This feature is available on the following TaskRay Product Editions:
- Starter
- Standard
- Premium
As projects move through their lifecycle, it’s important to keep your TaskRay workspace focused and organized. Archiving completed projects is a best practice that removes them from active TaskRay views while preserving access to project data for reporting and reference in Salesforce.
Projects can also be deleted if necessary. Deletion is a more permanent action and should only be considered for projects that were created by mistake or in other similar cases.
This article walks through how to archive or delete a project in TaskRay, including what happens to the project data and how to retrieve archived content when needed.
Archiving
Archiving a project removes it and its related child records (e.g. task groups and tasks) from active TaskRay views. Archived projects can still be accessed in Salesforce, making them available for historical reference and reporting. Archiving is the recommended approach for maintaining data integrity.
While it is possible to manually archive projects, consider automating the process to eliminate extra steps. For example, an automation can be configured to archive completed projects after a certain timeframe has passed, such as a week or a month. If you would like to set this up, reach out to your internal Salesforce Admin and refer to the following article: Automatically Archiving Projects Using Flow.
Archive a Project
Projects can be archived via their detail panes or through their More Actions menus in the TaskRay app. For context, Archived is a checkbox field on the TaskRay Project object. Therefore, projects can be archived by updating the checkbox field directly.
- Locate the project that you need to archive in the Projects left sidebar. Hover over its name in the sidebar and click on the Project More Actions menu (•••).
- Select Archive Project.
- Click Archive in the confirmation modal.
This will archive the project and remove it from the TaskRay interface. If needed, the project can still be viewed in the standard Salesforce interface and referenced in reports. If the project needs to be unarchived, that can be done by navigating to the project's record page in Salesforce and updating the Archived checkbox to false (unchecked)
Deletion
Projects can be deleted if they were created by mistake or if they and their related records are no longer needed. Deletion of projects will adhere to Salesforce rules regarding permissions and role hierarchy. Note that since deleting projects also deletes their related child records, permissions and role hierarchy rules will apply to the related child records as well.
Deleted projects and related child records will be kept in your org's recycle bin for 15 or 30 days (depending on specific configurations) and can be recovered, if needed, during that timeframe.
- Locate the project that you need to delete in the Projects left sidebar. Hover over its name in the sidebar and click on the Project More Actions menu (•••).
- Select Delete Project.
- Click Delete in the confirmation modal.