Archive

Module: Project · URL: /project/archive · Responsible role: Project Manager · Also used by: Owner/Director (full). Hidden from everyone else (requires project.approve).

Screenshot: Sarah Hall (Finance Manager), Nocthink Demo Institute demo data; her demo login holds project.approve, so the menu is visible to her. With finance authority she sees funding and donors; people who are not on the project team and have no finance authority see ******* / "Restricted" instead.

Why I use this page

As Project Manager I use the Archive to look back at finished work: when a donor asks for a past report, when I reuse a methodology, or when an auditor wants the tasks, documents and financial history of a closed project. It keeps Completed and Archived projects out of my way in day-to-day lists while leaving them one click away. I visit it occasionally, typically at year end or during audits.

What's on the screen

• Header — Archive, with "Completed and archived projects, kept for reference. Open one to see its tasks, documents and financial history."
• Toolbar — a view/sort toggle. This page has no search box or filters.
• Table — the same columns as All Projects:
  • Project — the name, linked to the project page, with the project number underneath; sortable;
  • Principal;
  • Department;
  • End Date — such as Jan 31, 2026;
  • Funding — totals and donors, or ******* when I may not see them; sortable;
  • Status — Completed or Archived.
• Footer — "0 of 1 row(s) selected." and paging arrows. With nothing finished yet, the page says "No finished projects yet."

How I …

Look up a finished project's history

1. Open Project → Archive.
2. Sort by Project or Funding if the list is long.
3. Click the project name to open its page.
4. Use the project's tabs to read its tasks, documents, funds and financial history. Everything is read-only while the project stays Completed or Archived.

Move a project into the Archive

1. Go to All Projects and open ⋯ → Edit on the project.
2. Set Status to Completed (work finished) or Archived (kept for reference only), then save.
3. The project now appears here and becomes locked.

Reopen a project

1. Find it here and note the name, then go to All Projects (the Archive has no actions menu).
2. Open ⋯ → Edit and set Status back to Active or Planning.
3. Its tasks, documents and funds become editable again, and it leaves the Archive.

Access & permissions

The menu and URL require project.approve (lib/domain-routes.ts), so in practice the Owner/Director and the Project Manager role see it. The list shows every Completed or Archived project in the organization. Funding is masked unless I am on the project's team, lead it, or have finance authority. Opening a project shows only the modules my project role allows.

Caveats

• Completed and Archived projects are locked: tasks, documents, funds and other records cannot be created, edited or deleted, and the project itself cannot be deleted, until its status is moved back.
• On Hold projects are also locked but do not appear here; they stay in All Projects.
• Archived projects still appear in All Projects, the Project Dashboard counts and the Activity log. The Archive is a filtered view, not a separate store.
• The page loads up to 500 projects in one request. In a very large organization, older finished projects beyond that would not be listed.

Limitations

• No search, status filter or export on this page.
• No row actions (no reopen, edit or delete here). Status changes happen in All Projects.
• No archive date or "archived by" column. The status change appears only in the project's own logs.

Related menus

• All Projects — change status to archive or reopen a project.
• Dashboard — By status shows how many projects are Completed or Archived.
• Documents — read-only documents of archived projects.
• Funds & Grants — closed funds of finished projects.