With project management only getting more complex and demanding, platforms like Asana function as a beacon of collaboration, organization, and streamlined productivity. As one of the most powerful and popular project management tools, Asana makes it easier for users to plan, execute, and track projects with ease.
But with time, all the completed and ongoing projects can make the Asana workspace look crowded and confusing. All the clutter can make it challenging for the users to focus on the tasks at hand. To eliminate this inconvenience, Asana offers project archiving functionality.
Archiving and Finding Archived Projects in Asana
The archive section is a repository of completed endeavors and historical records that serve as an invaluable resource for teams striving to learn, improve, and build upon past success. But while it is crucial to know how to archive projects, it is equally important to learn how to find archived projects in Asana.
After all, what good are the archived projects if you’re unable to access them to take inspiration for your future projects? In this detailed post, we’ll help you understand the nuances of the project archiving feature, restoring archived projects, and more, to help you take maximum advantage of this dynamic project management tool.
What is Asana’s Project Archiving Feature?
As your team progresses through various projects, tasks, and milestones, there’ll be an increasing need to maintain a tidy Asana workspace while also preserving a record of completed endeavors. This is where the project archiving feature of Asana comes into the picture.
When a project is completed or becomes temporarily inactive for some reason, archiving allows users to remove it from the list of active projects without deleting it permanently. The separation helps the team prioritize ongoing work while retaining the ability to reference, analyze, or revive archived projects when needed.
How to Archive Projects in Asana?
If you’re searching for how to find archived projects in Asana, you might have already archived projects. But if not, here’s a quick overview of the process-
- Log in to your Asana account
- Locate the project you want to archive from the main dashboard or the left sidebar
- Hover over the project name and you’ll see a three-dot icon
- Click on it to open the project options menu
- In this menu, click on “Archive Project”
- Confirm your selection and the chosen project will be archived
How to Find Archived Projects in Asana?
Now to the main question, how do you access all your archived projects in Asana? There are many different ways to get the desired results. Take a look-
Method 1. Via the Sidebar
The most convenient way to find the archived Asana projects is through the sidebar available on the tool’s interface after you log in to your account. Follow these steps-
- Locate the sidebar on the left side of the screen
- Scroll down and look for the “Archived Projects” option
- Click on this option and a list of all the projects you’ve archived will be made available on the screen
- Choose any of the archived projects and you’ll be redirected to the project page
On the project page, you can check all the tasks, comments, attachments, etc., related to the project. The sidebar method makes it easier for the users to refer to past projects, access relevant information, and review work history without cluttering the workspace.
Method 2. Via the Archive Page
If you want to view detailed information on all your archived projects, you can do so through the archive page. Here are the steps you must follow-
- After logging in to your Asana account, click on the profile icon in the top right corner
- It’ll open a dropdown menu with several options, including “Archived Projects”
- Click on this option and you’ll be redirected to the archived projects page
- On this page, you can see a list of all the archived projects
- Scroll through the list and select any project to view its details
The archived projects page offers a consolidated view of all the archived projects, offering users an instant view of the project’s progress and history. From the archive page, you can also restore archived projects to add them to the list of active projects or permanently delete them if necessary.
Method 3. Via the Search Bar
If you know the exact name of the archived project, you can also find it through Asana’s search bar. Follow these steps-
- Log in to your Asana account and click on the search bar available at the top of the screen
- Enter the name of the archived project
- Based on your search query, Asana will provide a list of relevant results
- If the name of the archived project is correct, the same will be made available in the search results
- Choose the project and you’ll be redirected to the project page
The search bar offers additional options and filters, like tags, due dates, assignees, etc., to help users get the desired results as quickly as possible. If you’re looking for a simple and quick way to find archived projects in Asana, the search bar is the way to go.
How to Restore Archived Projects in Asana?
Now that you know how to find archived projects in Asana, let’s take a look at how to restore archived projects. Let’s say you archived a temporarily inactive project and you need to start working on it again. With the restore functionality, you can move the project from the archive to the active project list. Here’s how to do this-
- Use any of the methods above to find the archived project you want to restore
- When you select the project, you’ll be redirected to the project page
- Look for the three-dot icon in the top left corner and click on it
- This will open a menu with the “Restore” option
- Select this option and the archived project will be moved to the active project list
Once restored, all the collaborators can view all the tasks, attachments, comments, etc., related to the project and start working on it just like other active projects.
Best Practices to Manage Archived Asana Projects
As you might have to refer to archived projects in the future and restore them in some cases, it is essential to manage the archiving process as efficiently as possible. Here are some best practices you should keep in mind-
- Create a systematic naming convention for archived projects to improve searchability, especially in cases where you’ll be having a lot of archived projects. You can include key details like project name, date, or relevant tags in the archive title.
- Regularly review and update the archived projects to ensure the depository remains relevant as the projects evolve.
- In case a project is completed and it won’t be required for historical or reference purposes, you can also consider deleting it permanently to keep the archive section organized.
- When onboarding new team members, provide them with the required training so that they too can conveniently search for the archived projects for reference.
Quickly and Conveniently Find Archived Projects in Asana
The projects your team completes successfully contain plenty of insights that can be very helpful for your future projects. Thus, make a habit of archiving projects so that they can be accessed as and when required. Archiving is also a valuable feature to keep the workspace clutter-free without deleting the projects and losing the related information permanently.
Now that you know how to find archived projects in Asana, follow the steps to conveniently locate the projects you’ve archived and empower your team to learn from the past, make informed decisions in the present, and plan for success in the future.
FAQs
1. What is the project archiving feature in Asana?
The project archiving feature allows you to create a repository of completed or temporarily inactive projects. By moving such projects to the archive section, you can have a clutter-free view of the active projects.
2. How to find archived projects in Asana?
Finding archived projects in Asana is a straightforward process. You can do this through the sidebar, archive page, and even via the search bar.
3. Can I restore archived Asana projects?
Yes, you can restore or reactivate archived Asana projects. Use any of the methods to find a specific archived project, click on the three-dot icon on the project page, and choose “Restore.” The selected project will be moved from the archive section to the active project list.
4. Is archiving a project the same as deleting a project in Asana?
No, when you archive a project, it is moved from an active project section to a separate section. The project data remains preserved and you can view the same as and when required. But when you delete a project, all the associated data is removed permanently.
5. How to search for specific archived projects in Asana?
You can use the search bar at the top of the Asana interface and enter keywords related to the project you’re looking for. Asana will display relevant search results, including archived projects. You can also use filters like tags and labels to search for specific projects.