Change Share Permissions (Editor to Read Only) on Multiple Projects/Folders

We run between 100-150 projects a year.  Each project also contains several folders.  At the end of the year, completed projects are "Archived" by moving them to a folder whose permission settings are set to Read Only.  The intent of the Archive is to lock these review to prevent further updates; however, permissions given during active status, which are Editor, are carried over.

We have several dozen projects/folders that need to have their permissions updated to Read Only from Editor.  Is there a method to change share permissions across multiple projects/folders at the same time?

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Hi Chris Cashon, thank you for sharing your use case with us. May I please ask you to elaborate on what's the process you follow to move your projects?

Do I understand correctly that after moving your projects, the users still have the same access roles?

Looking forward to your reply!

Juan Community Team at Wrike Wrike Product Manager Learn about Wrike’s killer features and best practices with our Online Training Webinars

Juan Wrike Team member Learn about Wrike’s killer features and best practices with our Online Training Webinars

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Hi Juan, when  project is completed, we mark the status of the review "Completed," which triggers an automation to move the project to a folder titled, "Completed."  At the end of the year we manually select and move all of the projects in the completed folder to an "Archive" folder, for which our intent was to limit the access to those projects to read-only so they could not be changed further unless you are an administrator.

And that is correct:  the access roles given to users during the life of the project remain the same after moving them to the Archive folder, who's access rights are set to Read-only.  My understanding is parent folder permissions can be changed and, when done, users can access to its children, but I do not believe that works the same way when reducing access roles?

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Hi Chris Cashon, thank you for the additional details on your use case, it's definitely an interesting one and I believe other users will be interested in knowing how this works as well.

May I please kindly ask you to share with me a screenshot of the automation rule you have created?

Also, would you please let us know what are the steps you follow to move your items to the "Archive" folder?

Thank you!

Juan Community Team at Wrike Wrike Product Manager Learn about Wrike’s killer features and best practices with our Online Training Webinars

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Hi Juan,

The automation is quite simple.  When a project is completed anywhere in the space, the project's location will be changed to our Completed Folder (see screenshot).

When moving projects to the "Archive" folder, we simply open the Completed folder, select all of the projects, and mass change their location to the Archive folder.

Let me know if I can provide further information.

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Hi Chris Cashon, thank you for sharing the screenshot with me. I've run some tests on my end as well and in this case, we will need the assistance of our Support Team. I've created a ticket on your behalf and you will be contacted shortly 👍

Juan Community Team at Wrike Wrike Product Manager Learn about Wrike’s killer features and best practices with our Online Training Webinars

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