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Understanding Closed and Deleted Projects

When a project has the Closed or Deleted status it will behave differently. This document explains who can access closed projects, how to view them, and how costs are locked and recalculated if you change status.

To understand this topic, it helps to be familiar with:

Locked Fields

When a project is closed or deleted it's locked down to preserve data integrity. However managers can change the following fields from the Portfolio screen:

  • Status → Lets you re-open the project for all members
  • Status Update → Notes on the current state of the project
  • Name → Rename or prefix the project to help the team understand it
  • Folder → Organise or hide the project after closing
  • Members → Remove access for certain members for security

View a Closed Project

Project managers may want to view one of their closed project to:

  • Copy an old project or create a template from it
  • View the project dashboard to do a retrospective with the team
  • Check historic data to compare against current projects

Clicking the name of a closed or deleted project in the Portfolio area will open it in a special view-only mode. In this mode any actions which would cause the project to change are disabled, for example you cannot:

  • Create or edit tasks or risks
  • Upload files
  • Import new data
  • View the project settings screen

However you can still:

  • Access all project views (board, gantt, dashboard, etc)
  • Show/hide/sort/filter task fields in any view
  • Copy the project or create a template from it
  • Browse and download files
  • Export or print your project data
  • View audit logs

When you're viewing a closed project there will be an indicator at the top right:

Screenshot 2026-04-10 at 11.27.49 AM

Recalculating Rates

When a project is closed or deleted we lock the resource and material costs to maintain data integrity. For example if you change the hourly rate of a resource who worked on a project, that project will retain the old rate so your historical reports remain accurate.

If you try to re-open a closed or deleted project but relevant rates have changed, you have a decision to make:

  • Leave the project as-is and open it in view-only mode
  • Re-calculate all costs based on the current rates, then re-open it for everyone

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