Database

How To Auto-Archive Database Pages In Notion

Sarah Brennan ·

notion-archive-tasks-management.png

☑︎ Auto-Locate Tasks

If you have a large Notion database with old entries that pile up and need to be archived, database filters are the best function for this. In the example below I share with you one database with three separate views (To-do, Archive, Delete). Each view has a unique filter to accommodate the conditions illustrated at the top of the article. Here’s how it works:

Filter Conditions For The Database

The database entries in the table below automatically go to an Archive database view after satisfying the following conditions:

  • Task is done.

  • Task's deadline is more than 1 day in the past.

Next, if the date is very far in the past, more than a month ago, there will be a third database view to prompt the user to delete the entries. Those conditions will be:

  • Task is done

  • Task deadline is more than 1 month in the past

Each database view can be achieved with simple filters. How to create a new filter: navigate to upper right corner of database > find (…) > filter.

 

To Do List Database View

This is the main database view to add every new task entry. Essentially, this view is every task that does not apply to the conditions above.

Click to expand

 

The Archive Database View

The next database view shows all tasks that are older than one day AND are labeled Done. The archived tasks sit here until they are prompted to go to the Delete database view.

There is also a checkbox property called Force Archive that when true, will stay inside the archive view and not move to Delete.

notion-delete-entry-task.png
 

The Delete Database View

Go here to clear out old archived entries that are no longer needed. In this example, every entry that is done AND older than one month will be prompted to be deleted. Of course, those with a true Force Archive will NOT be in this view.

Click to expand

 
 

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