  go in individually but when you archive 50 projects that can take awhile.



  • IanN
    IanN Employee

    Hello Kronos,

    I understand you're using the Project Archiving feature in Control Center. When setting up the Archive workflow, you should have the option to keep Archived Projects in the same Workspace or to Move them to a new Workspace. You could use the latter to move Archived projects into and then have that have a more limited pool of folks that are shared to it. Additionally, you could have the same people shared to it, but just make sure that Projects are moved to the new workspace. That will ensure the Active Projects folder isn't cluttered up with finished items. 

    Just so you know there are other options as well to Archive items from the Intake Sheet and the Summary Sheet (if you're using those). Those would be on the next page of options. You could choose to use those if you don't want archived projects cluttering up the current Intake and Summary Sheets. 

    If you run into any problems while utilizing those options, please submit a ticket to our Support team and we'll be happy to assist:

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