3 Simple Steps to Archive a Project Team in Asana

Archiving a Project Team in Asana

Are you looking for a way to preserve your project team’s hard work and ensure that your project’s knowledge and deliverables are accessible in the future? Archiving a project in Asana is an excellent way to do just that. By following these simple steps, you can effectively archive your project team Asana and maintain a valuable record of your project’s history and outcomes.

Archiving a project in Asana offers several key benefits. Firstly, it allows you to free up space in your active workspace, making it more organized and efficient. Secondly, an archived project remains accessible to all team members, enabling them to refer to project details, discussions, and files whenever needed. This can be particularly valuable for future reference or knowledge transfer to new team members. Additionally, archiving a project ensures that your project’s history and outcomes are preserved, providing valuable insights for future projects and decision-making.

To archive a project in Asana, simply follow these steps: Click on the project you want to archive, select the “Actions” menu, and then choose “Archive project.” Once you confirm the archiving process, the project will be moved to the “Archived” section of your workspace. While archived projects are no longer visible in the main project list, they can still be accessed by clicking on the “Archived” tab. Archived projects retain all their tasks, discussions, files, and other project data, making them a valuable resource for future reference.

Step-by-Step Guide to Archiving a Project Team in Asana

**1. Select the Project**

To begin the archiving process, navigate to the Asana project you want to archive. Once you’re in the project view, click on the three dots icon located in the top-right corner of the screen. From the dropdown menu that appears, select the “Archive Project” option.

**Note:** Archiving a project permanently removes it from your active projects list. Archived projects can still be accessed, but they will no longer appear in your main project view.

**2. Assign the Archive Task**

Asana recommends assigning an “archive task” to the project before proceeding with the archiving process. This task serves as a placeholder for any unfinished work or reminders related to the project.

To create an archive task, click on the “Add Task” button within the project. Give the task a descriptive name, such as “Project Archive,” and assign it to the appropriate person or team.

**3. Archive the Project**

Once you have assigned the archive task, you can complete the archiving process. Click on the “Archive Project” option again in the dropdown menu. Asana will confirm that you want to archive the project and ask you to select an archive reason.

Select the appropriate reason from the list provided, then click on the “Archive Project” button to finalize the process. Your project will now be moved to the “Archived” section of Asana.

**4. Access Archived Projects**

Archived projects are not permanently deleted. You can still access them by clicking on the “Archived” tab in the left-hand navigation menu of Asana. Archived projects will be listed in chronological order, with the most recently archived projects appearing at the top.

Benefits of Archiving Project Teams

Archiving project teams in Asana offers several key benefits, including:

Organization and Decluttering: Archiving completed or inactive project teams removes them from active view, streamlining your workspace and making it easier to focus on current projects.
Retention of Historical Data: Archiving preserves project-related information, such as tasks, discussions, and files, allowing you to access it for future reference or knowledge retrieval.
Improved Performance: Asana archives large amounts of data, archiving project teams can improve the overall performance and speed of the platform, especially for organizations with extensive histories.

Considerations for Archiving Project Teams

When considering archiving a project team, there are several factors to take into account:

Project Completion Status: Ensure that the project is fully completed or has reached a natural endpoint before archiving the team.
Data Retention Policies: Review your organization’s data retention policies to determine if archiving meets compliance requirements.
Future Access: Determine if there is a need to access project-related information in the future and whether archiving will provide convenient access to that data.

How to Archive a Project Team

Archiving a project team in Asana involves several steps:

Step	Actions
1	Navigate to the project team you want to archive.
2	Click the “Manage Team” button in the top right corner.
3	Select “Archive Team” from the drop-down menu.
4	Confirm the archiving by clicking “Archive Team” in the pop-up window.

When to Consider Archiving a Project Team

1. Completed Projects

Once a project has been successfully completed, the associated team may no longer be necessary. Archiving the team allows you to preserve the project information while freeing up resources that can be allocated to active projects.

2. Inactive Projects

Projects that are currently not being worked on or that have been indefinitely suspended can be archived. This keeps track of the project without consuming valuable resources that could be directed towards more pressing tasks.

3. Team Reorganization and Restructure

A team may need to be archived when:

Team members move to different roles or departments: When key members leave the team, it may no longer be necessary to maintain an active team for the project.
Project ownership changes: If ownership of the project is transferred to a different team or individual, the original team can be archived.
Project scope or priorities change: If the project’s scope or priorities change significantly, the existing team may not be suitable to continue working on the project. In such cases, archiving the team allows you to create a new team tailored to the updated project requirements.
Mergers and acquisitions: When organizations merge or acquire others, project teams can become redundant. Archiving these teams ensures that project information is retained while eliminating unnecessary duplication.

Planning for Archiving: Preserving Team History and Data

1. Identify Projects for Archiving

Determine which projects are inactive and no longer require active management. Consider factors such as project completion status, team activity, and data relevance.

2. Establish Archiving Criteria

Define clear criteria for project archiving, such as project completion dates, timeframe of inactivity, or specific data retention requirements. This ensures consistency and reduces the risk of prematurely archiving active projects.

3. Communicate Archiving Plan

Inform team members of the archiving plan and provide ample notice. Explain the reasons behind archiving and its impact on project data accessibility. Seek feedback and address any concerns before proceeding.

4. Documentation and Knowledge Preservation

Before archiving, ensure that all relevant project information is properly documented and preserved. This includes project plans, meeting minutes, decision logs, and other critical documents. Consider creating a knowledge base or repository to store this information for future reference. Data preservation strategies may involve exporting data to external storage or maintaining access within the archived environment.

Identifying and Archiving Team Members

Identifying and archiving team members involves the following steps:

1. Identify team members to be archived: Determine the members who are no longer actively involved in the project or are no longer required in the team.

2. Notify team members: Inform the identified members about the plan to archive them and provide them with a suitable timeframe.

3. Confirm member consent: Obtain confirmation from each member that they are aware of the archiving process and agree to it.

4. Transfer tasks and responsibilities: Assign any remaining tasks or responsibilities to other active team members to ensure smooth project continuity.

5. Archive team members: Once tasks and responsibilities have been transferred and member consent has been obtained, you can archive the members from the project. This typically involves removing their access to the project and related resources, such as tasks, discussions, and files. When archiving multiple team members, it may be useful to create a table to track their names, roles, and the date of archiving:

Name	Role	Date of Archiving
John Doe	Project Manager	2023-03-15
Jane Smith	Developer	2023-03-17

Archiving Project Tasks

Archiving project tasks removes them from the active project view while preserving their data for future reference. To archive a task, click the three vertical dots on the task card and select “Archive Task.” You can access archived tasks by clicking the “Archived” tab in the project menu.

Archiving Project Files

When archiving project files, you have two options: moving them to an archive folder or deleting them altogether. To archive files, click on the “Attachments” tab in the project menu and hover over the file you want to remove. Click the three vertical dots on the file card and select “Move to Archive.” Alternatively, you can click “Delete” to permanently remove the file.

Archiving Project Teams

Archiving project teams is a more comprehensive process that involves archiving all project tasks, files, and conversations. This is useful for projects that are no longer active or that have been completed. To archive a project team, follow these steps:

Step	Description
1	Click on the project menu and select “Project Settings.”
2	Scroll down and click the “Archive Project” button.
3	Confirm that you want to archive the project.

After archiving a project, all of its tasks, files, and conversations will be moved to the “Archived Projects” section in the Asana sidebar. You can still access these items, but they will not appear in the active project view.

Maintaining Accessibility to Archived Projects

When a project is archived, it is essential to ensure that authorized individuals can still access it when necessary. Here are some methods to maintain accessibility to archived projects:

1. Set Up Project Access Levels

Before archiving a project, establish access levels for different team members. Decide who should have access to the archived project and set their permission levels accordingly.

2. Create a Shared Folder

Create a shared folder outside of Asana where project files, documents, and resources can be stored. This ensures that authorized individuals can access these materials even after the project is archived.

3. Use Project History View

Asana’s Project History View provides a detailed record of all project activities. Archived projects retain their history view, allowing users to access past discussions, comments, and attachments.

4. Designate a Project Archivist

Appoint a designated project archivist responsible for maintaining access to the archived project and providing assistance to authorized individuals who need it.

5. Export Project Data

Export the project’s data, including tasks, comments, and attachments, to a file format such as CSV or JSON. This allows users to import the project data into another system or store it for future reference.

6. Create a Project Archive in Asana

Asana offers the option to create a project archive within the platform. This provides a dedicated space where archived projects and their associated data can be stored and accessed by authorized users.

7. Leverage Third-Party Tools

Integrate with third-party tools that offer enhanced archiving capabilities. These tools can provide additional features such as version control, document management, and advanced search functionalities.

Utilizing Reporting and Analytics after Archiving

Once a team archive has been created, you can use Asana’s reporting and analytics features to gain insights into the project’s performance and identify areas for improvement.

Custom Reports

Custom reports allow you to create personalized reports that track specific metrics, such as task completion rates, project duration, and workload distribution. This can help you understand how the project was executed and identify any bottlenecks or inefficiencies.

Dashboards

Dashboards provide a visual overview of key project metrics, making it easy to monitor progress and identify trends. You can create custom dashboards or use Asana’s pre-built templates to track important information.

Task Reporting

Task reporting provides detailed insights into individual tasks, including completion status, time spent, and dependencies. This can help you identify any tasks that took longer than expected or experienced delays, allowing you to improve task management processes.

Workload Reporting

Workload reporting shows how tasks are assigned and distributed among team members, highlighting any potential bottlenecks or imbalances. This information can help you optimize team capacity and prevent burnout.

Pipeline Reporting

Pipeline reporting tracks the progress of tasks through different stages of the project workflow. This can help you identify any areas where tasks are getting stuck or delayed, allowing you to improve project flow.

Activity Logs

Activity logs provide a chronological record of all actions taken in a project, including task creation, updates, and comments. This can be useful for auditing purposes or for identifying any issues that may have occurred during the project.

Historical Data

Asana retains historical data even after a project has been archived. This allows you to access and analyze project data at any time, providing valuable insights into past performance and areas for future improvement.

Export Options

Asana allows you to export reporting and analytics data into various formats, such as CSV, PDF, and JSON. This flexibility enables you to easily share insights with stakeholders or integrate the data into other systems for further analysis.


Custom Reports	Create personalized reports to track specific metrics.
Dashboards	Visual overview of key project metrics for easy monitoring.
Task Reporting	Detailed insights into individual tasks, including completion status and time spent.
Workload Reporting	Highlights task distribution and potential bottlenecks.
Pipeline Reporting	Tracks task progress through project stages, identifying any delays.
Activity Logs	Chronological record of all project actions for auditing purposes.
Historical Data	Access past performance data anytime for insights and improvement.
Export Options	Easily share or integrate reporting data in various formats.

Best Practices for Archiving Project Teams

1. Determine Archival Criteria

Establish clear criteria for determining when a project team should be archived. This could include factors such as project completion, inactivity, or strategic realignment.

2. Communicate Archiving Decision

Inform all team members of the decision to archive the project team. Provide ample notice and explain the reasons for archiving.

3. Notify External Stakeholders

Inform any external stakeholders who may be affected by the project team’s archiving, such as clients, vendors, or partners.

4. Archive Project Data

Safely store all project-related data, such as documents, tasks, and discussions, in a designated archive location.

5. Create an Archival Record

Document the project team’s activities, outcomes, and lessons learned. Create a formal archival record for future reference.

6. Assign Archival Responsibility

Designate a responsible individual to oversee the archiving process and ensure ongoing maintenance of the archive.

7. Restrict Access to the Archive

Limit access to the archived project team data to authorized individuals on a need-to-know basis.

8. Monitor the Archive

Regularly review the archived project team data to ensure its integrity and remove any outdated or unnecessary information.

9. Considerations for Teams with Sensitive Data

Security Measures	Additional Considerations
Encryption	Classify and encrypt sensitive data before archiving.
Access Control	Implement access controls to restrict unauthorized access to archived data.
Data Destruction	Establish procedures for securely destroying sensitive data when no longer required.
Legal and Regulatory Compliance	Review applicable laws and regulations to ensure compliance with data retention and disposal requirements.

Troubleshooting Issues with Project Team Archiving

When archiving a project team in Asana, you may encounter issues if:

The project team is still associated with active tasks. Move or delete these tasks before archiving the team.
The project team has open discussions. Archive or close these discussions to proceed.
The project team has members who are still assigned to tasks. Remove these members from the tasks or reassign them to other team members.
The project team has dependencies on other project teams. Resolve these dependencies before archiving the team.
The project team is referenced in custom fields. Remove the references to the team from these fields.
The project team is used in rules or automations. Deactivate or update these rules and automations to exclude the archived team.
The project team is linked to a portfolio. Remove the team from the portfolio or archive the portfolio along with the team.
The project team has files attached. Download or move these files before archiving the team.
The project team has integrations that rely on it. Disconnect these integrations or manually adjust their settings to exclude the archived team.
You do not have sufficient permissions. Ensure that you have “Admin” or “Owner” permissions for the project team to archive it.

How to Archive a Project Team in Asana

As your team and projects evolve, there may come a time when you need to archive a project team in Asana. Archiving a project team will remove it from your active projects list and make it read-only. This can be useful for projects that are no longer active or that you need to keep for reference.

To archive a project team, follow these steps:

Click on the project team that you want to archive.
Click on the “Configure Project” button in the top right corner.
Select “Archive Project” from the menu.
Confirm that you want to archive the project team.

Once you have archived a project team, it will no longer appear in your active projects list. However, you can still access the archived project team by clicking on the “Archived Projects” tab in the left sidebar.