A growing task database need not become a crowded daily workspace. Keep completed records in the source while excluding them from current-work views. Their notes and project connections remain available.
Here archive means a view-based workflow you create, not a separate storage feature.
Choose the simplest approach first
If you only want to hide completed tasks, use your existing completion property. Active tasks filters Done is unchecked; Completed tasks filters Done is checked. That may be enough.
With Status, adapt those conditions to your completed statuses. Avoid adding a second completion field just for this recipe.
1. Add an archive flag only for a separate purpose
Add Archived as Checkbox when you want to distinguish recently completed records from older work already reviewed. Done records completion; Archived records removal from normal operational views.
Do not use Archived to conceal unresolved work.
2. Create three views
- Active tasks: Done unchecked AND Archived unchecked.
- Completed — ready to archive: Done checked AND Archived unchecked.
- Archive: Archived checked.
Keep All tasks unfiltered. Follow the filter guide for combined conditions.
3. Test four combinations
| Task | Done | Archived | Expected location |
|---|---|---|---|
| Prepare first draft | No | No | Active |
| Send final handover | Yes | No | Ready to archive |
| Review old notes | Yes | Yes | Archive |
| Resolve outstanding question | No | Yes | Archive; needs review |
Create a diagnostic view with Done unchecked AND Archived checked. Restore those records to active work or record their appropriate outcome. Archived does not establish completion.
4. Review before archiving
- Confirm the task is finished.
- Record a useful outcome or delivery reference.
- Check its project relation.
- Mark Archived.
- Confirm it appears in Archive.
You are changing view eligibility, not copying the record. Use visibility troubleshooting if it seems to disappear unexpectedly.
5. Check project summaries separately
Retained tasks still have relationships and properties. Hiding them from a view does not establish that a calculation excludes them. Inspect the relation and inputs.
Decide whether a summary means historical completed work, current workload, all estimates or remaining work. Use rollup troubleshooting when the total does not match its intended meaning.
6. Restore a task intentionally
Uncheck Archived to return it to normal views. If reopened, review Done and record why. Clearing only Archived on a completed record places it in the completed queue. Review the owner, dates and next action.
Common mistakes
- Moving history to a second database and complicating connections.
- Treating Archived as completion.
- Deleting records merely to simplify a view.
- Assuming summaries ignore archived work without checking.
Frequently asked questions
Do I need an Archived property?
No. Separate active and completed views may be enough.
Does this archive delete a task?
No. It changes a checkbox and view eligibility; the record remains in its database.
Can unfinished tasks be archived?
The checkbox permits it. Review those records separately to avoid hiding unresolved work.
Will archived tasks stop affecting rollups?
Not automatically because a view hides them. Inspect the relation and calculation.
How do I reopen an archived task?
Clear Archived, review completion and update the owner, dates and next action.
Want this already built?
This guide shows you how to build and check this workflow yourself. For the wider client and project workspace, explore Freelancer CRM and compare its structure with how you work.