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Archive workspaces

Sameer Karkhanis
Sameer Karkhanis ✭✭✭✭✭✭

Add feature to archive a workspace (without breaking any references within or outside the workspace) so that it is either moved under Archived folder or through appropriate implementation is hidden from other workspaces (but can be accessed if needed)

22 votes

Idea Submitted · Last Updated


  • Paul Newcome
    Paul Newcome ✭✭✭✭✭✭

    What would be the purpose of archiving a workspace, or are you just wanting to be able to create almost like a group of workspaces that can be collapsed from view?

  • Each of our projects has a workspace set up for it in Smartsheet with a core set of sheets and dashboards and also a sub folder containing the reports that feed into the project dashboard. When a project is completed we would like to be able to move the project workspace into an already created 'Archived Projects' workspace so that it then becomes folder within the 'Archived Projects' workspace with sub-folders within it and allowing the individuals that were shared to the original project workspace to retain access to it in it's changed status as a folder. The workaround provided by Smartsheet support is to create a folder within the project workspace, move everything in the workspace into the folder and then click and drag that folder into the 'Archived Projects' workspace. This will be time consuming due to the number of projects we have that are completed / due to complete soon and with the large number of items within the project workspaces. This ideas request is to be able to move a workspace into a workspace. Thank you!

  • It would be better if there is a way to archive a Smartsheet workspace after a project has been done, without breaking the links and workflows in the reports.

  • Paula Grahame
    Paula Grahame ✭✭✭✭

    Would love to see an enhancement that incorporates some level of archiving. I am noticing that as our company continues to grow within the platform and is using it for more and more efficiencies every single day - Something that comes along with that is more and more workspaces / sheets / reports shared to us all (on top of the already numerous ones we are using.)

    Those of us in the thick of the Smartsheet here have such a large cascade of Workspaces that even searching is becoming daunting due to the nature of our work and keeping things cohesive - Similar named sheets - things being rebuilt / saved as new annually (I.E. Each item has a subfolder for 2020, 2021, 2022, 2023, 2024... and will continue to expand each year).

    Would love to see a feature that would allow a user to toggle a sheet, folder or workspace to "archive mode" - keeping the items live and always accessible to them if necessary, but when in archive mode - the item does not populate as an option in the Data Mesh or formula range selection panes. (If I'm working on a 2024 item - I don't need to see all of those numerous historical items populate when meshing or inserting formula ranges.)

  • was a resolution ever found? I'm currently trying to create the Automated WF in Control Center to archive projects.

    As expressed above, each project has its own workspace, the sheets, dashboards and reports are in a folder within that workspace. We've created another workspace called "Archived Projects". The WF seems to run successfully, it locks the rows, disables the cell links, removes the sharing, but it is not moving the project folder to the Archive Project workspace. We are getting the error code 1006 Failed to move folder to archive workspace, but nothing else. No clear reason why.