Archiving projects and restoring archived items

PowerGrant archives instead of deleting. When a project wraps up, archive it — it disappears from your day-to-day views, but nothing is destroyed and everything can be restored.

Archive a project

1. Open Projects and find the project card.
2. Click Archive on the card. Only admins see this button.
3. PowerGrant shows you exactly what will happen before you confirm, item by item, with a checkbox on each one. Four kinds of thing can travel with a project:
   • Drafts in progress
   • Submitted applications, which move out of your Submission Library (an award’s reports leave the Reporting tab along with it)
   • Knowledge-base documents that belong only to this project
   • Canonical facts that belong only to this project
4. Everything is checked by default except one case, below. Uncheck anything you want to leave active.
5. Anything also linked to another active project is kept automatically — archiving one project never silently removes material a live project still uses. You can re-tag a kept document or fact to another project from the same screen.
6. Facts that apply to your whole organization are never archived this way. A canonical fact with no project tag is part of every project’s context, so archiving one project leaves it exactly where it is.

The one thing PowerGrant keeps for you

A draft that someone has open right now is marked open now and starts unchecked — set to Keep, with the name of the person who has it open. If that person is you in another tab, that’s you. Archiving on top of live work is the one mistake this dialog will not let you make by accident; you can still check the box deliberately.

A draft edited in the last hour gets a note saying so, but it does not change the default. Recency is worth knowing before you archive. It is not a veto.

Restore a project

Scroll to the bottom of Projects and expand Archived projects. Click Restore next to the project.

Everything the archive took down comes back. Drafts return to your drafts list, submitted applications return to the Submission Library (and their reports to the Reporting tab), and knowledge-base documents and canonical facts return to your active library — all in one step, with no separate cleanup.

Two things this deliberately does not do:

• Items you unchecked during archiving were never archived, so there is nothing to restore — they stayed active the whole time.
• Items you archived individually, on their own, before or after the project was archived, stay archived. Unarchiving a project restores what that project’s archive swept, not everything you have ever archived. Restore those from the Knowledge Base, below.

Restore an archived document or fact on its own

1. Open your Knowledge Base.
2. Click Archived to browse everything that’s been archived.
3. Click Restore on any document or fact to bring it back into your active library.

Restoring a fact can occasionally report that another active fact already has the same wording. That happens when someone re-added the fact while this copy was archived. Remove or reword the newer one, then restore.

Archive a Query conversation

Every question you ask on the Query tab starts a conversation in the list on the left, and everyone on your team sees the same list. To take one off it:

1. Point at the conversation and click ⋯ beside its name.
2. Click Archive. It leaves the list and search, and Undo shows at the bottom of the list for a few seconds.

To bring one back, click Archived at the bottom of the list, open the conversation (you can read it, not add to it), and click Restore.

Archiving hides a conversation for your whole team, and anyone on the team can restore it. Nothing is deleted. The same ⋯ menu has Rename, for a better name than the first question.

Archived work and the Claude connector

Archived submissions drop out of list_grants in the Claude connector, the same way they drop out of your Submission Library. A specific archived application is still reachable by id with get_grant — archived, not deleted.

Why archive instead of delete?

Grant writing is cyclical. The program you retire this year comes back in a funder’s next cycle, and the old application you’d have deleted is exactly the material you’ll want then. Archiving keeps your workspace clean without betting against your future self.