Overview

Archiving of Smart quotes and projects is permanent and cannot be undone.

Why archive projects?

Projects can take up a lot of disk space, and their overall volume might eventually become an issue.
When a project is closed and delivered, you might not need the files to be available immediately anymore. Sometimes, you are required to secure the files so they are unavailable to project managers who were not involved in them.
Project archiving will move files from closed projects to different locations so that they are no longer accessible through the user interface but can still be reached by administrators of your XTRF instance. Additionally, they will be zipped to minimize disk space usage and password-protected for increased security.
Once the files are moved to a different location, you can delete them, secure them further, or move them to another storage space. Therefore, you can fulfill some specific obligations towards your clients without deleting the projects.

What can be archived?

Archiving only affects project and quote files.

Projects in status Closed and Canceled.
Quotes in status Rejected.

When you archive a project, the associated quote in Approved status also becomes archived. However, you cannot archive Approved quotes on their own; you must archive the related project instead.

What happens upon archiving?

Once a quote or a project is archived, the Archived label is displayed next to the status in Smart projects.

In Classic projects, a panel will be displayed at the top of the page.

After you archive a quote or project, its status cannot be changed, but you can still modify the basics, including finances, internal notes, and custom fields.

Archiving of Smart quotes and projects is permanent and cannot be undone. Classic projects can be dearchived.

How to access the files after they are archived

The path to the archived files is created according to the Project Archive Directory settings from the Configuration menu > Templates > Directories (for details, see the https://help.xtm.cloud/xtrf/home-portal/configuration-menu/en/directories.html). You can modify this path if you host XTRF on your own server.

If you manage your own XTRF server, you can explore the filesystem independently. You can also use the SFTP protocol.
If your XTRF is on-cloud, you can only access the archived files using the SFTP protocol. If you do not have it enabled, contact the XTRF Support.

Files are stored in a password-protected ZIP file.

In Smart projects

Go to the Files card and click the Show Archived Files Location button.

A popup with the archive location and password will be displayed.

In Classic projects

Open the project and click this password link.

A popup with the archive location and password will be displayed.

Do not attempt to delete files from archived projects manually. After deleting the files, no one will be able to dearchive the project and add any further feedback.

Archive projects and quotes manually

You can archive projects and quotes from within a specific project or quote or from the Quotes and Projects browsing views.

Anyone with user rights to DELETE projects and quotes can perform archiving. For details, see the https://help.xtm.cloud/xtrf/home-portal/configuration-menu/en/user-groups-and-rights.html.

From within a quote (rejected) or project (closed or canceled)

Smart projects and quotes

Open the project or quote in question.
Click the icon in the top right-hand corner.
Click the Archive button.
In the popup, confirm the archiving.

Classic projects and quotes

Open the project or quote in question.
Scroll down to the bottom of the page and click the Archive button.
In the popup, confirm the archiving.

From a browsing view

Locate and select a specific canceled or closed project or rejected quote.
Regular users can archive only a single project or quote at a time. Only the Administrator user (see the https://help.xtm.cloud/xtrf/home-portal/configuration-menu/en/administrator-tab.html) can archive several projects or quotes at once.
Click the icon next to the Delete button above the list of projects or quotes.
Click the Archive button.
In the popup, confirm the archiving.

Automate archiving with a Periodic Job

The guide below applies to XTRF on-premise instances. For on-cloud instances, contact the XTRF Support.

XTRF comes with a predefined Project and quote archiving periodic job that archives all closed projects and rejected quotes after 30 days. You can stop, start, or edit this periodic job according to your needs.

Go to the Configuration menu > Integration > Periodic Jobs.
Locate the Project and quote archiving periodic job and open it in edit mode.
Configure the periodic job to your needs:
1. (Optional) Run the archiving of Classic and Smart projects and quotes independently, using the Classic and Smart checkboxes.
2. (Optional) Set a different time threshold for archiving in the Archive Projects and Quotes section/
3. (Optional) Reschedule the job in the Execution Configuration section.
Click the Run Periodically button.