Archiving Workspace folders

Tina Slaton

Is there a way to archive folders in Workspace I no longer need in the Workspace drop down?

JamesR

Tina

Right mouse button on the folder and keep all formatting and adat and save it ito an Archive master folder or an archive Workspace.

 

Think about the content before you do this if you have linked cells.  You may need to not keep links

 

James

Andrew Grant

Are sharing permissions retained for a folder archived in this way

JamesR

Andrew,

 

No they are not.  Whomever undertakes the action will become the Owner and no other shares will be kept.

 

James

Tina Slaton

When I right click on the Workspace folder there is no option to "keep formating and data". 

JamesR

 

Are you the owner of the workspace or and admin with a licence. If so then you should be able to do this.  if you are an editor or viewer you will not.

 

James

J. Craig Williams

Tina,

 

Be aware that those 'archived' sheets are still sheets counting against your account limit. I convert my archived sheets to Templates.

This keeps the data, but does not count them as sheets.

The Search function also searches in templates.

 

Craig

JamesR

Good tip Craig. Maybe should not have told Smartsheet 

J. Craig Williams

James,

 

Travis is the one that tipped me off, back when I only had 10 sheets to my name. 

Oh, I hope that doesn't him in trouble. 

 

Craig

Travis

Converting sheets to templates is a great tip that we are happy to share! No one is getting into trouble 

Tina Slaton

I'm still have problem doing this.  Can someone post step by step instructions on how to do this.  I've tried multiple ways and even tried to find it on YouTube and in the Help Videos.

 

Thanks in advance!

Kennedy Stomps

Hi Tina-- To confirm, are you looking to save the sheets in the folder as templates (won't count against your sheet count) or just to remove folders of inactive sheets from active Workspaces?

 

If you aren't worried about your sheet count, you can locate the folder you want to move out of the Workspace, then click and drag the folder either to a new "Archive" workspace or to your main Sheets folder. This won't officially deactivate the sheets in any way, but can help clear out completed or outdated sheets and folders from active workspaces.

 

If you are limited by a sheet count, you might consider instead saving the sheets in the folders as Templates, using these steps. You can then delete the original sheets. These templates can be placed either in a Workspace or in your Sheets folder for future reference, if needed. Let me know if you still have any questions on this.

Tina Slaton

Hey Kennedy,

 

I am with a custom home building compny and we make each project/house a Workspace.  Once the project/house is complete/sold, I want to put that project/house in Folder or Workspace labeled "Completed Projects". I don't want to delete the project so we can refer back to it if we need to.  Our list of Workspace folders is getting really long has both completed & on going projects.  I tried the the drag & drop method you mentioned, but I will not let me. I guess I will have to do the Template method.  I will let you know if I need further help.

 

Thanks Much