Each instance of PPO contains two types of information that you may want to retain before terminating your instance. The first type is your entity data (projects, issues, tasks, document meta-data, etc.) and the second is your documents (the physical files).
Extracting entity data
The entity data on the instance can be extracted by downloading a Detail Report for each entity in PPO. Note that it's the responsibility of the client to extract their data prior to the termination date.
Simply click on the Reports menu item, and then select the specific entity, in this example the Issues entity. Select the Issue Detail Report and save the report. Remember to disable the global filter on the project entity as well as the Issue entity, to ensure you extract information for all inactive projects and inactive issues as well.
The detail reports contain all the latest information that was captured on the entity. It is important to note that the extracted data does not include history records (i.e. previous changes).
Repeat the above steps for each entity, until all the data has been extracted and saved in the form of a detail report.
Extracting physical documents
OPTION 1: Download the documents yourself
If you have a relatively small number of documents or only want to retain certain documents you can just download the files yourself. The physical documents can be downloaded by going to the Document List page and clicking on each document in turn. You can then either click on the “Download Latest Version” button or use the “Mail Document to Me” functionality. There is also an option to Download multiple documents. For more information on documents, access the following knowledge base article.
OPTION 2: Request a document back on the Subscription Terminate page
On the Subscription Terminate page under "Termination Questionnaire" there is an option to select whether a back-up of documents is required:
If the document back-up tickbox is selected and you Submit the termination, the following will happen:
- The documents are automatically downloaded and a support ticket will be created which will include a link to download the zipped folder containing the documents.
- The person who terminated the instance will be cc'd on the support ticket and has 72 hours to download the documents (thereafter the link will expire and won't be available for download).
Note that once your instance has expired, the instance and all data and documents will be deleted.