Edit projects in Resource Management

When project priorities or details change, it’s important to update this information, so the project data remains accurate.

Project Editors can only edit projects they own.

1. In the top navigation, select Projects. 
2. Use filters to display the projects you want to edit. 
   • You can use saved views or shared views as your filters. 
   • To see only projects you own, set the Project Owner filter to yourself.
3. You can't update archived projects, so set the Project State to Active. 
4. In the top-right, select Edit Projects.
5. Select the checkbox for projects you want to edit.
6. In the right column, under Edit Properties, select and apply each change you want to make.
7. When you've made all the changes, at the top of the screen, select Done.

Change project custom fields

You can bulk edit project custom fields:

• If the custom field is a text field, you can change the value.
• If the custom field is a drop-down menu, you can change this value.
• If the custom field is a multiple-choice drop-down menu, you can add or remove values.

Navigate to Account Settings to create new client names or project tags.

Archive projects

You can bulk archive completed historical projects. Archiving projects ends ongoing assignments and removes future assignments. Project Editors must own a project to archive it. 

1. In the top navigation, select Projects.
2. Use filters to display the projects you want to edit.
   • You can use saved views or shared views as your filters.
   • To see only projects you own, set the Project Owner filter to yourself.
3. You can't update archived projects, so set the Project State to Active.
4. In the top-right, select Edit Projects.
5. Select the checkbox for projects you want to edit.
6. On the right sidebar under Actions, click Archive. 

Once you've archived a project, you can't restore it. 

In Resource Management, you can do the following:

• Lock all time or expense entries for a project
• Automatically lock time or expense entries after a set number of days
• Lock all time or expense entries upon approval 

You have to review and approve time entries before you lock them, especially when you choose to lock them after a specific period automatically.

Set hours to lock automatically

1. Go to the project page and select Project Settings in the time entry locking section. 
2. Select the option you want to use.

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Communicate with your team when you plan to lock hours for projects so they can confirm their time beforehand. Once a time report is locked, only a Resourcing Admin or Portfolio Editor can unlock it.

Set time or expenses to lock automatically

1. Open Account Settings.
   1. If you're working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
   2. If you're working in standalone Resource Management, select Settings > Account Settings.
2. Navigate to the Approvals Workflow section.
3. Select the option to Lock time and expense entries upon approval.

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Activating this setting means that users can't edit their approved time or expense entries.

If you don't enable this setting, users can add additional time or expenses to approved and locked entries. 

When you delete a project or phase, you delete all of its assignments, time entries, and expense entries. Deleting a project also deletes its phases.

Deleting a project or phase is an irreversible action. 

In Smartsheet, you can only add, edit, and delete the phases of connected projects. Learn more about integrating phases with Smartsheet. 

Permissions

Here are project deletion-related permissions for various roles.

If a project owner's permission level changes to a People Scheduler, Portfolio Reporter, Portfolio Viewer, or Contractor, then they are unassigned from any projects where they are owners. The project owner for those projects is set to None. 

Delete a project

Resourcing Administrators and Portfolio Editors can delete any project. Project Editors can delete projects they own. Project Members can delete projects they're a part of. 

1. Open a project. Select the Project Settings button in the top right corner of the page. The Project Settings page appears.
2. Select the Delete Project tab, to the left of the project settings form. A modal appears, prompting you to confirm your intent to delete the project.
3. In the modal, select on the check box to confirm your intent, and then select the Delete forever button.

The project and its associated time entries, expenses, assignments, and phases are permanently deleted.

Delete a phase

1. Go to the Project Settings page. 
2. To the left of the project settings form, hover your cursor over the name of the phase you want to delete. A trash can icon  appears next to the phase name.
   
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3. Select the trash can icon to delete the phase. A modal appears, prompting you to confirm your intent to delete the phase.
4. In the modal, select on the check box to confirm your intent, and then select the Delete forever button.