FAQ: Archive Tasks and Folders

Setting up an organized work structure allows you to focus on active jobs and keep track of what you should currently be working on. Completed tasks serve as important reference items, but to keep things neat and tidy, we recommend keeping them separate from active tasks.

Archive a Task

  1. Create a Folder called “Archive”. Quick Tip: Name it “zArchive” for it to appear at the bottom of the Folder tree.
  2. Under the”Archive” Folder, create Subfolders to further categorize tasks. Subfolders can be based on time frames, task types, departments, or any other category which makes it easier for you to find tasks in the future.
  3. Open the location of the task you want to archive, and drag and drop it into the corresponding archive Folder.

Archive a Folder

  1. Create an “Archive” Folder, and include any relevant Subfolders to organize the archive.
  2. In the left-hand Navigation panel, drag and drop the Folder you want to archive into the new location.

Did You Know?

Wrike Projects have more attributes than Folders do, and making sure to update them before archiving a Project helps keep things even more organized. Read our post about completing Projects to learn more.

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Why do the tasks still appear in the original folder AFTER i move them to the archive folder?  

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Anastasia

Hi Kim, thanks for posting here! Sometimes there may be a few seconds delay before the tasks disappear, if you're moving a large amount at once. Do they still appear in the original Folder after refreshing the browser page too? Another possible reason is that they are being added to another Folder, instead of being moved there completely. You can check whether a task is included in several Folders at once by looking at its Folder tags:

To move a task to a different Folder and remove it from the previous one:

  • Drag and drop the task to the Folder in the Navigation panel.
  • Add a new Folder tag by clicking on the "+" beneath the task name, and then remove the old Folder tag by hovering over its name and clicking "X".
  • To move tasks in bulk, use the "Move" option in Mass Editing.

I hope this helps! Let me know if you have any other questions about this, I'll be happy to answer them.

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We have a few situations where we want to use a task as a reference item, like "How to connect personal devices to the network" or something similar. We're trying to limit the number of places to go for information, so we'd like to keep these sorts of things in Wrike alongside active projects. Do you know of any workflow or organization tips to make this work well? So far unassigning the task and marking it as 'On Hold' keeps it out of the way most of the time, but isn't very elegant.

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Hi Matt, thank you for posting the question! Wrike is great for allowing visibility not only into Project progress but also into the internal processes your company has. This transparency works if the users know where to find the information, so the clear Folder structure is crucial. You can find some Folder Structure examples in this post.

In your case, I would suggest creating a separate top level Folder that will include all the internal processes and information for your colleagues to access at any moment. You can include tasks like "How to connect personal devices to the network" and others in that Folder that will be shared with everyone in your account. These tasks can be also cross-linked to some other Folders, for example, they can be included in all the different Department Folders. Check out our article about Folder Tags to learn more.

Happy to hear your thoughts on this and dive into more details!

Anna I. Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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Has there been any thought around the idea of an automatic archive feature? For example, a function that would automatically move a task to a specified archive folder after a specified number of days completed or a specific date?

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Stephen

Hi Brandon, thanks for your post. This is being discussed in detail over here. It would be great to hear your thoughts there and don't forget to upvote the original post. Thanks again!

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Hi there, still working on our Wirke setup... So when archiving a project. Do you leave other folder references like client name, project manager etc. or do you delete them? 

Thanks for some insights :)

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Anastasia

Hi Fabian, thanks for asking this! We usually recommend to create an archive with the same structure as your general Folder tree. If you use Folder tags for clients and teams, then these should also exist in the archive (but labeled as "[Archive] Client" or something similar), and that way you'll be able to keep all those tags without cluttering up the Workspace. Does this help? Let me know if you'd like to dive into some more details!

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Hi Is there any automation to this that can be implemented vs manual move if you will? 

Automation to be once project is set to 'complete' said project/task auto moves to designated archived folder? 

 

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@Elizabeth there isn't any automation at the moment, but it is something our team is thinking about. 

Stephanie Westbrook Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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Hi,

Is there a reason why when I move my old projects to my Archives folder, Wrike send notifications to the persons who had worked in my projects which are now all completed?

Thanks,

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Stephen

Hi Annie, can you let me know what notification they're receiving, is it email or Wrike Inbox.

They can review their personal notification settings by clicking here or 'View Profile' option under your profile picture on the top right of the workspace. This allows you choose what actions prompts a notification for email and there's also some settings to check Inbox notifications at the end of the list, under 'Product Reminders'.

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Hi Stephen,

I'll check with my teem if their settings have to be changed or not.

I'll let you know if the problem is still there and what type of notification they have!

Thank,

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Stephen

Perfect, thank you, Annie 👍

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Are you limited to how many tasks/projects can be archived?

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@Steffanie Hey 🙂 If there's a limit, it's so high you are very unlikely to reach it 👍

Lisa Community Team at Wrike 🌎Discover... Wrike Discover and become a Wrike expert. Click here to get started

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