Has anyone ever archived their data in Workfront? | Community
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mmcgovern
Level 3
November 10, 2020
Question

Has anyone ever archived their data in Workfront?

  • November 10, 2020
  • 2 replies
  • 839 views

Our Workfront instance is integrated with Salesforce and every year we archive a portion of our Salesforce instance to save on space. We'd like to lock any Workfront record, with a corresponding archived Salesforce record, from being updated since it could poses issues and create errors in our integration.

Has anyone ever worked through this issue before? If so, what did you do?

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    2 replies

    Doug_Den_Hoed__AtAppStore
    Community Advisor
    Doug_Den_Hoed__AtAppStoreCommunity Advisor
    Community Advisor
    November 11, 2020

    Hi Mike,

    This might be possible by (carefully) revoking permissions, but I invite you to instead consider our Workfront Snapshot solution which makes it possible for you to back up your own Workfront data in a self serve and downloadable fashion, then use results for conversion, archival, or advanced analytic reporting purposes.

    Regards,

    Doug

    M
    mmcgovernAuthor
    Level 3
    November 11, 2020
    Thanks Doug. Unfortunately, we need a streamlined solution tied directly to Workfront. We expect this effort to involved archiving between 5000 and 7500 records annually and in one flow, so revoking permissions may be too time-intensive. Mike McGovern Deloitte Services LP Tel/Direct: +1 571 970 7297 www.deloitte.com
    Doug_Den_Hoed__AtAppStore
    Community Advisor
    Doug_Den_Hoed__AtAppStoreCommunity Advisor
    Community Advisor
    November 11, 2020

    Hmm...in that case, Mike...

    What if, instead, you were to create a group within Workfront tied to each Fiscal Year (e.g. FY2019, FY2020, etc.), grant such groups to all new users each year (by convention), assign each "eventually archived" Project to the appropriate group (e.g. FY2019), and then at the end of the year, simply remove the appropriate group from all users other than those who might need careful access for auditing purposes (perhaps even a special "Audit" user with Access Levels restricting it from making any data changes)?

    Regards,

    Doug

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