Automate Task Archiving in Monday.com with Pabbly Connect

Learn how to automate the archiving of completed tasks in Monday.com with Pabbly Connect. Follow our step-by-step guide for seamless integration. Revolutionize your productivity approach with just a few strategic clicks. Uncover professional methods for connecting applications and creating workflows that reclaim hours of your week.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect for Automation Setup

To automate the archiving of completed tasks in Monday.com, start by accessing Pabbly Connect. This powerful integration platform allows you to connect various applications seamlessly. If you are a new user, you will need to sign up for a free account. Existing users can simply log in to their dashboard.

Once logged in, navigate to the dashboard and click on the blue button to create a new workflow. Name your workflow something like ‘Automatically Archive Monday.com Task After Seven Days of Completion’ and click on ‘Create’ to proceed.

2. Setting Up the Trigger in Pabbly Connect

In this step, we will define the trigger for our automation. Since we want the automation to run every seven days, we will use the Scheduler feature in Pabbly Connect. Select ‘Scheduler’ as your trigger application and specify that you want it to run every week on Monday at 1 PM.

• Choose the frequency as ‘Days of the Week’.
• Select ‘Monday’ for the day to execute the workflow.
• Set the time to ‘1 PM’.

After configuring these settings, click on ‘Save’ to schedule your automation. This setup ensures that the workflow runs automatically every Monday, ready to archive completed tasks.

3. Fetching Completed Tasks from Monday.com

Now that we have our trigger set, the next step is to fetch the completed tasks from Monday.com using Pabbly Connect. Select Monday.com as the action application and choose the action event as ‘Get All Items’ to retrieve the tasks from your specified board.

Connect your Monday.com account by adding a new connection and entering your API token. Once connected, select the board from which you want to archive tasks. For example, you can choose the ‘Marketing Project’ board.

• Select the board containing your tasks.
• Choose the group of tasks you want to archive.

After fetching the tasks, you will see a response containing the details of all tasks in the selected group. This data will be crucial for the next steps in the automation process.

4. Processing Tasks with Iterator Feature

In this section, we will utilize the Iterator feature of Pabbly Connect to process each task one by one. This is essential because we want to archive tasks individually after verifying their completion status. Add the Iterator module to your workflow and map the tasks fetched from Monday.com.

Once the Iterator is set up, you will receive one task at a time. Next, we will fetch the details of this specific task by adding another action step with Monday.com and selecting ‘Get an Item’.

Map the task ID from the previous step to retrieve its details. Ensure you have the correct board and group selected in this step.

After fetching the task details, you can check if the task status is marked as ‘Done’. This is a critical step for determining whether the task should be archived.

5. Archiving Completed Tasks Automatically

Finally, we will set up the condition to archive the tasks that have been completed for more than seven days. Using the Filter feature in Pabbly Connect, specify that the automation should proceed only if the task status is ‘Done’.

Next, we will compare the task completion date with the current date. Use the Date and Time Formatter to get the current date and calculate the difference. If the difference is greater than or equal to seven days, proceed to archive the task.

Set the condition to check if the difference is greater than or equal to 7 days. If true, add an action to archive the task in Monday.com.

Select ‘Archive Item’ as the action event, connect to your Monday.com account, and map the task ID from the previous steps. Click on ‘Save’ to finalize the automation.

Conclusion

Using Pabbly Connect, you can easily automate the process of archiving completed tasks in Monday.com after seven days. This setup not only saves time but also keeps your project boards organized. By following this tutorial, you can ensure that your completed tasks are archived automatically without manual intervention.