Archiving Portfolios is a feature only present on the Portfolio Explorer page.
- The point of this folder is to allow customers to hide plans and portfolios which are no longer current, but which you want to retain for historic and audit reasons.
- One big advantage of this is that it can reduce the number plans and portfolios in the Home tabs, such as Portfolios, BCPs, Programmes and Plans. This can significantly increase the speed of rendering these pages, which can take a while if there are thousands of rows to display.
- You can move a portfolio to Archive by selecting it in the left tree view and using right-mouse to open the context menu where Archive is an option. This will move the portfolio and all its contents (inner portfolios and plans) into Archive folder, keeping the internal structure. It appears there under the root.
- You can Archive an individual Plan or a set of selected plans by selecting it in the right pane of the Portfolio Explorer and using right-mouse again. (The right pane shows just the plans in the portfolio selected in the left tree view). In this case, the plans are stored directly under the Archive Root, and appear in the right pane if the Archive Root is selected in the left pane.
- A plan can exist in multiple portfolios. If such a plan is moved into Archive, it is removed from all current portfolios.
- Plan and portfolios that are archived can be moved around to become children of other plans and portfolios also within the Archive.
- As usual, you cannot have 2 plans of the same name directly within the same portfolio (i.e. appearing in the right pane). So if you happen to archive 2 plans of the same name, from different current portfolios, you will be advised and be given the opportunity in a dialog to add a suffix to the second plan, just so the names can be distinguished. The same applies to duplicate portfolio names.
- You can also move a plan or portfolio (and its contents) back from the Archive to a portfolio which you can choose from the Portfolio selector dialog. (An archived item does not remember where it was before – you must select the new location). Simply right-mouse click on the item and click Unarchive.