ProjectMark CRM understands that managing data effectively is crucial for maintaining a clean and efficient workspace. The Archive feature allows you to move older or completed projects and opportunities out of your primary views while still retaining the information for future reference. This article guides you on how to activate, deactivate, and understand the archive functionality within ProjectMark CRM.
Accessing the Archive Settings
The settings for the Archive feature can be found within the main Settings section of ProjectMark CRM. Navigate to the settings menu (usually represented by a gear icon) and look for an option related to "Data Management," "Archiving," or similar.
Activating the Archive Feature and Setting Time Periods
Once in the Archive settings, you will find options to activate the feature and define the time periods for automatic archiving. ProjectMark CRM typically offers flexibility in setting these periods:
- Project Archiving: You might be able to set a timeframe (e.g., 30-days, 60 days, 90 days) after a project is marked as "Completed" for it to be automatically moved to the archive.
- Opportunity Archiving: Similarly, you can define a timeframe (e.g., 30 days, 60 days, 90 days) after an opportunity is marked as "Closed - Lost" or "Closed - Won" to be automatically archived.
To activate the Archive feature and set the time periods:
- Navigate to the Settings section in ProjectMark CRM.
- Locate the Archive Settings or Data Management area.
- Toggle the Activate Archive Feature option to the "On" position.
- For Project Archiving, select your desired timeframe from the dropdown menu (e.g., "Archive projects completed after 1 year").
- For Opportunity Archiving, select your desired timeframe from the dropdown menu (e.g., "Archive closed opportunities after 60 days").
- Save your changes.
Once activated, ProjectMark CRM will automatically archive projects and opportunities that meet the defined criteria based on their completion/closure date.
Deactivating the Archive Feature
ProjectMark CRM provides the option to deactivate the automatic archiving process if your team's workflow requires all projects and opportunities to remain in the main views.
To deactivate the Archive feature:
- Navigate to the Settings section in ProjectMark CRM.
- Locate the Archive Settings or Data Management area.
- Toggle the Activate Archive Feature option to the "Off" position.
- Save your changes.
Important Note: Deactivating the automatic archive feature will prevent future archiving. Previously archived projects and opportunities will remain in the archive until manually restored.
Understanding the Main Opportunities View: Active vs. Archived
The main Opportunities view in ProjectMark CRM provides a central location to manage your potential sales and deals. To help you focus on your current pipeline, this view is typically separated into Active and Archived opportunities.
Accessing Archived Opportunities:
At the top right of the main Opportunities screen, you will find a dropdown menu. This dropdown allows you to switch between different views of your opportunities. You will likely see options such as:
- Active Opportunities: This view displays all your current and ongoing opportunities.
- Archived Opportunities: This view displays all the opportunities that have been moved to the archive, either automatically based on the set time periods or manually (if this feature is available).
Checking Your Current View:
It is crucial to be aware of which view you are currently in to ensure you are working with the correct set of data. Always check the dropdown menu at the top right of the Opportunities screen to confirm whether you are viewing Active Opportunities or Archived Opportunities.
Why This Matters:
- If you are looking for a current deal, ensure you are in the Active Opportunities view.
- If you need to reference a past, closed opportunity, switch to the Archived Opportunities view.
- If you cannot find a specific project or opportunity, double-check both the Active and Archived views.
By understanding and utilizing the Archive feature in ProjectMark CRM, you can maintain a well-organized system, focusing on current priorities while still having access to historical data when needed. Remember to configure your archive settings according to your team's data retention policies and always verify your current view in the Opportunities section.
The step-by-step guide on how to change the settings are in the following article.
Our video guide for the archive board can be viewed here.
