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Archive an organization or project

If you are the project-owning project administrator you can restrict individual organization's access to project data.

Follow these steps to switch an organization to read-only or archive access. If you need to close a completed project, you can follow these steps to set all organizations to archive access.

Changing an organization’s access level does not prevent users from seeing their own data or anything which has already been sent to them.

When should I switch an organization to archive access?

Remove organizations that are no longer actively participating on the project

  • Setting an organization to archive access effectively removes them from participation on the project.
  • Archived organizations cannot receive mail or updated documents, are not visible in the project directory, and cannot be re-invited to the project (unless you or another project admin reinstates a normal access level for them).

Close projects that have been completed or you no longer use

  • If your project has no activity, no new documents or mail sent, you can set it as an archive. By setting all organizations to archive access, the project data remains accessible, but no more information can be created.
  • We recommend adding the word 'Closed' or 'NLIU' to the end of the project name. This helps you identify it when viewing the project list.

Reduce the user count on your project

  • If your project has limits on the number of users (known as a Hosted Named User or HNU agreement), you can use archive access to manage the user count.
  • Archived organizations do not count toward the user total of your project.
  • You can identify users on your project using organization reports.

How does archive access work in Cost?

If you archive an organization, they will longer be able to make changes to their Cost workspace.

However, if you are using the shared workspace feature in Cost, you allow other organizations to access and make changes to your organization’s Cost workspace. Essentially, they are acting as if they belong to your organization for the purposes of accessing your Cost workspace. This means, if you set the other organization to Archive or Read-Only access, they can continue to make changes to your organization’s Cost workspace.

If you set your own organization to Archive or Read-Only access, both you and the other organization you have shared your workspace with, will no longer be able to make changes to your organization's Cost workspace.

Set organization level access

  1. From the main navigation menu, click Setup.
  2. Select Project Settings.
  3. Next to Organization Level Access click the Edit button.
  1. You'll see the list of the organizations working on your project. Select the checkbox next to the organizations you want to modify access for.
  2. At the top of the page, select Set Access Level and choose the appropriate access level.
    Learn more about Read-only and Archive access. 
  1. Confirm your selection.
  1. After confirming the changes you will see an event log, displaying the following:
  • the new access level for each organization (and what it was changed from)
  • the name and organization of the user which made the last change
  • the date and time of the last change.

If you're a project owner, you can select multiple projects and set them to archive or read-only access in one go.

  1. From the main navigation menu click Setup, then select List My Projects.
  1. Click Project Owner Tools. You'll see all projects your organization owns (where you are a Project Admin for the Aconex project-owning organization).  
  2. Select the projects you want to archive. You can use the search filters if you have lots of projects.
  3. Click Set Project Access Level and choose an option as required. If you made a mistake you can follow the same steps to set projects to a different access level.
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