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On a schedule

Archive monday.com items Done for 30 days

Every night, items that have sat in Done for more than 30 days are archived from a monday.com board, and you get an email listing them.

Runs
On a schedule
Apps
monday.com
AI
Not needed
Access
boards:read, boards:write

Send this to your assistant

Create a ClickRuntime automation: every night at 2am, find items on my Projects board in monday.com whose status has been Done for more than 30 days, archive them, and email me the list.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Boards fill up with finished work. After a few months the Done group is longer than everything else and slows down scrolling, filtering and loading.

Archiving finished items after a month keeps the board focused on current work while leaving a grace period for recent wins and follow-ups.

Because the age comes from when the status changed to Done, items finished last week stay put even if they were created months ago.

What you get out of it

  • Lighter boards

    Old finished items leave the board so current work is easier to see.

  • Recent work stays

    Items stay on the board for 30 days after they are finished.

  • Nothing is lost

    Archived items can be restored from monday.com at any time.

  • You see what moved

    A nightly email lists every item that was archived.

  • Runs at night

    Archiving happens at 2am, when nobody is working on the board.

How it works

What happens, step by step

  1. Every night ClickRuntime reads every item on your board, page by page.

  2. It checks when each Done item's status last changed.

  3. Items that have been Done for more than 30 days are archived.

  4. You get an email listing what was archived; archived items can be restored in monday.com.

Before it runs live

  • Connect monday.com

What you get

RunsOn a schedule
Archive monday.com items Done for 30 daystoday, 9:00Succeeded
Email · Archived 6 old items from ProjectsArchived 6 items that were Done for 30+ days: • Q3 newsletter (Done since Oct 2) • Update privacy policy (Done since Sep 28) • Hire contract designer (Done since Oct 5) …

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Run it at a different time, more or less often, or only on weekdays
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Slack
  • Combine it with other monday.com steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
archive_monday_com_items_that_have_been_done_for_30_days.pyexample
import json
from datetime import datetime, timedelta, timezone
from clickruntime import on_trigger, credentials, http, notify

BOARD, DAYS = 1234567890, 30
FIRST = """query ($board: [ID!]) { boards(ids: $board) { name items_page(limit: 500) { cursor
  items { id name column_values(ids: ["status"]) { text value } } } } }"""
NEXT = """query ($cursor: String!) { next_items_page(limit: 500, cursor: $cursor) { cursor
  items { id name column_values(ids: ["status"]) { text value } } } }"""
ARCHIVE = """mutation ($id: ID!) { archive_item(item_id: $id) { id } }"""
def monday(query, **variables):
    resp = http.post("https://api.monday.com/v2", json={"query": query, "variables": variables},
                     headers={"Authorization": credentials.secret("MONDAY_API_TOKEN"), "API-Version": "2024-10"})
    resp.raise_for_status()
    return resp.json()["data"]

@on_trigger
def run(event):
    board = monday(FIRST, board=[BOARD])["boards"][0]
    page, items = board["items_page"], []
    while True:
        items += page["items"]
        if not page["cursor"]:
            break
        page = monday(NEXT, cursor=page["cursor"])["next_items_page"]
    cutoff = datetime.now(timezone.utc) - timedelta(days=DAYS)
    archived = []
    for i in items:
        status = i["column_values"][0]
        if status["text"] != "Done" or not status["value"]:
            continue
        changed = json.loads(status["value"]).get("changed_at")
        if not changed:
            continue
        when = datetime.fromisoformat(changed.replace("Z", "+00:00"))
        if when < cutoff:
            monday(ARCHIVE, id=i["id"])
            archived.append(f"• {i['name']} (Done since {when:%b %-d})")
    if archived:
        notify.email_me(f"Archived {len(archived)} old items from {board['name']}",
                        f"Archived {len(archived)} items that were Done for {DAYS}+ days:\n" + "\n".join(archived))
    return {"archived": len(archived)}

FAQ

Common questions

Are archived items deleted?
No. Archived items move to the board's archive and can be restored from monday.com for as long as your plan keeps them.
How does it know when an item was marked Done?
monday.com stores the time each status last changed. The automation reads that time, not the item's creation date.
Can I use a different number of days or another status?
Yes. Tell your assistant the number of days and the label, for example 14 days in Cancelled.
What permissions does it need?
boards:read, boards:write. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run each time it runs (on a schedule). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Archive monday.com items Done for 30 days” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.