Notion Workflow: Implementing Auto-Archiving and Deletion

In Notion, managing tasks and data efficiently is key to maintaining an organized workspace. One way to enhance your workflow is by automating the archiving and deletion of items that have been completed or are no longer relevant. In this guide, we'll walk through the process of setting up formulas in Notion to automatically archive and delete items based on specified criteria.

Setting Up Auto-Archive:

Explain the steps required to set up the auto-archive feature in Notion.

1. Define the Status Property: Start by ensuring you have a "Status" property in your database, with options such as "To Do", "In Progress", and "Done".
2. Create the Archive Formula Property: Add a formula property named "Archive" and insert the following formula:
Copy

if(dateBetween(now(),
prop("Last edited time"), "weeks") > 1 and
prop("Status") == "Done", true, false)

Formula Explanation:

• dateBetween(now(), prop("Last edited time"), "weeks") > 1: Calculates the difference in weeks between the current date and the "Last edited time" property. If greater than 1 week, the condition is true.
• prop("Status") == "Done": Checks if the status of the item is "Done".
• The conditional statement returns true if both conditions are met, indicating that the item should be archived.

Setting Up Auto-Deletion:

Next, detail the process of setting up the auto-deletion feature in Notion.

1. Create the Deleted Formula Property: Add another formula property named "Deleted" and insert the following formula:
Copy

if(dateBetween(now(),
prop("Last edited time"), "week") > 1 and
prop("Archived") == true, true, false)

Formula Explanation:

• dateBetween(now(), prop("Last edited time"), "weeks") > 1: Calculates the difference in weeks between the current date and the "Last edited time" property. If greater than 1 week, the condition is true.
• prop("Archived") == true: Checks if the item has been archived.
• The conditional statement returns true if both conditions are met, indicating that the item should be deleted.

Conclusion:

Summarize the benefits of implementing auto-archive and deletion in your Notion workspace. Emphasize how these features can streamline your workflow, reduce clutter, and ensure that your workspace remains organized and efficient.

🎁 Are you founder or startup? Get 30 Notion Plus & AI for FREE with Partner link: https://affiliate.notion.so/experience

Support My Work