How to create a workflow to archive data in Bubble.io?

Learn how to create an efficient workflow in Bubble.io to archive data. Step-by-step guide: Create custom data types, design workflows, add actions, and automate.

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Overview

Archiving data in Bubble.io ensures your application remains organized and efficient. This guide will walk you through creating a workflow to archive data seamlessly. Start by creating a new custom data type to store archived information. Design a workflow to trigger the archival process and create corresponding archived entries. Optionally, delete the original data or mark it as archived. Testing your workflow is essential to ensure accuracy. Finally, automate the process to keep your data management effortless and consistent.

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How to create a workflow to archive data in Bubble.io?

Step 1: Create a New Custom Data Type for Archived Data

Navigate to the Data tab in Bubble.io.
Click on the 'Data Types' and then 'Create a New Type.'
Name the new data type (e.g., 'Archived\_Item').
Add all necessary fields to this new data type. Ensure that these fields match those you want to archive from your original data type.

Step 2: Design Your Workflow

Navigate to the 'Workflow' tab.
Click 'Add a new workflow' and choose the appropriate trigger for your archival process.

For example, you may want to archive data when a user clicks a button or at a specific time using a Scheduled Workflow.

Step 3: Add Action to Create a New Archived Entry

In the workflow editor, add a new action by clicking 'Click here to add an action'.
Select 'Data (Things)' and then 'Create a new thing'.
Set the 'Type' to the custom data type you created ('Archived\_Item').
Populate each field with the corresponding data from the original item you want to archive.

For example, if you’re archiving a 'Blog_Post', set the title, content, and any other relevant fields to match the corresponding fields in 'Archived_Blog\_Post'.

Step 4: Delete or Mark Original Data as Archived (Optional)

To delete the original item, add another action in the same workflow.
Select 'Data (Things)' and then 'Delete a thing'.
Set the 'Type' and 'Thing to delete' to the original data item.

This is often used when you want to completely remove the original data after it has been archived.

If you prefer to keep the original data but mark it as archived, add an action to 'Make changes to a thing'.

Modify a specific field (e.g., 'is\_archived') to indicate the data has been archived.

Step 5: Test Your Workflow

Testing is critical. Run your workflow with different data scenarios to ensure all data fields are correctly transferred and that the original data is either removed or marked as archived.
Verify that all new archived data entries appear in the 'Archived\_Item' data type and retain all necessary information from the original data.

Step 6: Automate the Workflow (Optional)

If you want to automate the archival process, consider setting up a recurring event.

Navigate to Backend Workflows and create a new recurring workflow that runs at your desired frequency (e.g., every day, week, or month).
In this recurring workflow, replicate the actions to archive data and remove or mark the original data as archived.

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