Archiving projects
Projects receive the Archived status automatically after the number of days specified in the project Settings tab have passed. When creating or editing project templates or projects, use the Settings tab to specify the project completion configuration and the project archival configuration.
About this task
What operations can be performed on projects which have the Archived status?
To learn more about the operations you can perform on projects which have the Completed status or the Archived status, consult this topic.
How will current projects be completed or archived after February 2024?If you have projects which were completed more than 1 year before the general availability of the Archived-project feature, you cannot change the default values (90 days) which RWS will automatically populate in the Complete and Archive sections of the project Settings.
How does the completion counter work?
The completion counter starts after the project is started. For example, if you set a project to complete 30 days after its start date, then for a project which is started on the 1st of March, the completion date will be the 31st of March.
How does the archival counter work?
The archival counter starts after the project is marked as Completed. For example, if you set a project to archive 30 days after its completion date, then for a project which is completed on the 31st of March, the archival date will be the 30th of April.
What is the default number of days after which a project is set to Completed status and Archived status automatically?
The default number of days after which projects are automatically completed is 90 days.
The default number of days after which projects are automatically archived is 90 days.
What is the minimum number of days after which a project can be set to Completed status and Archived status automatically?
The minimum number of days after which projects are automatically completed can be set at 1 day.
The minimum number of days after which projects are automatically archived can be set at 1 day.
What is the maximum number of days after which a project can be set to Completed status and Archived status automatically?
The maximum number of days after which projects are automatically completed can be set at 365 days. If you set the value at 365 days, you cannot extend the completion interval after the 365 days have passed.
The maximum number of days after which projects are automatically archived can be set at 365 days. If you set the value at 365 days, you cannot extend the archival interval after the 365 days have passed.
Where can I specify the completion and archival intervals from?
The number of days specified in the fields can be changed in a project template (and will be applied to all projects using that template), in a project at project creation, in a project after the project is created, and in a Completed project.
Are there any restrictions when using custom workflow templates in projects that receive the Archived status?
If a custom workflow template is used in a workflow included in an Archived project, you can deactivate the custom workflow template even without deleting the project. Just make sure that the workflow template is used ONLY in Archived projects. If the workflow template is also used in at least one project that may have the New, In Progress, or Completed statuses and in several Archived projects, the workflow template cannot be deactivated.
Procedure
- Open the Settings tab of a project template or project.
- Under Complete > Auto-complete duration (days), specify the number of days after which a project is completed automatically. The default number of days is 90.
- Under Archive > Auto-archive duration (days), specify the number of days after which a project is archived automatically. The default number of days is 90. The system does not allow you to specify a number of days that will lead to an archival date set today or in the past.
- Under Reminder, specify how many days before you want the system to notify you that your project will be archived. The minimum number of days that can be set is 1, while the maximum number of days that can be set is the same as that specified in the Auto-archive duration (days) field. The default number of days is 7.