Bloat

[Cindy Chan]

We have been using Jira for many years. We have 22 pages of projects. I need a quick way to select projects that are more than 3 years old and archive them.

I also need better understanding of permissions. We don't want every employee to have access to all projects.

Same issue exists for Confulence. We have so much bloat there. We need to be able to archive and adjust permissions.

[Bill Sheboy]

Hi @Cindy Chan -- Welcome to the Atlassian Community!

What license level of Jira Cloud are you using?  Your question seems to indicate "Standard", but project archiving is only available for Premium and Enterprise levels:

https://support.atlassian.com/jira-cloud-administration/docs/archive-a-project/

If you are on one of those higher levels, you could select Manage Projects from the admin area, which would show the Last Issue Update date / time column.  Sorting on that field, you could then use the ... menu at the right to archive the projects needed.

To do this more quickly, you could investigate marketplace apps to help with project management, or write an external application that uses the REST API endpoints to gather / archive the projects.

Kind regards,
Bill

[Aron Gombas _Midori_]

Hey @Cindy Chan 

How to clean up old projects in Jira?

Here is a super-simple way to identify "old" projects in Jira.

The idea is based on exporting the project list to an Excel spreadsheet using the Better Excel Exporter app. The resulted Excel file will look like this:

Then, apply a standard Excel filter to the column "Last Issue Update" and hide the projects that has a timestamp after your "target date" (today minus 3 years).

Voila, you have the list you look for!

How to clean up old content from Confluence?

It is a longer story and it should be done by a continuous background mechanism. A one-time "spring cleanup" will be just a temporary cure.

To properly address this use case, we are developing the Better Content Archiving app. Make sure you check its documentation and tutorial videos.

(Theses paid and supported apps are developed by our team. Both are free for 10 users!)

[Varsha Joshi]

Hi @Cindy Chan 

Welcome to the community!

The way I worked through a similar situation a few months back. I do not know you could do this at project level. It has to be at the issue level.

1. I looked for all the issues that were created prior to my cutoff and bulk updated the resolved ones to closed, then moved the other open/in progress to another project (called it project archive).

2. This clears your old projects, at this point you can delete them.

Hope this helps.

Thanks

Varsha