Archiving and Restoring Tasks

At Motion, we prioritize organization and efficiency. To support this, tasks can be archived automatically after 6 months of inactivity or manually by the user. Our archiving feature offers several benefits, including a cleaner, more organized, and efficient workspace. Archived tasks become read-only in the Archive Bin until restored.

Auto-Archiving of Tasks

How It Works:

  1. 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.

  2. An email is sent to both the task creator and the task assignee, notifying them that the task, like "Task XYZ,” has been archived due to inactivity.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:

In My Tasks

  1. Go to the "Projects" tab.

  2. Hover over “My Tasks” on the left.

  3. Click the bin icon 🗑️.

  4. You are now in the Archive Bin wherein you’ll see archived tasks in chronological order.

Other workspaces

  1. In the "Projects" tab, choose the workspace you’d like to view the archived tasks from.

  2. Click on the three dot icon.

  3. Select “Archived tasks” from the options.

  4. You are now in the Archive Bin.

Walkthrough

Restoring Tasks

TL;DR: To restore tasks, simply find the task in the archive bin, open the task, and then click on “Restore task.”

Here’s a step-by-step guide:

  1. Click on the “Projects” tab.

  2. In the left sidebar, hover over the workspace the task is in.

  3. Click the three dot icon.

  4. Click on “Archived tasks.”

  5. Locate the task you want to restore.

  6. Open the task and click “Restore task.”

  7. 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.

Walkthrough

Manually Archiving Tasks

Steps to Archive a Task:

  1. Go to the “Projects” tab.

  2. Click on the workspace where the task is.

  3. Hover over the task. Note: You can only archive a non-auto-scheduled task.

  4. Click the three dot icon to access more options.

  5. From the dropdown menu, click on "Archive."

  6. The task will now be removed from its current workspace and project (if associated with one) and moved to the Archive Bin.

Walkthrough

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.

Why can’t I archive an auto-scheduled task?

  • This is because auto-scheduled tasks are actively planned to be completed and require action. Dormant tasks or those that aren't auto-scheduled are considered inactive and are therefore eligible for archiving.

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.

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.

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'.

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.

Last updated