Need Help to Archive Completed Projects Offline

I have an Individual account that only allows 10 active projects. I would like to be able to archive completed projects offline and preserve the task notes, attachments, formatting, etc. I was hoping to find a best practice on this for SmartSheets.

I wasn't able to find any information on this in the forum or with a few Google searches.

I would assume other people run into this problem, especially individual Project Managers or freelancers after they start completing projects consistently.

Any help from the community would be greatly appreciated!

Thanks.

Best Answer

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi @David Nakamura

    You can request a backup to a Zip file, but there are a couple of things to be aware of. (see the article and below for details)

    There might also be a 3rd party solution if this option isn't enough.

    More info.


    What a Backup Contains

    A backup consists of a ZIP folder containing the following:

    • Excel (.xlsx) files of the data from each sheet that you requested to have backed up. If your sheets contain comments, those will be captured on a separate Comments tab in each Excel workbook.
    •  
    • A folder containing any images that you included inline in your sheet. (For more information about inline images, see the article Adding Images to Grid View.)
    •  
    • A folder containing any attachments that were uploaded directly to your sheets from a computer or mobile device (note that attachments from online sources such as Google Drive, OneDrive, Box, Dropbox, Evernote, Egnyte, or URL are not included in the backup).

    Reports and Smartsheet Dashboards cannot be backed up at this time. (You can export a report to save a copy of it. For information about exporting, see the article on Exporting Sheets & Reports from Smartsheet.)

    Tips for Using the Backup

    Not all formatting will be preserved in the Excel file. So you may need to reapply formatting such as word wrap (the Wrap Text command in Excel).

    If your sheet includes hierarchy (indenting or outdenting to create subtasks), the rows will be similarly grouped in outline format in the exported Excel file. Click the + (plus icon) to the left of the row numbers in Excel to expand any collapsed rows to reveal their subtasks.

    For more information about using hierarchy in Smartsheet, see Hierarchy: Indenting & Outdenting Rows.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

Answers

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    Answer ✓

    Hi @David Nakamura

    You can request a backup to a Zip file, but there are a couple of things to be aware of. (see the article and below for details)

    There might also be a 3rd party solution if this option isn't enough.

    More info.


    What a Backup Contains

    A backup consists of a ZIP folder containing the following:

    • Excel (.xlsx) files of the data from each sheet that you requested to have backed up. If your sheets contain comments, those will be captured on a separate Comments tab in each Excel workbook.
    •  
    • A folder containing any images that you included inline in your sheet. (For more information about inline images, see the article Adding Images to Grid View.)
    •  
    • A folder containing any attachments that were uploaded directly to your sheets from a computer or mobile device (note that attachments from online sources such as Google Drive, OneDrive, Box, Dropbox, Evernote, Egnyte, or URL are not included in the backup).

    Reports and Smartsheet Dashboards cannot be backed up at this time. (You can export a report to save a copy of it. For information about exporting, see the article on Exporting Sheets & Reports from Smartsheet.)

    Tips for Using the Backup

    Not all formatting will be preserved in the Excel file. So you may need to reapply formatting such as word wrap (the Wrap Text command in Excel).

    If your sheet includes hierarchy (indenting or outdenting to create subtasks), the rows will be similarly grouped in outline format in the exported Excel file. Click the + (plus icon) to the left of the row numbers in Excel to expand any collapsed rows to reveal their subtasks.

    For more information about using hierarchy in Smartsheet, see Hierarchy: Indenting & Outdenting Rows.

    Would that work/help?

    I hope that helps!

    Be safe and have a fantastic week!

    Best,

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    Did my post(s) help or answer your question or solve your problem? Please help the Community by marking it as the accepted answer/helpful. It will make it easier for others to find a solution or help to answer!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.

  • @Andrée Starå - This is exactly what I was looking for. Thank you for your contribution. Happy holidays!

  • Andrée Starå
    Andrée Starå ✭✭✭✭✭✭
    edited 12/18/20

    @David Nakamura

    Excellent!

    You're more than welcome!

    Happy holidays!

    SMARTSHEET EXPERT CONSULTANT & PARTNER

    Andrée Starå | Workflow Consultant / CEO @ WORK BOLD

    W: www.workbold.com | E:[email protected] | P: +46 (0) - 72 - 510 99 35

    Feel free to contact me for help with Smartsheet, integrations, general workflow advice, or anything else.