Creating a surface level count of items marked complete even when they are archived after

Platform discussions Special workflows & use cases
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1

I have an automation that archives anything that is marked as COMPLETE in the status column. My supervisor would like a quick count of some sort that keeps track of how many are completed each month to provide to our dean. Is there any way to do this?

2

Hi Katie,

This could be done using Charts, if you have access to them. You can create a chart that has the date (for the month) on the horizontal axis and the count of items as the value. Then you can filter the chart by the status of Completed.

If you would like to discuss more or want help setting up up, feel free to schedule some time with me and I would love to help! Calendly - Josh Bird

3

This could be done using Charts, if you have access to them. You can create a chart that has the date (for the month) on the horizontal axis and the count of items as the value. Then you can filter the chart by the status of Completed.

And this will also count the archived items?

4

Ah no, it would see that archived items are not able to be seen in charts or have any analytics done with them. Is there a specific reason it is being archived? Instead of archiving you could set the automation to move them to their own Group or Status and set filters so that they do not show up in main views, but could be counted in charts. Then could do a periodic archiving say once a year to keep the data clean.

5

We archive them to keep the board clean. Maybe for this new fiscal year we can try this method. Maybe they can be moved to a different board instead of archived?

6

That would be a good option. That way you still have the analytics capabilities while having your main board clean. You should also be able to set up an automation to move items to a different board as well.

7

Now I am encountering an issue where the other members of my team can’t see that chart on the dashboard. It shows as empty.

8

Can you ensure the team members have access to the board your created? Not sure how your permissions are set up but if they don’t give access by default then you would need to give them access explicitly.

9

I think I got it figured out. Thank you Josh. You’ve helped a ton.