Plans deletion/archive
As I saw that when you delete a Plan all conversations, Groups etc are deleted could be useful to have another Status for that Plans, maybe an "Archived" status, maybe visible in another dashboard or something similar.
Nicola
shared this idea
We’d love to hear more about the following:
1. When would you delete or archive a plan?
2. How long would you like it to be accessible?
Feel free to include any specific scenarios where archiving a plan would be useful.
We appreciate your feedback and look forward to reading through your comments!
Cheers,
The Planner Team
360 comments
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Anonymous
commented
Different departments in my organization will use Planner differently. Some use it a central hub for all department projects, while others use it as a central hub for individual projects. You can see that the second situation leads to dozens of old unused plans showing up. They had a time and a place and they are no longer needed, but people are too hesitant to delete it completely in case next year or the following year they want to copy or revisit that plan.
1. When would you delete or archive a plan?
When one of our departments uses the planner app for each project they work on, it results in dozens of time-bound plans that all have a designated end date. However, the same department never wants to delete anything because they feel they may have a use for it or need to refer to it in a year or two. Therefore, we want to archive rather than delete their plan. I don't want the department to have a cluttered Planner app because it is just going to confuse them more. There needs to be a way to archive old plans.2. How long would you like it to be accessible?
Realistically, we have to have 5 years of records at all times due to our funding structure so at least 3 years, but less than 7 is what I think is appropriate. -
Heather Busse
commented
1. We would archive a plan after a project is completed. We have plans for every capital expense project throughout multiple plants.
2. We would like to be able to keep it for years, but we would be fine with an exported solution where it goes to a different, searchable format rather than stays in Sharepoint.We use Planner exclusively through Teams. We also make lots of tiny tasks as part of punch listing a project at the end. So while we'd like to refer to the punch lists for future similar projects, we also would like to clean up the servers at some point and/or have a way to export everything for reference when the Next Big Productivity Tool comes out in 3-7 years.
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Anonymous
commented
1. When would you delete or archive a plan? (Archive after completion to collect metrics on due dates)(Delete if canceled plan)
2. How long would you like it to be accessible? (A month, minimum. Preferred permanent archive with a size limit instead of a time limit.)Neither of these really hit my need for an archive. I need to be able to "watch over" all plans. Even more specifically I need some Team members to not be able to delete plans. That's really why I'm here. For example, if I assign something to myself and a colleague I want to be able to have only me mark it as complete (or delete it), but they could check the checklist items.
Having everything go to "Archived" status if it's deleted would be one way for me to see what's going on.
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Hannah Venz
commented
Our team uses Planner viewed in Teams and wants to create a new plan each fortnight for an Agile Project Management sprint. This will create a lot of unnecessary plans in the teams view, it would be great if there was a feature to turn off viewing a plan in Teams, but retain it as an archive in Planner.
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Anonymous
commented
1. When would you delete or archive a plan?
- would delete a plan if it was created incorrectly or was no longer relevant and needed to be removed
- would archive a plan if all of the tasks related to that plan were complete
2. How long would you like it to be accessible?
- the archive should be available indefinitely, but not show on the main view -
Anonymous
commented
We have started using a Planner board for each month of the year to plan out work, if the item is not completed in the current month then it is moved to the next Planner month board. So it would be great to be able to archive the monthly plans to retain the information to confirm what go completed as an audit but also have all the details still available - rather than detailing.
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Lisa
commented
Plans hold alot of information that may require review at a later stage.
An Archive function and/or export function would be very handy for traceability.I like to close a plan off once its finished, so I know what is current but do not want to lose all the data.
We also have repeat plans that we would like to be able to go back to old plans to make sure we have covered everything in the new plan.
Could you please create an archive function for at least 12 months?
this would be greatly appreciated.
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Anonymous
commented
As per other comments, we use the Planner as the basis for our team meetings running through our active projects and individual task allocation.
We need the option (as per Asana, Monday.com etc.) to archive the plans once they are complete so that the projects are still accessible for viewing as a historical record, but not shown in the plan list. -
Will Newton
commented
We would like the ability to archive when a project has run its course. So if you have completed the project, we don't want it cluttering all of the active projects running in the company. Having an Archive would allow you to then retain the project for historical reasons but focus on the items that need to be done. I would think about a year would be good for the archive. After than, export it to some other file format like Word or a pdf file for "deep storage".
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Jenny Mandeville
commented
The ability to archive or hide plans would be so useful. We have so many plans going at once, that it gets unwieldy to view them all at once. Being able to categorize plans as "active" "upcoming" or "completed" would be huge. Sorting them into buckets for a team, etc.
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Ralf Lienesch
commented
1. If a plan is created as duplicate or false, I would delete it to decrease redundancy. But if many people worked on it, but it's not needed anymore (e. g. the project is done), I'd like to archive it. Maybe the discussions and the files are important at any time in the future.
2. It should be accessible at anytime without an end date. But every archived plan should be in a group not visible directly, but via one click. -
Mr. Parent
commented
The link between the O365 group, Teams membership and a plan is not clearly stated in Planner. I train people on Office 365 since 2013 and when Planner came in, people were creating multiple O365 group without realising that each plan was creating a new group. Now, that we can create multiple plans in a group, we should think that this is fixed. Not at all. I still see people creating multiple plans not realising that they are creating new groups.
SOLUTION:
- from the creation of a new plan in the Planner app, show a drop-down menu of existing groups to link the plan to (the text link is missed by most)
- Instead of showing Private/Public in the first, make it an extra step: "Create a new group for your plan"An option that is not clear that should post a warning or pop-ups is QUIT THIS PLAN.
Most people don’t know that it means: expel myself from the associated Teams/group not just one of the many plans on my team.
- Add a warning "by quitting, you will no longer have access to your group (SharePoint files, Teams, conversations, etc.)"And yes, DELETE should yield to some options:
1- Delete permanently (only option offered at present time)
2- Archive and keep read access, with possibilities to reactivate, copy to create a new plan or delete. -
Anonymous
commented
This feature has become a must to have for my org as we have many projects completed and it made our hub not usable. Searching online I found a third-party app that moves all the planner tasks to SharePoint lists and thus I can delete the plan for housekeeping.
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Alex
commented
If a project has ended, I thnik it makes sense to archiv a plan - i.e. it would be read-only and I'd like to have an "Archive" category on the Planner hub.
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Preeta
commented
I would like to Archive my planner at the end of each fiscal year and start working with a new planner that includes all the tasks in progress, and not yet started.
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Thomas Emil Dagsvik
commented
This absolutely needs to happen
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Keith Stafford
commented
How is this a feature that needs to be requested? They didn't think we would want to track our completed buckets within an ongoing plan. This just blows my mind that it wasn't part of the initial design.
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Linu
commented
All old information is archived. You should always read only the latest news on
<a href="https://casinohex.ro/online-pacanele/">pacanele online demo</a> Good luck! -
Anonymous
commented
Archiving buckets instead of deleting them will clear up the board view without losing information.
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Jari-Pekka Seppänen
commented
Hi,
I'm using planner as to drive customer projects (engineering side). I've always hoped planner to take a further step and settle somewhere between MS planner and MS project. Project is too big picture for my work.
So. I'm using plan 1 for customer, I have separate tasks in there which are project subjects and vaults for "RFQ, Engineer sampling, P.O., closed.
Inside of each task i have link to plan 2, which is the real plan for the project itself. This project might last anywhere from couple of days to few months.
After project (plan) is completed I want to preserve the data I've collected (tasks, info, comments etc) BUT I dont want to see it in the list continuously.
If I need to be able to see afterwards the data that was collected (because of other similar project) I could go into archives and browse through any possible issues we had within the project.
This is why I would need archiving.