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Closing a Project
You can now close projects in ShareFile and all the information inside the project becomes non-editable, marking cases as closed, and persisting data for archival storage. This will help ensure data integrity and meet both internal policy and legal requirements for data retention.
Closing a project from Project Main Screen
You can close a project by hovering over the icon next to the Project Tabs and clicking on Change to Closed.
Image 1
Once you click on “Changed to Closed”- A dialog box will appear which will try to confirm whether you want to close the project or not.
Image 2
Once you click on close and project has been closed, the respective “closed” project will not be visible in the project section since the status filter is “Open”.
Image 3
Please select status filter as “closed” and the closed project will be visible on screen.
Image 4
This is how the screen will look if you don’t have files/ tasks/document requests in your project.
Image 5
Closing Project from an Individual Project Dashboard Screen
You can click on any of the projects and select the dropdown next to your project name and click on “Change to Closed”.
Image 6 Image 7 Image 8
When you will click on any closed project – you will see the message banner which clearly states that projects are read-only which would ensure that data integrity related to past projects is being maintained.
So, you will only be able to view project information which would mean the following:
- Tasks - You will not be able to create/assign tasks, but you can view them.
- Document Request List – You can view document requests, comments, view file attachments associated with document requests.
- Information Request - You will not be able to create or assign information request, but you will be able to view responses and export them.
- Files- You will only be able to view files uploaded and download those files.
- Comments – You will not be able to comments in a closed project.
- Data Tables - You will also be able to view any deliverables which had been created, file attached to a record in data tables, conversations between internal team members and between internal member and clients associated with each record item in data tables.
The following action items are elaborated below:
Closed Projects: Tasks
This is how your screen will look like if you click on tasks where you will be able to view tasks/deliverables related to the project, status on project, who was it assigned to and the due date for each task in the projects.
Image 9
Closed Projects: Document Request list
This is how your screen will look like when you will click on Document Request List Tab in your closed project
You will be able to view Document Request List but you will not be able to share/assign them to any client/user
You will be able to view comments, details on the documents request list
Important:
Due to technical challenges, you may still be able to create new document request list. We expect to resolve this issue in the coming release cycle where we would expect no document request being created in a closed project.
Image 10
Closed Project: Information Request
This is how your screen will look like when you will click on Information Request Tab in your closed project
You will be able to view Information Request List, but you will not be able to share/assign them to any client/user
You will be able to view responses, and download client responses submitted in information request form.
Image 11 Image 12
Closed Project: Data Tables
You will be able to view projects data under data tables and any contextual information in comments section to keep a track on what was done, how it was done and why it was done in past projects.
Image 13
Re-Opening Closed Projects
You can always re-open the “closed projects” if you are project owner or ask the project owner to re-open the project.
In case you are not the project owner, you can click on the user icon (displayed in the image below) next to project.
Image 14
Once you click on the user icon, view users dialog box will appear, and you will be able to see all the users associated with the project including the project owner – you can contact the owner directly and ask them to open the project.
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As a project owner, you can click on the dropdown menu and click on change to open.
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Once you click on “open”, the project will be “open” again.
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