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Prerequisites

  • JIRA version 6.4

Description

Archiving projects with the Project Archiver is simple. First search for orphaned projects. Then archive individual or several projects simultaneously.

Find orphaned projects

The Project Archiver allows finding projects in which, during a specified period, there has been no activity. The field "Time" defines the duration. Relative and absolute entries are possible here.

The Last project activity is based on the issue that was edited last.

 

Examples:

Time entered 
-30dList projects with activity over 30 days ago
-26wList projects with activity over half a year
-24hList projects with activity over 24 hours
-30mList projects with activity over 30 minutes
2016/01/01List projects with activity prior to 01.01.2016 s



Archive projects

 

The archiving of projects is done by the changing the project category and various schemes of the project configuration. The plugin creates an archiving profile.

In order to create an archiving profile, new schemes for archiving need to be created (permissions, notification, workflow diagram, etc.). What schemes are required and how they should be configured depends on the manner in which projects are to be archived. For more information, see Configuration of archiving.

Details for creating a profile for archiving: Manage Profiles. Select the profile you wish to archive.

 Afterward, individual projects can be archived via "Archiving". Alternatively, a bulk archiving function is available. All projects to be archived are selected in the column "bulk archiving". By clicking on the button "bulk archiving", the selected projects will be archived.

Archived Projects

Non archived projects and archived projects are listed in different tabs.

All non archived projects are listed under the tab "projects".

As soon as an archiving profile with a project category exists, a new tab with the projects that fall under that category will be listed. Example: There is an archiving profile "Archive Project" which sets the project category to "Archived Projects" when selected. Now a new tab with this project category "Archived Projects" will be displayed.

If the archiving profile Archive Project is deleted (and no other project with the category "archived projects" is created), the tab will no longer be displayed.

Manage Profiles

Various profiles with different archiving configurations can be created. Selected profiles can be deleted and profile details can be displayed.

A profile name is required. All other settings are optional. Only those options in the project are changed that are configured within the profile. If for example no work flow diagram is selected in the profile, it won't be changed when archiving the project.

Configuration of archiving

The way in which projects are archived can be configured freely. It depends which schemes are used for archiving and how they are configured (permissions, notifications, workflow diagrams etc.) They can be configured based on the requirements. Here some best practice configurations that have proven useful.

Archive projects

JIRA users can no longer view or edit archived projects. No notification emails are sent from this project. All issues remain in their respective status. 

Two schemes are created for archiving:

Notification scheme:

  • The notification scheme should be configured in a way that no permissions are set (empty scheme).
  • JIRA Admins receive the permission "administer projects" and possibly "search projects", so that the projects can still be administered and viewed.
  • Another group can also be selected here. 

Notification scheme:

  • A new empty scheme is created as notification scheme, without any configured notifications.

Freeze projects

JIRA users can see frozen projects but can not edit, comment or change the status. No notification emails are sent from this project. All issues remain in their status.

Two schemes are created for archiving.

Notification scheme:

  • The notification scheme should be configured in a way that no permissions are set (empty scheme).
  • JIRA Admins receive the permission "administer projects" and possibly "search projects", so that the projects can still be administered and viewed.
  • JIRA users receive the permission "search projects".

Notification scheme:

  • A new empty scheme is created as notification scheme, without any configured notifications. An existing (archiving) scheme can also be used.

Archiving and Cleaning

When archiving and cleaning, all schemes of a project are replaced by an archiving scheme. The goal is to replace schemes that are individually created for a project.
It can easily be seen which schemes can no longer be used and thus they can be deleted.

Configuration of permissions and notifications schemes can be copied from the chapter "Archive projects" or "Freeze projects".

Workflow scheme: It is recommended to create a new workflow scheme and workflow with the status "completed". If this workflow receives only one status, all other status of all issues in this project can be migrated to this single status. All issues then have the status "done". 

If necessary, additional schemes for issue type schemes, screen mask schemes, field configuration schemes, security schemes can be created for issues that are to be archived. Whether this is necessary depends on the requirements on the archiving of projects.

Mass configuration of projects

The project archiver can not only be used for archiving projects. It can also be used for mass configuration of projects. For example, the project category or any scheme of various projects can be edited at the same time.

A development of these features is intended. Are you interested in a sponsored development? Do you need additional information? Don't hesitate to contact us.

 

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