Project Archive
Manage completed and archived projects
Project Archive
The Project Archive stores completed projects that are no longer actively managed but retain their data for reference, reporting, and historical analysis.
Understanding Project Archiving
What is Archiving?
Archiving moves a project from the active list to a separate archive:
- Preserves all data - Participants, submissions, and statistics remain intact
- Read-only access - Cannot modify archived project data
- Removes from active views - Keeps your active project list clean
- Retrievable - Can be restored if needed
When to Archive
Archive projects when:
- The Erasmus+ activity has concluded
- All participant data has been collected
- Final reports have been generated
- No further modifications are needed
- The project end date has passed significantly
Accessing the Archive
Navigate to Archive
- Go to Projects in the sidebar
- Click on "Archive" tab or link
- You'll see all archived projects
Archive Layout
The archive page shows:
- Archived projects table - Similar to active projects list
- Search and filter - Find specific archived projects
- Restore option - Return projects to active status
- Export tools - Download archived project data
Managing Archived Projects
Viewing Archived Projects
Click on any archived project to view:
- All original project details
- Participant information
- Carbon footprint data
- Activity history
- Reports and statistics
Note: Archived projects are read-only. You cannot:
- Edit project details
- Add or remove participants
- Modify carbon data
- Change project dates
Searching the Archive
Find specific archived projects:
- Search by name - Type in the search box
- Filter by year - When the project occurred
- Filter by location - Where it took place
- Sort by date - Most recent or oldest first
Exporting Archived Data
Download data for external use:
- Select the archived project
- Click "Export" button
- Choose format (CSV, PDF, JSON)
- Download the file
Export includes:
- Project metadata
- Participant list
- Carbon footprint calculations
- Submission timestamps
Restoring Projects
When to Restore
Restore a project from archive when:
- You need to make modifications
- Additional data needs to be added
- The project timeline was extended
- It was archived by mistake
How to Restore
- Find the project in the archive
- Click "Restore" button
- Confirm the restoration
- Project returns to active status
After restoration:
- Project appears in active project lists
- Can be edited and modified
- Participants can submit data again
- All original data is preserved
Archive Best Practices
Regular Archiving
- Archive promptly - After project completion
- Monthly review - Check for projects to archive
- Quarterly cleanup - Ensure archive is organized
- Annual audit - Review archive for obsolete data
Data Retention
Consider keeping archived projects for:
- Grant reporting - Required documentation periods
- Historical analysis - Year-over-year comparisons
- Audit purposes - Compliance and verification
- Knowledge sharing - Reference for future projects
Organization
- Consistent naming - Even in archive, clear names help
- Add completion notes - Before archiving, document outcomes
- Export key reports - Save final reports separately
- Tag important projects - For easy retrieval
Archive vs Delete
When to Archive
✅ Archive when:
- Project is complete
- Data may be needed later
- For historical records
- Grant requirements
- Future reference
When to Delete
⚠️ Delete when:
- Created by mistake
- Test project
- Duplicate entry
- Data is incorrect and unusable
Warning: Deletion is permanent and cannot be undone.
Troubleshooting
Can't Find Archived Project
If a project doesn't appear in archive:
- Check the active projects list
- Verify you're in the correct organization
- Check if it was deleted instead of archived
- Use search with different terms
Restore Button Missing
If you can't restore a project:
- Verify you have Owner or Employee permissions
- Check if the project is actually archived
- Ensure you're viewing the archive page
- Contact an Owner for assistance
Export Fails
If export doesn't work:
- Check your internet connection
- Try a different format
- For large projects, export may take time
- Contact support for data extraction
Archive Statistics
Organization Overview
The archive provides insights:
- Total archived projects - Lifetime count
- Archive by year - Projects per year
- Total historical CO2 - Cumulative emissions
- Participant history - Total unique participants
Reporting
Generate archive reports:
- Annual summaries
- Multi-year comparisons
- Trend analysis
- Carbon footprint history
Related Topics
- Project List - View active projects
- Project Details - View individual projects
- Create Project - Start new projects
- Dashboard - Organization overview