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Archiving allows you to hide old work from your default work views so you and your team can simplify what needs to be looked at and focus on what’s most important.
Archiving is easy. Simply click the three dots beside the desired ticket/task and select Archive from the menu. When archiving an individual ticket or task the item is moved from its original project into an ‘archival project. An archival project is a special project, versioned by year which contains individually archived tickets or tasks.
If you archive a whole project then that project itself will become archived as well as all the items within it.
Now that we’ve archived some stuff, How do we go back and see our archived work?
Well, to view an archived project, navigate to the project scope selector at the top of your views side panel. Click the tag in the scope menu. This side panel will open where you can select which projects will appear in the scope menu. Let’s choose to display archived projects. As you can see, the scope menu now reflects the choice I made here. We can then proceed to select the project or portfolio scope to view in the menu. For example we can now view all archived projects or a specific archived or archival project. Once selected, the grid will update with the scope selection. This allows us to view the work we’ve archived whenever we want to look back.
When in this scope we can also un-archive our work.
If you would like to un-archive any tickets/tasks/projects, make sure you are viewing archived as we just went through.. Beside the desired item, Click the three dots by the item you wish to unarchive and click Unarchive. The item will be restored to its original project. If the project has been deleted, the restored item will be moved to Outside of Projects. If the folder that the item was originally in has been deleted then the item will be placed at the end of the project.
Archival Projects that contain your individually archived items, and are called ‘archived project by year’. These archival projects cannot be un-archived.
Next let’s discuss automations for archiving. In a new account there is an automation which archives old resolved tickets. Go to administration > Automation Center and locate automation A15.This default automation archives tickets that are in a finished state and have not been modified in more than 30 days. If you want you can modify this automation. If you do not have this automation create a new automation. And select it to run on tickets, add filter last modified date older than 30 days and lifecycle state is finished. The trigger condition is every day, meaning the automation will check for the above condition every day. For the action select ‘change archived’.
If you have any questions reach out via live chat or support @onedesk.com
Thank you