Export your data and delete your workspace

The workspace Owner can download a full copy of the workspace’s data at any time, and can ask for the whole workspace to be deleted. Both live on Settings > Workspace. Admins and everyone else can’t export or delete the workspace.

Deleting is not instant: the workspace closes straight away, and its data is permanently deleted 30 days later. Until then the Owner can change their mind, and can still export the data.

Export your data

1. Go to Settings > Workspace.
2. Under Export your data, choose Export workspace data.
3. The export is prepared in the background. Larger workspaces take a few minutes; the page updates by itself.
4. When it shows Ready, choose Download. You get one ZIP file.

The download stays available for 7 days, then it expires and the file is deleted. You can request a new export whenever you like, one at a time.

Only the Owner can download an export, and every request and every download is recorded in the workspace’s audit log.

Screenshot placeholder: the Export your data card with one Ready export and its Download button.

What’s in the ZIP

• manifest.json: when the export was made, who asked for it, the list of files and how many rows each one holds.
• workspace.json: the workspace’s name, address, region, time zone, currency and seats.
• One JSON file per table, for example app/Projects.json, app/ProjectTasks.json, app/TimeEntries.json, app/TenantUsers.json. Each file is a list of rows with readable field names; dates are UTC.
• The Autotask data mirrored in ProjectSmith (resources, companies, contacts, tickets and their time) under psa/.

What’s not in the ZIP

• Credentials: the Autotask API user’s secret, username and integration code are never exported. Neither are sign-in directory ids.
• Deleted rows: anything already deleted in ProjectSmith.
• The audit log: Owners and Admins export it separately, as CSV, from Settings > Audit log.
• Your Autotask data itself: it stays in Autotask, which is the system of record. ProjectSmith never deletes anything there when you leave.

Delete your workspace

1. Export your data first if you want a copy.
2. Go to Settings > Workspace and choose Delete workspace in the danger zone.
3. Say why you’re leaving (recorded in the audit log) and type the workspace address to confirm.

What happens next:

• Straight away, the workspace closes for everyone, you included. People who sign in see that it’s scheduled for deletion and the date.
• Billing stops. Your subscription is set to end at the end of the current billing period, so there are no further invoices.
• For 30 days the Owner can sign in, export the data, or choose Cancel the deletion to bring the workspace back exactly as it was. Cancelling also undoes the subscription change.
• After 30 days the workspace’s data is permanently deleted: every project, task, timesheet, budget, leave record, setting, user, the Autotask connection and its stored credentials, the mirrored Autotask data, and any exports and files. This can’t be undone. Deleted data stays in encrypted shared backups until they age out, for up to 12 months, and is never restored from them except for disaster recovery.

If we couldn’t reach Stripe when you asked, the page says so. Your request still stands, we retry every day, and you won’t be charged for a workspace you’ve asked us to delete.

Screenshot placeholder: the scheduled-for-deletion page as the Owner sees it, with Cancel the deletion and the export panel.

What we keep after deletion

• A record that the workspace existed: its name, its address, the dates it was created and deleted, and its Stripe billing references (Stripe keeps invoices for tax law). No people, emails or card details.
• The audit log, which records who did what and when, including the deletion itself and how many records were removed. It can include names and email addresses, and is kept for as long as required for security, legal and compliance purposes, and at least 12 months.

See Data residency and sub-processors for where your data lives until then.

Common questions

Who can export the workspace’s data? Only the workspace Owner. Admins can’t, and neither can the ProjectSmith team from the admin portal.

Can I export after I’ve asked for the workspace to be deleted? Yes. Sign in during the 30 days and use the export panel on the deletion page.

How long does the download link last? 7 days from when the export is ready. After that, request a new one.

Does deleting the workspace delete anything in Autotask? No. Approved time, charges, milestones and everything else ProjectSmith wrote to Autotask stay there.

Will we be charged again after asking for deletion? No. The subscription ends at the end of the current billing period and no further invoice is raised.

What if our subscription ran out before we cancelled the deletion? The workspace comes back, but asks for a card first: the Owner lands on Settings > Billing, and adding a card reopens the workspace and starts a new subscription.

Can we export on the deletion date itself? No. Once the date has passed the workspace’s data is being deleted and exports are closed, so take your copy before then.

Can ProjectSmith support restore a deleted workspace? Not after the 30 days. Within the 30 days, the Owner can cancel the deletion themselves.