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Archive Programs,Portfolios, Etc.

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Level 8

21-06-2017

It would be great if there was a way to archive old programs and portfolios that we are not currently using/doing business with. It would really help keep our system clean and accurate. We have so many old programs that it becomes messy. For example, we have "2015 incremental", "2015 retainer", "2015 investments", etc under one single portfolio. We no longer use the 2015 programs since we are in 2017 now. We still want to be able to see the history of these programs and clients and projects, just want a way to archive them or deactivate them. Would also be nice to have the ability to reactivate them if we need to use them again. Similar to how you can deactivate and reactivate an employee. Would be nice for Admin users to have the ability to "clean up" and audit our information in Workfront.

43 Comments

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Level 2

28-09-2018

We created a Retired portfolio to move inactive or programs no longer in use into. Create the portfolio, the add "existing" program for the program to move into the Retired portfolio. You can also move it back if needed, and you don't lose data. 😉

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Level 7

01-10-2018

Does it still show in search results though? We're currently struggling mostly with teams that can go away, but if I remove the team (therefore the assignment) there is no record of who worked on an item and I dont want to lose that.

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Level 2

01-10-2018

As long as you include the portfolio name (Retired... in our case) in your search. This was the primary reason we went this route. Moving the program allows historical data to be accessible and not lost.

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Level 2

12-10-2018

Another consideration... We would love to be able to view programs in a calendar report so that we could look at a yearly overview. Without an end date, programs would persist on the calendar forever.

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Level 2

02-11-2018

We need to devise a process how the data is stored and archived in Workfront because of the GDPR requirements. I don't want to delete any data because you never know what you will need in 5 years but for the GDPR Officer you need to demonstrate how the data is managed, and when not in use how it is archived. Even though theGDPR legislation covers only users personal data, we would benefit from an archivining process for other objects in Workfront (Projects, custom forms, requests, portfolios, programmes etc)

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Level 1

21-11-2018

Very much needed! I've been given the task of cleaning up WF and I feel like I'm in a mine field of what I can touch and clean up without affecting something in the past. I absolutely hate the messiness of it! I don't understand why there isn't a way to at least export this data.

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Level 10

26-11-2018

Nicole - I totally agree with your comments - it is like a mine field. I have concluded that I really cannot clean up most things in Workfront because it will impact all open & closed projects. My preference would be to archive & not delete.

The best I can do is to take away sharing & possibly rename with a code, like starting the name/title with 'zz' moves it to the bottom of my list. (ex: programs, custom forms, custom fields, milestone paths, job roles, etc.)

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Level 3

06-12-2018

I've been looking through this thread since we are just now wrapping up our first year with Workfront. I can't believe this isn't a standard feature yet. We use portfolios to correspond with SOWs so moving projects into an "Archive Portfolio" would totally mess up the way we currently categorize our projects. With the new year about to start, it would be really nice to have a way to declutter without 1) losing all of the project/portfolio/client data or 2) having to come up with some convoluted work around that still has the potential to disorganize all of our 2018 work. I've worked in multiple other project management systems over the years and this is the first system to not have archiving as a standard option. Ideally, this archive feature could work on all levels since there are also going to be clients we are not longer working with in 2019.

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Level 3

25-02-2019

Good news! We have been looking into this and are starting to work on it. We are still putting together full documentation for the changes, but you will have the ability to mark most things referenced in this post and comments here as "Inactive". This will cause that those items no longer show up in your drop down and certain type ahead fields for use. This will create a cleaner interface for your users.

We will be adding this feature to the system with a patch release that happens on the night of Wednesday, March 6th, (mountain time).

Documentation for this new feature can be found here: https://support.workfront.com/hc/en-us/articles/360018813534

Thanks!