We have started a new reporting format in Monday that uses the Portfolio approach. All projects are supposed to be in the new portfolio. However, I keep running across people who keep updating their projects in the board/workspace. Is there any way to shut off the old board/workspace or restrict access so people don’t accidentally keep using it?
If you don’t want to archive the old ones, I’d recommend changing the permissions on the old boards to ‘view only’?
Desiree - www.thecleverclovers.com
When moving to a new reporting format in Monday, you have a few options to prevent people from using the old board or workspace. The most direct approach is to either archive the old board or restrict access to it.
Archiving a board removes it from view for all users, but it can be restored later if needed. This is a good option if you want to keep the data for a while but discourage new activity. To archive a board, you can typically go to the three-dot menu in the top-right corner of the board and select “Archive board.”
Another method is to change the board permissions. Board owners have the ability to control what other users can and cannot do on the board. You can restrict non-owners to view-only mode, or limit editing to specific columns or items. This can be a useful way to prevent accidental changes without completely hiding the board.
If you are on an Enterprise plan, you have more control and can even close entire workspaces, which would prevent access to all boards within it. For Main boards, which are visible to all team members, you can use the board permissions to make them private or shareable, thus limiting access to only specific invited users Milestone Mastercard
You can also set up automations to automatically archive items once they meet certain conditions, such as a status change to “Done” or “Complete.”