Can you hide archived versions of projects?

[Kelly]

Hello,

I have created a version in Project Server called 'Archived'.

Ideally, I would like to hide these versions from our users, so an archived
version doesn't appear in their list of projects in Project Web Access.

I would also like to hide the archived projects from the list of available
project to open in Project 2003.

Is this possible?

Many thanks

 

[Reid McTaggart]

You can hide the Archived versions in PWA by defining your views to filter
for Version not equal to Archive.

-Reid

 

[Reid McTaggart]

Woops... let me clarify:

You can define an Enterprise Project Outline Code named, say, "Archived" and
with a choice of Yes or No for inputs.

Before saving a project as an Archived version, set this field to Yes.

Define the Project Center views to filter for projects on which the Archived
field value equals No.

-Reid

 

[Kelly]

That's great. Thanks!

One last question if you don't mind?

When you save a project as archived it creates a new version of the project,
but it keeps the orignal as published. What I really want to do is just
archive the old projects completely so that nobody can see them at all (well
only in a view set to show archived projects anyway). Is this possible, as it
doesn't seem to allow you to delete published projects and keep archived ones.

Many thanks.

 

[Reid McTaggart]

Sure! It's even easier to hide projects (as opposed to Versions of
projects). Just follow the steps I gave you, but don't bother saving a
Version.

If you already have an Outline code tha you're using to indicate the status
of the project (e.g., Proposed, Approved, Active, On Hold, Completed,
Archived), you can use that field as a filter in the Project Center views.

Reid McTaggart
(e-mail address removed)
Alegient, Inc.
Microsoft Certified Partner
Project Server Experts

 

[Sam]

Found in Microsoft Documentation:

---------------------------------------------------------------
To archive project plans, follow these steps:
1. Create a new Project Server account that is named Archive. To do this,
follow these steps:
a. Log on to Project Web Access as an administrator.
b. Click Admin, click Manage users and groups, and then click Add User.
c. Click the Project Server authentication, using a logon name and password
option, and then type Archive in the User Account box. Complete all the
required fields, and then click Save Changes.

2. Create a new security category that is named Archive category. To do
this, follow these steps: a. In Project Web Access, click Admin, click
Manage security, and then click Add Category.
b. In the Name box, type Archive category.
c. In the Available users and groups box, click Archive, and then click Add.
d. In the Set Permissions with Template list, click Project Manager, and
then click Set Permissions with Template.
e. In the Projects: Select the projects that users in this category can
view section, click the Only the projects indicated below option, and then
list the plans that you want to archive.

Note If you want to see these project plans in Project Center, add views to
this category.
f. Click Save Changes.

3. Assign all the old plans to this project manager. To do this, follow
these steps: a. Open the plan by using the Archive account in Microsoft
Office Project Professional 2003.
b. Click Resources.
c. In the Resources pane, click Add columns of custom information.
d. In the Add columns pane, click Book Type, and then click Insert this
Field.
e. For all the resources, click Proposed in the Booking Type column. This
will remove the tasks from the user Timesheet views.

4. Republish the plan in Project Professional 2003. To do this, follow these
steps: a. Click Collaborate, point to Publish, and then click Republish
Assignments.
b. Clear all options except the Become the manager for these assignments
option.
c. Click OK, and then close the plan.

By following these steps, you will set up the category so that only the
Archive account can view the plan. This method will remove the project plans
from the Project Center views and from the Resource Center views. These plans
will continue to be reported in the OLAP cube.