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How do I archive completed projects?

Once a project is at 100%, how do we remove that from the main project page and store the completed (100%) project in an archived state?

Brian Ashley Answered

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Please clarify, what is the main project page? Tell us a bit more about your structure. And do you want to do this using the API? If not, I'll move this question to the forum for general questions.

Casper Fabricius 0 votes
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By main page I am referring to the page that displays the projects we are working on, accessible by clicking the "projects" icon. We have a few at 100%  and was not sure if there was a way of archiving them for future reference.

Brian Ashley 0 votes
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Nb. I have moved this discussion to the general Podio forum as it doesn't relate to the Podio API.

Brian, what you can do is modify the Projects app to add a category field called 'Status' and give it two options 'Active' and 'Inactive'. Read more about building apps here (there are video too): https://help.podio.com/forums/20999563-building-apps 

Then you can create filters to only show projects marked as active. Podio remembers your last used filter so you don't have to click back and forth all the time. There's a video introduction to filters here: https://help.podio.com/entries/21713277-using-filters-and-reports 

Andreas Haugstrup Pedersen 0 votes
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Is it possible to use the filters then in app references, so I won't get archived items when I have to choose from another app...?

Johnny Ganer 0 votes
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I am wondering this too! We have a projects app that gets referenced in several other apps. Once the project is done, are we going to have to create the Active and Inactive category field for all of those apps?

Suzanne Yada 0 votes
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I don't understand the logic in the inability to archive a badge items vs. the entire app.  There are lots of things you may want to archive within an app, but not the sum total of the app.

Kristi L Burns 0 votes
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It would be very very nice, if we could use filters in app reference fields...

That way we can filter out the options relevant for choice..

Johnny Ganer 0 votes
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"It would be very very nice, if we could use filters in app reference fields"

Great idea Johnny. I hope the Podio team add more functionality to the app design features like this. I understand the need to keep the typical user workflow/interfaces simple but more complexity for anyone managing apps would be welcomed.

James Bryant 0 votes
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We to would really like to archive projects and deliverables once they are finished. It's getting  a bit crowded otherwise...

Henriet van der Molen 0 votes
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+1 to this idea, Would love to have an 'Archive' option for every app, that way every app can have items archived, for example, old projects, old clients, old leads, old quotes... almost everything has a use for archive functionality.

Luke Peek 0 votes
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I'm having the same issue as Johnny... I'm just trying out Podio at the moment and created and app for designs asked for a given client... but if we've asked, say 25 designs and only 3 of them are pending, I still get the 25 elements even if some are "archived" already?  Just want to focus on the active elements on the referenced apps.

Regards,

Fabián Vargas 0 votes
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My 2 cents.

Upon completion, say for 1-2 weeks, I keep projects in the main list, since it might be useful to have a short reference to them and use filter to sort them out. Then I've created the archived project's holder entity and then re-link all completed projects to it.  Actually, "the archive holder entity" is library of references to whatever object you like.

Сергей Макаров 0 votes
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+1 for this as well, Johnny and Suzanne described the need perfectly.  Due to Podio's app structure status is simply one field in a project app.  That project app is referenced across many other apps, so being able to pull that status category into other apps views would be huge so that we could filter to only see active items based on active projects.  Some of our apps are holding hundreds of items and this issue will only get worse, being able to have a universal archive or status that you could reference in other apps would be great.  

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Johnny Ganer

Is it possible to use the filters then in app references, so I won't get archived items when I have to choose from another app...?

August 07, 2012 16:03

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Suzanne Yada

I am wondering this too! We have a projects app that gets referenced in several other apps. Once the project is done, are we going to have to create the Active and Inactive category field for all of those apps?

Kenn 0 votes
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Hey all,

We don't plan to allow individual items to be archived since it's already very simple to just filter them out. Is there a reason why this wouldn't work? 

/Jacquelyn - Podio

Jacquelyn May 0 votes
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Hi!!

In our case -and many other people, I believe- thing is that as projects continue to grow we'll have elements being displayed in a referenced app that belongs to "archived" projects, so they shouldn't be there but they will...

I think that's the reason an "archive" button that hide all the elements across referenced apps would be better.

Regards :)

Fabián Vargas 0 votes
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Because 'App Reference' links still display 'Archived' items which makes it possible to link "Archived" items without a user knowing.

One solution would be to allow a customisable filter to the 'App Reference' fields. Would be great to limit these results to a filtered criteria.

James Bryant 0 votes
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Hi, I still think, the best and easiest way, is to get the opportunity to set up a filter in the app-reference. It can be used not only in archived projekts, but in other situations, where the reference only in some cases have value for the selection.

Really really hoping for this feature - it could make the system far more efficient for the end-user...

Johnny Ganer 0 votes
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Also, even if I filter out a project as "archived" the deliverables, time sheets, and other items in other apps that reference the archive project still show up as an active item. If projects and everything related to them could be universally archived, these issues would be avoided. 

Gustavo Nieves 0 votes
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Saw that the status of this was changed to "Answered" but was curious how that happened considering the issue hasn't been addressed or solved? :) 

Kenn 0 votes
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Completely understand that, I am basically advocating for the fact that the discussion hasn't been closed as new people continue to comment on it and the original issue has never been addressed.

Kenn 0 votes
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Hey Peter and Kenn,

It doesn't mean that the discussion is closed. Just to let you know that a Podio employee has been involved in the issue. My colleague Andreas marked the discussion as "answered" after he moved the question from the API Developers Forum to the General Forum. So it was an answer in the Developers Forum. Also what he describes is how we recommend to mark items as achieved :) The thread is still up for discussion as we understand there could be other solutions as well. We'll like to hear all your feedback.

If you like to submit this as a feature request you can also do so in the Feature Request Forum: 

https://help.podio.com/forums/21262162-Feature-Requests

Cheers,

Sara - Podio

Sara Høeg Højlund-Rasmussen 0 votes
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I also think some solution for this problem would be great. We use Podio for recruitment, but now old jobs to apply for also show up in the form.

Would be better then if you could filter on the app reference, and/or to move/archive items.

Kristofer Åberg 0 votes
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+1 to what has been said here before.  We do hundreds of projects per year, and have about 10 active at any time.  When adding a deliverable, it's simply unacceptable if there is no way to exclude old projects from the list of related projects.  This is the sort of issues that seems small but stops us from moving to a new system.  Some of these new services like Podio seem so awesome while you click around, but this is a fundamental usability issue that needs either a solution or a workaround.

Brian Tanner 0 votes
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+1 to app reference filters, the Podio team's recommendation works but the references are a real problem. Also annoying to have to go to every dependent app and flag each related item as complete, maybe there is a way they can inherit a status from the parent reference? 

Melissa Balmer 0 votes