Archiving and deleting

Choose archive or delete

Archiving hides a record from your everyday lists but keeps its history. You can restore it later. Deleting removes a record for good. So Phased lets you delete only when nothing else depends on the record.

The rules are different for each kind of record. You can archive projects and clients. You can archive reports or delete them for good. You cannot archive phases. You can delete time entries, and Undo is available for a short time.

Projects

Open a project's menu and choose Archive project. It moves to the archived view and keeps its time, budgets and reports. To bring it back, view archived projects and choose Restore project.

Delete project is in the same menu. What happens depends on the project:

• If the project has no time and no reports, Phased deletes it for good.
• If the project has tracked time, Phased first tells you how much time will be deleted with it. Use this to remove a test project. To keep the time, archive the project instead.
• If the project has a report, or a phase marked reported or paid, you cannot delete it. This keeps your records complete. Phased offers to archive it instead.

To remove a practice project that has a report, first delete the report. A Phase Report also marks its phase as reported. Deleting the report does not remove that mark, so also choose Mark unreported on the phase. After that, Delete project works.

Phases

You cannot archive a phase. To show that its work is finished, use Mark done. The phase then stays in project totals and reports.

To remove a phase, choose Edit project, open that phase's Settings, then choose Remove phase. Removing a phase is permanent. It works only when all of these are true:

• The phase has no time entries.
• It is not marked reported or paid.
• No report names it. A report you deleted does not count.
• The project still has at least two phases after you remove this one.

If a phase has time, first move its entries to another phase. Any tasks still on the empty phase are removed with it.

Time entries

You can delete one entry from its editor, or from its row menu in the week list. Usually Phased deletes a single entry without asking, because people often correct their time. A message then offers Undo for ten seconds.

Phased does ask first if the entry's phase is already marked reported or paid. The saved report does not change, but the live project totals do. If you select several entries and delete them, Phased always asks first. Then it offers the same Undo for the deleted entries.

Reports

Choose Archive to hide a report from the current list. Phased keeps its saved content. To bring it back, switch to Archived reports and choose Restore.

Choose Delete to remove the report's content permanently. After that, you cannot open or restore it. Phased keeps only a hidden placeholder, so its report number or version number is never used again.

Clients

Archive client removes a client from the lists where you choose a client. Existing projects and reports still show it. Restore client makes it active again.

You can delete a client for good only when no project uses it, active or archived. If a project still uses the client, Phased archives the client instead of deleting it. When you delete several clients at once, the same rule applies to each one.

Your account

Settings › Sign-in & security › Delete account permanently removes the account and its work data. There is no Undo. Export a backup first if you want to keep a copy.

If you still have a paid subscription, Phased cancels it straight away, before it deletes your data. You lose any paid time you have not used yet. If the cancellation fails, Phased does not delete the account or its data.