A Simple Archive Workflow Example

It’s a workflow kind of month, and I figured I’d post this quick article on how to leverage UMT’s Project Essentials 2012 with Project Server 2010 to generate a no-code archive process.

In this case, the goal is to close the project out, and then create a report that will notify the administrator to archive the project at a later date.  Now, exactly what that archive process looks like is kind of up to you, as I find many organizations vary widely on definitions of the archive process and when they decide to trigger it.

First, I see up a couple of stages to move the project between.


Then I create a security group containing the folks who are required to archive a project.


Now we go into Project Essentials and generate a simple workflow.  I won’t walk you through step by step, but it’s pretty self explanatory once you open up the wizard.


The only real nuance is that I am adding a manual submittal requirement and an approval step for the Closing step.  This will require the PM to submit the project to be archived, and will send a notification to the members of the Custom Archive Approvers group to do so.


I link the workflow back to a project type, and run a project through the process.


When I get to Closing, I require the PM to manually approve it – or perhaps require the PMO to submit it.  That kicks off a workflow request that gets logged in the Workflow Task List.


One more step and we’re there.  Let’s create a new view of the Workflow Task List and modify it to filter only on those tasks exiting Closing and entering Archived.


I now have a screen which time stamps the date the project was closed, and gives the administrator an overview of which projects need to be archived.  As a project typically hangs around for 6-12 months before being archived, the administrator can review this list on a quarterly basis to identify candidates for the archive process.


Even better, add a simple workflow to the Workflow Task List to send an e-mail to the administrator 6 months after the workflow task has been created.

A Simple Archive Workflow Example

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