Monthly Cleanup: Archive Old Emails
Old emails clutter your Hubspot engagement records. This monthly automation archives emails older than a specified date, keeping your records clean without losing history.
Trigger
Recurring schedule
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Action
Archive emails
Archives multiple hubspot emails by their ids.
Why this helps
Engagement records pile up with old emails, making it hard to find recent interactions and bloating your Hubspot interface.
- Cleaner engagement records
- Faster searches through interactions
- Reduced visual clutter
- Historical data preserved and searchable
Setup
Build it in a few focused steps.
- 1Connect Hubspot to Notis.
- 2Create an automation: 'Every first day of the month at 3 AM, archive all emails in Hubspot older than 12 months.'
- 3Customize the age threshold in your prompt (e.g., '6 months' or '24 months').
- 4Set your notification preference.
- 5Select 'Monthly schedule' as your trigger.
- 6Monitor the first run to confirm the right emails are archived.
Questions about this workflow
Can I exclude certain emails from archival?
Yes. Specify rules like 'don't archive emails from VIP contacts' or 'skip emails tagged as important.'
Are archived emails searchable?
Yes. Archived emails remain in Hubspot and are searchable via archive filters. They're just hidden from the main engagement timeline.
What if I need to restore an archived email?
Notis can restore them, or you can un-archive through Hubspot's interface. Archived status is fully reversible.
When this happens · Trigger
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Supported Triggers and Actions
Notis builds workflows that link Salesforce to Hubspot. A trigger fires from one place; an action lands in another.
Salesforce triggers
Hubspot actions
Account Created or Updated
Triggers when an Account is created or updated in Salesforce. Uses LastModifiedDate high-watermark to capture both creations and updates.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
Contact Updated
Triggers when an existing Salesforce Contact record is modified. Emits changed fields alongside relevant timestamps.
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
Record Updated (Generic SObject)
Triggers when monitored fields change on any Salesforce SObject. You specify the SObject type and which field values should be returned in the payload. The trigger uses SystemModstamp to detect changes regardless of which specific field changed.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
New Contact Trigger
Triggers when a new Contact is Created in Salesforce.
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
New Lead Trigger
Triggers when a new Lead is created in Salesforce.
Archive a batch of quotes by id
Archives a batch of existing, non-archived quotes by their ids; this action is irreversible and useful for managing outdated or irrelevant quotes.
New or Updated Opportunity
Triggers when a Salesforce Opportunity is created or updated.
Archive batch of companies by id
Archives a batch of companies by their unique ids; targeted companies must exist, not be previously archived, and this api operation is irreversible.
Task Created or Completed
Triggers when a Task is created or when its status changes to Completed in Salesforce. Supports optional filtering by task Status or Subject.
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Archive batch of deals by id
Archives a batch of existing deals by their unique hubspot ids, removing them from active views and reports (soft delete); archived deals may be restorable.
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