Automatically Archive Completed Tasks

As you complete your work in TaskRay, your Finished column can fill up quickly, especially if you are filtered on multiple projects at once. This could have some impact on speed and performance. 

Setting up an auto-archive process can keep your Finished column clean and your boards running smoothly. Below are instructions in setting up a workflow rule to do auto-archiving. It can be further customized to match your specific business process (such as auto-archive 14 days after you Finish a task instead of 30 days).

Remember, all archived tasks are still accessible in the Salesforce search and in Reporting and Dashboards.

Add Finished Date Field [Admin]

The first thing that you will need to do to set up this process is add a Finished Date field to the TaskRay Task object.

1. From Setup, navigate to:

• Lightning: Objects and Fields | Object Manager
• Classic: Create | Objects

1. Open the TaskRay Project or TaskRay Task object.
2. Under Fields and Relationships, click on New.
3. Select Date and click Next.
4. Enter Field Label (e.g. "Finished Date") and click Next.
5. Establish field-level security using the checkboxes and click Next.
6. Add to page layouts using the checkbox.
7. Click Save.

Add Finished Date Workflow [Admin]

Now that the field has been created, the next step is to build one of the necessary workflows. 

1. From Setup, navigate to:                
   • Lightning: Process Automation | Workflow Rules.
   • Classic: Create | Workflow & Approvals | Workflow Rules.
2. Click on New Rule.
3. Step 1: Select object. Click on the Object field and select TaskRay Task from the dropdown. Click Next.
4. Step 2: Configure workflow rule. Enter the Rule Name (e.g. "Add Finished Date") and Description. 
5. In the Evaluation Criteria section, select Created, and any time it's edited to subsequently meet criteria.
6. In the Rule Criteria section, leave the picklist on the default criteria are met selection. Specify the criteria:                
   • Field = TaskRay Task: Completed
   • Operator = Equals
   • Value = click on the magnifying glass icon, select True, and click on the Insert Selected button.  
7. Step 3: Specify workflow actions. Under Immediate Workflow Actions, click on the Add Workflow Action button and select New Field Update.
8. Enter a Name.
9. For Field to Update, select Finished Date (this is the new custom field that we created in the section above).
10. Under Specify New Field Value, select Use a formula to set the new value. For the formula, enter Today().
11. Click Save.
12. Back on the Edit Rule page, click Done in the top right corner.
13. You will be taken to the Workflow Rule detail page. Click on the Activate button.  

Add Auto-Archive Workflow [Admin]

1. From Setup, navigate to:                
   • Lightning: Process Automation | Workflow Rules.
   • Classic: Create | Workflow & Approvals | Workflow Rules.
2. Click on New Rule.
3. Step 1: Select object. Click on the Object field and select TaskRay Task from the dropdown. Click Next.
4. Step 2: Configure workflow rule. Enter the Rule Name (e.g. Auto-Archive Finished Tasks) and Description. 
5. In the Evaluation Criteria section, select Created, and any time it's edited to subsequently meet criteria.
6. In the Rule Criteria section, leave the picklist on the default criteria are met selection. Specify the criteria:                
   • Field = TaskRay Task: Completed
   • Operator = Equals
   • Value = click on the magnifying glass icon, select True, and click on the Insert Selected button. 
7. Step 3: Specify workflow actions. Under Immediate Workflow Actions, click on Add Time Trigger.
8. Enter in the day you want the task to auto-archive and select your newly created Finished Date as the date to base it on. (E.g. 30 Days After TaskRay Task: Finished Date) Click Save.
9. In the new Time-Dependent Workflow Action shaded section, click on the Add Workflow Action button and select New Field Update. 
10. Enter a Name (e.g. "Auto-Archive Finished Tasks").
11. For Field to Update, select Archived.
12. Under Checkbox Options, select True.
13. Under Specify New Field Value, select Use a formula to set the new value. For the formula, enter Today().
14. Click Save.
15. Back on the Edit Rule page, click Done in the top right corner.
16. You will be taken to the Workflow Rule detail page. Click on the Activate button.