Archiving Workspaces

Janie Walton · 11/15/16

We have just started using Smartsheet to manage our IT Programme. Each project has its own Workspace. I am just investigating the best approach to archiving projects when a project has closed. We will need access to view the project information from time to time but would not want the Workspaces to clog up the current Programme.

Reading around the topic on posts on the community my current approach is:

Create a folder within my Workspace to include all sheets.
Save all sheets as Templates as I believe there is a limit to the total number of sheets allowed
Move this folder over to an Archive Workspace which has View only permissions for everyone apart from myself and one other.

This will work, although is quite a manual process. So my questions are:

Does this seem like the most sensible approach or is there an easier way ?
Are there any roadmap plans to add an archive process to remove the need to save as Templates ?

Thanks in advance!

Karen Hacker · 11/15/16

You should use the backup feature for this. Right-click on the workspace and request a backup. You will receive a link from the SS team with access to a zipped up version of your data. I have just started playing with this, but as I understand it, you can schedule these backups as well as requesting on demand. I am getting ready to close down a few projects in the next few weeks, so the time is coming up for me to get this process nailed down. Let me know how it goes for you!