Archiving Projects
Learn how to archive projects for long-term storage in YAPL.
Archiving Projects
Archiving is a soft-delete operation that moves projects to long-term storage, removing them from active lists while preserving all data for historical reference.
Archive vs Cancelled: Archiving is not a project status—it's a storage operation. Use Cancelled status for projects that won't proceed. Use archiving for completed projects you want to store for records.
Why Archive Projects
Archive projects to:
- Reduce clutter - Keep active project lists manageable
- Preserve history - Maintain records for compliance or reference
- Free up limits - Archived projects don't count toward tier limits
- Mark completion - Clearly indicate finished projects
When to Archive
Consider archiving when:
- Project is permanently complete
- No further work expected
- Historical record is sufficient
- Active reference no longer needed
Archive only when you're certain the project is complete. Restoring archived projects has limitations.
How to Archive a Project
Step 1: Open the Project
- Navigate to Projects
- Click on the project to archive
Step 2: Access Archive Option
Find the archive option in one of these locations:
- Project overview actions menu
- Project settings page
- Status change dropdown
Step 3: Confirm Archive
- Click Archive or Archive Project
- Review the confirmation dialog
- Click Confirm to proceed
Archive Effects
Immediate Changes
| Aspect | Effect |
|---|---|
| Visibility | Hidden from default views |
| Project limits | No longer counted |
| Team access | Preserved but limited |
| Data | Fully preserved |
Archiving does NOT change the project status. A Completed project that gets archived is still in Completed status—it's just hidden from default lists.
Data Preservation
All project data is preserved:
- Project information
- Plans and tasks
- Resource assignments
- Activity history
- Team assignments
Access Changes
After archiving:
- View access typically maintained
- Edit access restricted
- New content creation blocked
- Historical data readable
Viewing Archived Projects
Finding Archived Projects
Archived projects are hidden by default. To view them:
- Navigate to Projects
- Find the filter or status toggle
- Select Show Archived or filter by Archived status
- Archived projects appear in list
Archived Project Indicators
Archived projects display:
- Archive icon or badge
- Different styling (often muted)
- "Archived" status label
Archive vs. Delete
| Action | Data | Can Recover |
|---|---|---|
| Archive | Preserved | Yes, with limitations |
| Delete | Removed | No |
YAPL uses archiving instead of deletion for projects. This preserves your data while removing active clutter.
Restoring Archived Projects
How to Restore
Archived projects can be restored by workspace owners:
- Navigate to Projects
- Enable Show Archived filter
- Find the archived project
- Click Restore in the project actions
Restoration Notes
- Restored projects return to their original status
- All data is preserved during archive period
- Contact workspace owner if you need a project restored
Archive Retention
How Long Are Archives Kept
Archive retention varies by subscription tier:
| Tier | Retention Period |
|---|---|
| Trial | 30 days |
| Basic | 30 days |
| Professional | 365 days |
Data Retention Policy
- Archived data is automatically deleted after the retention period
- Export important data before archiving if long-term storage is needed
- Professional tier provides extended 1-year retention for compliance needs
- Contact support for specific retention requirements
Archive Best Practices
Before Archiving
- Verify completion - Ensure all work is done
- Review metrics - Capture final statistics
- Export if needed - Save important data externally
- Communicate - Inform team of archive
Organizing Archives
- Use consistent naming for easy reference
- Complete project information before archiving
- Add final notes to description
- Ensure project is in Completed status before archiving
Regular Maintenance
- Review projects periodically for archiving
- Don't let stale projects clutter active lists
- Archive in batches during cleanup
Archive and Project Limits
How Archiving Helps
| Tier | Active Limit | With Archives |
|---|---|---|
| Trial | Unlimited | N/A |
| Basic | 5 active | Archive excess |
| Professional | Unlimited | N/A |
Example: Basic Tier
If you have 5 active projects and need another:
- Complete a project
- Archive the completed project
- Create new project (now within limit)
Permissions
Who Can Archive
| Role | Can Archive |
|---|---|
| Workspace Owners | Yes |
| Team Leads (assigned) | Yes |
| Team Members | No |
| Team Viewers | No |
Archive Restrictions
Projects can be archived from these statuses:
- Planning
- On Hold
- Completed
- Cancelled
Projects cannot be archived if:
- Status is Active (complete or cancel the project first)
- No archive permission
- Required conditions not met
Troubleshooting
Cannot Archive Project
"You don't have permission"
- Only Leads and Owners can archive
- Verify your team role
"Cannot archive at this time"
- Check for pending operations
- Verify project status allows archive
Archived Project Not Visible
- Check filter settings
- Enable "Show Archived" option
- Verify project was successfully archived
Need to Work on Archived Project
- Archived projects have limited editing
- Create a new project for new work
- Reference archived data as needed
- Contact owner for restoration options
Related Topics
- Project Lifecycle - Status management
- Project Settings - Configuration
- Creating Projects - New projects
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