How to Archive Old Records?

When organizing or archiving records across years, we do not recommend creating a new sheet with the same structure for each year. Storing yearly records in separate sheets makes it difficult to generate cross-year reports.

If you need to archive old records, we recommend using one of the following three methods:

1. Filter by an Existing Field and Save a Default View or Fixed Filter

For example, if you only want to display this year’s orders in the "Sales Orders" sheet and archive past records, you can click the gear icon of the "Order Date" field in the Left Sidebar, apply the "This Year" filter, and then save it as the Default View or Fixed Filter.

Once set, only this year’s orders will be shown when accessing the sheet.

2. Create an "Archive" Field and Archive Records Manually

If the records you want to archive cannot be filtered through the Left Sidebar, you can create a new "Archived" selection field with options such as "Y" or "N". Then, apply a Default View or Fixed Filter based on the "Archived" field to display only records with "Archived = N".

In the future, when you need to archive specific records, manually change the field value to "Y" so that the record will be excluded from the Listing Page.

3. Use Automatic Archiving

With Automatic Archiving, you can archive records on specified sheets at defined intervals. Please note that archived records cannot be retrieved via the API or reports until they are unarchived.