How do I archive a workspace after I've completed a project?

Mary Harris · 12/02/15

I still want to have access to the information but I'd like to store it somewhere out of immediate view after the project is complete.

J. Craig Williams · 12/02/15

Mary,

We did not solve this at my company before I left.

But we were talking about it.

It depends on several factors. I'd have to reconstruct a lot of my thinking on this.

Here's some questions to ask yourself (not exhaustive):

1. What triggers the archiving? Time or some event (end of warranty?)

2.Are there persons that have access to the original data (like customers or consultants) that will need (or not) access to the archive?

3. Who needs access to the archived data? Are there multiple groups with different needs?

4. How is your data organized? All in one workspace? No workspace, just sheets?

5. Is there some data that should not be archived at all (lessons learned maybe?)

We discussed creating a workspace "Archived Projects" and moving the items there.

And doing that for several different groups - the engineers, the project managers, business development, finance.

I'm looking forward to other comments.

Craig

J. Craig Williams · 12/03/15

Also, this article

https://www.smartsheet.com/blog/tips-support-don’t-delete-archive-your-sheet

talks about archiving too.

The second tip about saving as a Template, since Templates don't count as sheets, is pretty handy.

My original answer was based on wanting to keep the data searchable from within Smartsheet.

Craig

Mary Harris · 12/07/15

Thank you, once the project is over it just clutters up my workspace are to scroll through older projects. I'll take a look at your suggestions on template.

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How do I archive a workspace after I've completed a project?

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