Hi All,
Just new with Asana and been playing around with it.
I know portfolio has a limit of 1500 now, but my question is.
If we archive a project inside a portfolio? Where do they go?
Do they stay inside the portfolio and still occupies a space within the 1500 limit?
If the solution is to remove the archived projects in portfolio, where is the best place where we can keep all archived projects so we can still track them?
Hi @Mervin_Montemayor , indeed, Archived projects remain within a Portfolio and count towards the limitation you mentioned.
Technically, projects are objects within a Team which has no limit of how many projects it can contain. So once you archive projects they will remain and appear in the ‘Archive’ section of a Team. This can be accessed from the Filter button in the top right of your list of Projects on the Team Overview page, or the new Sort feature which is currently being tested.
So even if you remove a project from a Portfolio, the project will still remain within the Team.
Hi @Richard_Sather thanks for this, here are a few follow-up questions.
I see what you meant when going to team to actually view active vs archived projects.
And you did mention removing a project from portfolio to archive them.
But if you remove them from the portfolio, the custom fields I use at a portfolio level will also be removed right? How will this best be manage if I need to have the same fields for reporting?
Hi @Mervin_Montemayor , in reply to the below…
no, they will not be deleted. The data will stay with your project - you will be able to view it from the Project Actions dropdown menu > Edit project details but the field data will be greyed out (disabled) since the project is no longer within that portfolio. However, if you choose to add it back into the portfolio with those field (from your field library) they will become editable again (no longer greyed out). Best to simply test these things for yourself, if possible 
Ah, so this will become a problem in your Portfolio’s Dashboard. i.e. if you remove the project from a Portfolio, then a d chart will no longer show the accurate number of, for example, completed projects, if you keep on removing the from the Portfolio, right? In this case, I would leverage the global reporting Dashboard instead. You can find this in our sidebar under Insights>Reporting>Create new Dashboard. You can then create/edit a chart to report on projects from your Portfolio but also from either a Team or another Portfolio where you store your archived projects. That way, the chart would accumulate a report from all the current as well as archive projects.
Note, that if you store your archived projects in another Portfolio, then you could add the same fields from your library that are in your Portfolio that contains the non-archived projects also. That way the fields will always be editable and not greyed out, as mentioned above.
This topic was automatically closed 7 days after the last reply. New replies are no longer allowed.