Archive or delete a workspace or team

There are two ways to remove workspaces or teams from your account.

  • Archiving is more commonly used for workspaces or teams that are retiring or for teams working on finite client engagements.

  • Deleting a workspace or team is common when you are using it as a sandbox environment to experiment with workflow. Be very cautious when deleting a workspace or team because you cannot recover the data.

Click any of the following links to skip ahead:

Archive a workspace or team

When you are finished with a workspace or team and want to hide it from navigation, remove all of the users from the workspace using the Workspace Users page (Aha! Roadmaps, Aha! Ideas) or the Teams Users page (Aha! Develop). This will hide it from all of the users without deleting any data. You can unarchive the workspace or team by giving permission back to users.

Aha! Roadmaps and Aha! Ideas

If your workspace hierarchy includes parent/child workspace lines, there is one thing you need to look out for. If the workspace you want to archive is a child of a workspace line and users are granted permission at the workspace line level, then they will still be able to see the workspace. In that case, you will need to remove the workspace from the workspace line to make it invisible to the users. You will need to be an administrator with customization privileges to do this.

  1. Go to Settings ⚙️ Account Workspaces.

  2. Create a new workspace line called "Archived workspaces" or something similar.

  3. Click on the workspace you want to archive to edit it. Switch the workspace line it currently belongs to over to the newly created "Archived workspaces" workspace line.

  4. Click Save.

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Export data before deleting

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

Aha! Roadmaps

  1. Export data on the Features List using the Save as CSV option.

  2. Create a presentation and save it as a PDF or HTML.

  3. Use the API to extract rich information.

Aha! Ideas

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

  2. Use the API to extract rich information.

Aha! Develop

  1. Export data on the Work List using the Save as CSV option.

  2. Use the API to extract rich text information.

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

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Delete a workspace or team

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

You can delete workspaces and teams by navigating to Settings ⚙️ Account Workspaces (Aha! Roadmaps, Aha! Ideas) or Settings ⚙️ Account Teams (Aha! Develop). You will need to be an administrator with customization privileges to do this.

Aha! Roadmaps and Aha! Ideas

If you have would like to delete a workspace line in Aha! Roadmaps or Aha! Ideas, doing so is simple. Use the expandable workspace hierarchy on the Workspaces page to find the workspace or workspace line you wish to delete, then click Edit to edit the workspace or workspace line in question. Next to the Edit button, you will see a count of all records and users associated with that workspace.

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, go to Settings ⚙️ Account Users and add yourself as a workspace owner to the workspaces individually.

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Alternate way to delete a workspace

Note: 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.

You can also delete a workspace and all of its associated data on the Info Overview screen. Click the More details button and select Delete workspace. This will delete all records associated with the workspace.

Note: This alternate deletion method is not available in Aha! Develop, which uses teams instead of workspaces.

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