Archiving and Restoring Tasks in Motion
Disclaimer: Auto-archiving of tasks will be released to all users on 8/30/2023. If you don't see it in your Motion instance yet, don't worry - it's coming soon!
Introduction
At Motion, we understand the importance of organization and efficiency. To facilitate this, tasks can be archived in two ways: automatically after 6 months of inactivity or manually by the user. Additionally, our archiving feature brings multiple advantages to the table, ensuring a cleaner, more organized, and efficient workspace. Once a task is archived, it becomes read-only in the Archive Bin until restored.
Auto-Archiving of Tasks
How It Works:
If a task has not been active for 6 months, it is automatically moved from its original workspace (and project, if applicable) to the Archive Bin.
An email is sent to both the task creator and the task assignee, notifying them that the task, like "Task XYZ", has been archived due to inactivity. If you're on an individual subscription, only you will receive an email. However, for team subscriptions, two team members might receive an email if the creator and assignee are different individuals.
To View Archived Tasks:
Click on the "Projects and Tasks" tab.
In the left sidebar, click the 3 dots next to the workspace name.
Click 'Archived Tasks.'
You are now in the Archive Bin wherein you’ll see archived tasks in chronological order.
Manually Archiving Tasks
Steps to Archive a Task:
Go to the "Projects and Tasks" tab.
Click on the workspace where the non-auto-scheduled task resides, e.g., "My Tasks."
Hover over the task.
Click the three dots to access more options.
From the dropdown menu, click "Archive."
The task will now be removed from its current workspace and project (if associated with one) and moved to the Archive Bin.
Restoring Tasks
Steps to Restore a Task:
Click on the "Projects and Tasks" tab.
Hover over the workspace to show the Archive Bin button.
Locate the task you wish to restore.
Open the task and click “Restore task.”
The task will be moved from the Archive Bin back to its original workspace (and project, if applicable).
Your task has now been restored and is active again.
Why This Feature is a Game-Changer
Enhanced Focus: With fewer tasks crowding your workspace, you can zero in on the tasks that genuinely need attention.
Operational Efficiency: A reduced volume of tasks leads to faster response times and an overall enhanced app performance.
Flexibility: While the auto-archiving system functions smoothly in the background, users still have the authority to manually archive or restore tasks at will.
Space Management: Over time, if you find certain archived tasks irrelevant, they can easily be deleted, further refining your workspace.
Frequently Asked Questions (FAQs)
Why does this feature exist?
Our archiving feature was introduced to foster a neat and organized workspace. By curbing the number of active tasks, Motion can perform with peak efficiency.
Which archived tasks will I see?
If you have an individual subscription, you will only see your own archived tasks. For those with a team subscription, you'll be able to view all archived tasks (automatically archived) that were originally in shared workspaces you were a part of.
How can I offer feedback on this feature?
Please reach out to support by sending an email to support@usemotion.com. Alternatively, utilize our Intercom module situated at the lower right corner of the screen, and select 'feedback'.
Where did all my tasks go?
The auto-archive feature works retroactively. This means if you're an existing Motion user and you have tasks from March 2023 (or earlier) that are inactive, they'll be found in your Archive Bin.
We hope this comprehensive guide helps you make the most of Motion's archiving feature. For further queries, feel free to reach out to our support team at support@usemotion.com.
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