Project Management Context
Archiving projects rather than leaving them active preserves data integrity and significantly reduces operational clutter across your portfolio. When finished initiatives are archived, real-time reporting does not get distorted, active resource tracking is not skewed, and cognitive fatigue is lessened for project teams navigating dashboards. Moving a closed project to archive status preserves its historical record, while establishing a clear operational boundary that signals team members to reallocate their time and focus strictly to live deliverables.
- Content Templates can also be archived.
- The Archive Project option does not display for users with no edit access to Project Settings.
- Activation and deactivation actions are removed from archived project settings.
How to Archive a Project and its Child Records
- In the project's Status tab, change the Project Status value to Completed or Cancelled and click Save at the top of the screen. Without one of these status values the Archive Project option will not appear for the project.
- Select the Charter tab and click the Settings and Actions link.
- Select the Actions tab.
- In the Archive Project section click Archive.
- Click Confirm.
- A completion message displays - click Confirm.
- The project and its child records are archived and put into read-only mode.
How to Restore an Archived Project and its Child Records
- Select the project's Charter tab and click the Settings and Actions link.
- Select the Actions tab.
- In the Restore Project section click Restore.
- Click Confirm.
- A completion message displays - click Confirm.
- The project and its child records are no longer archived and are taken out of read-only mode.
Views and Dashboards
Projects and their associated child records such as issues, risks, etc., are removed from standard reports while remaining accessible in dedicated archive views and dashboards.
There are views and dashboards to distinguish Archived projects from non-archived projects.
Views
- Click the Projects link in the main navigation.
- Select Archived Projects from the view drop-down.
Power Apps Dashboards
- Click the Reporting link in the main navigation.
- Select Archived Projects from the dashboard drop-down.
Power BI Dashboards
Archived projects are not included in the following Power BI dashboards:
- My Work - Power BI
- This can be toggled in the Filters panel
- Portfolio and Projects - Power BI
- This can be toggled in the Filters panel
- Resource Utilization - Power BI
