Inactive Portfolios (Projects) and Teams

Any Portfolio (Project) or Team that is complete and not required for fast access at the moment can be archived. They become hidden from users but still reside in the database.

We recommend deactivate Portfolios (Projects) and Teams and do not completely delete them for audit reasons. Deactivation and activation are usually performed by Administrators and Project Managers.

To deactivate a Portfolio (Project)/Team or activate them back, edit their details view and under Info panel on the right side click on Active? checkbox icon.

Portfolio (Project)/Team is Active
Portfolio (Project)/Team is Inactive

Inactive Portfolios (Projects) and Teams are not shown:

• In Portfolios (Projects) and Teams selector, under parent Program
• On Portfolios (Projects) & Teams tab in personal profiles
• On Portfolios (Projects) tab in Team details view; Teams tab in Portfolios (Projects) details view
• On Portfolios (Projects) tab of assigned Releases
• In quick add forms
• In lookup controls that allow to create or assign entities to portfolios (projects) and teams

Inactive Portfolios (Projects), Teams, and data from them are still available for everyone:

• By direct links (URLs)
• In Search: by attempt to find an item by its numeric ID, by keyword - when Inactive Portfolios (Projects) checkbox is marked

• From My Recent
• From Timesheet

Inactive Portfolios (Projects), Teams as cards on views

Inactive Portfolios (Projects) and Teams are still displayed in the view where they are selected as cards - for Administrators, Portfolio (Project) members, members of Teams assigned to the Portfolio (Project), users of type Observer and Contributor.

Learn how inner view filters applied to cards affect displayed portfolios (projects):

Entity	Filter	Result
Portfolio (Project), Team		Both active and inactive portfolio (projects) and teams are shown
Portfolio (Project), Team	?IsActive is True	Only active portfolio (projects)/teams are shown.
Portfolio (Project), Team	?IsActive is False	Only inactive portfolio (projects)/teams are shown

Default filter for predefined views with Portfolios (Projects) or Teams displays active ones only:

?IsActive is True

Because of this filter you may often struggle with searching for inactive Portfolios (Projects) or Teams. To change inner saved filter, you should either modify settings of existing view or clone a view and modify settings of copied one. Use Actions > Set up view buttons, then open Setup tab to change inner saved filter for your view.

Access to entities in Inactive Portfolios (Projects) and Teams

Entities from inactive Teams that belongs to active Portfolios (Projects) are available everywhere across the system.

Entities in inactive Portfolios (Projects)/Teams can be modified by their members, Administrators with full control access and users of type Observer and Contributor according to their roles and permissions. Same permission are also provided within REST API queries.

Work hierarchy tab of inactive Portfolios (Projects) does not show existing entities in the portfolio (project) and does not allow add new ones.

Team Iteration tab of inactive Team does not show Team Iterations list.

To restrict actions of assigned users in inactive portfolios (projects) or teams, change their roles to the ones with more limited permissions in portfolio (project)/team membership list.

Inactive Portfolios (Projects) and Teams in reports

Inactive Portfolios (Projects), Teams and entities from them are shown in custom Tabular Reports - for Administrators, Portfolio (Project) members, Team members and users of type Observer and Contributor.

Inactive Portfolios (Projects), Teams and entities from them are not shown in Visual Reports because of portfolios (projects) and teams selector filtering applied for any type of user.

Make a Portfolio (Project)/Team active again

Inactive Portfolios (Projects) and Teams can be activated:

• By Administrators
• By Portfolio (Project)/Teams members, if their Role has "Add/Edit Portfolio (Project)", "Add/Edit Team" permission
• By Contributors, if their Default Role has "Add/Edit Portfolio (Project)", "Add/Edit Team" permission

Find a card for a Portfolio (Project)/Team on the view that shows inactive Portfolios (Projects)/Teams. Double-click a card, then in Info panel on the right side switch Active? checkbox to True.

Additional information

Inactive Portfolios (Projects) are always shown in Process Setup settings.

Inactive Teams are always shown in Process Workflow settings.