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Aha! Ideas | Archive or delete a workspace

In Aha! Ideas, you can create multiple workspaces and workspace lines to mirror your company, product, or services hierarchy. If that hierarchy changes, you can move workspaces to a new workspace line or remove workspaces and lines from your Aha! Ideas workspace hierarchy.

There are two ways to remove workspaces from your workspace hierarchy.

  • Archive: Archived workspaces are recoverable. Most customers archive workspaces when they are no longer needed, in case they ever need to refer back to the workspaces' data.

  • Delete: The data in deleted workspaces is not recoverable. Deleting workspaces is common when you are using a workspace as a sandbox environment to experiment with Aha! Ideas ideas workflows or settings.

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Archive workspaces or workspace lines

When you are finished with a workspace or workspace line, you can archive it to hide it from your workspace hierarchy. After a workspace has been archived for 30 days, you can manually delete it. Once deleted, it cannot be recovered. You can restore an archived workspace at any time and retrieve any data that you need.

To archive a workspace or workspace line, you will need to be an administrator with customization privileges and an owner of the workspace you want to archive.

  • Navigate to Settings ⚙️ Account Workspaces.

  • Use the expandable workspace hierarchy on the Workspaces page to find the workspace or workspace line you wish to archive. You will see a count of all records and users associated with that workspace.

  • Click the More options button next to the workspace or workspace line in question and click Archive.

Once you have archived a workspace, it will be hidden throughout your account and will not appear in workspace navigation. Restore it at any time. After 30 days, you can manually delete.

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Restore workspaces or workspace lines

You can restore workspaces that have been archived if you need to retrieve data from the workspace.

To restore a workspace:

  • Navigate to Settings ⚙️ Account Workspaces. You will need to be an administrator with customization privileges to do this.

  • Scroll down to the Archived workspaces section of the page. Workspaces that are listed here have been archived and are hidden throughout your account.

  • Click the More options menu and select Restore.

Restoring an archived workspace will place it at the top level of your hierarchy with all data and configurations intact. You will need to manually reposition it as needed.

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Export data before deleting

If you need to export any data prior to deleting your workspace, there are a few different ways to do so:

  1. Create a list report, save it, and then click Share CSV file.

  2. Use the API to extract rich information.

There is no standard data format that supports all of the Aha! Ideas data types, so there is no universal bulk export feature.

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Delete workspaces or workspace lines

Deleting a workspace is PERMANENT. You will not be able to recover any of the data associated with the workspace. Make sure that you and your team do not need to access any info about this workspace again before deleting it.

To delete a workspace:

  • Navigate to Settings ⚙️ Account Workspaces. You will need to be an administrator with customization privileges to do this.

  • Scroll down to the Archived workspaces section of the page. Workspaces that are listed here have been archived and are hidden throughout your account.

  • Click the More options menu and select Delete.

If you are deleting several child workspaces and workspace lines, we recommend you delete the workspaces first. This is because it is common to inherit permissions from workspace lines, so if you delete one, you lose all permissions to the workspaces beneath them. If you do that by mistake, just go to your User settings and add yourself as a workspace contributor to the workspaces individually.

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