Automatically Archive Inactive Records Monthly
Every month, Notis identifies contacts you haven't communicated with in 6 months and removes them from your active database—no manual pruning.
Trigger
Recurring schedule
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Action
Delete Record
Permanently deletes a specific record from an existing table within an existing airtable base.
Why this helps
Your Airtable CRM is bloated with inactive contacts, making it slow to navigate and hard to focus on real opportunities. Manually deleting inactive records feels like wasting time.
- Lean database: remove inactive contacts automatically
- Better focus: work with contacts who are actually engaged
- Faster lookups: smaller database means snappier performance
- No decision fatigue: Notis handles pruning, not you
Setup
Build it in a few focused steps.
- 1Connect WhatsApp and Airtable to Notis.
- 2Create an 'archive' table in Airtable for inactive contacts (optional, for compliance).
- 3Tell Notis: 'On the 1st of each month, review all my Airtable contacts. For any contact I haven't exchanged WhatsApp messages with in the last 6 months, delete the record (or move it to archive).'
- 4Specify exemptions (e.g., 'Never delete Enterprise accounts' or 'Never delete if a project is active').
- 5Test manually first to see which records would be deleted.
Questions about this workflow
How far back does Notis check for activity?
6 months by default, but you can change it. 3 months for hot sales cycles, 12 months for long-term relationships.
Can I recover deleted records?
Yes. Notis can move inactive records to an archive table instead of deleting them permanently, so you can recover them if needed.
Will important clients be deleted?
Only if they haven't messaged in 6+ months. You can tag VIP clients to exempt them from automatic deletion.
When this happens · Trigger
Do this · Action
Supported Triggers and Actions
Notis builds workflows that link Whatsapp to Airtable. A trigger fires from one place; an action lands in another.
Whatsapp triggers
Airtable actions
Message Status Updated
Triggers when a WhatsApp message status changes. IMPORTANT LIMITATION: WhatsApp Cloud API does not provide a native polling endpoint for message status. Status updates are ONLY delivered via webhooks in real-time. This trigger cannot directly poll the WhatsApp API for status updates. This trigger will return empty results as WhatsApp does not support this operation. To track message status updates, you must: 1. Set up a webhook endpoint to receive status notifications from WhatsApp 2. Store the webhook data in your own database 3. Use a different mechanism to query your stored webhook data For more information, see: - https://developers.facebook.com/docs/whatsapp/cloud-api/webhooks
Create base
Creates a new airtable base with specified tables and fields within a workspace; ensure field options are valid for their type.
New Message Received
Triggered in real time when your WhatsApp Business number receives an inbound message from a customer (text, media, location, or contact). Delivered via the Cloud API webhook.
Create Comment
Creates a new comment on a specific record within an airtable base and table.
Interactive Reply Received
Triggered when a customer taps a quick-reply button or selects an option from an interactive list message you sent.
Create Field
Creates a new field within a specified table in an airtable base.
Message Template Status Update
Triggered when the review status of a WhatsApp message template changes — for example approved, rejected, or flagged — on your WhatsApp Business Account.
Create multiple records
Creates multiple new records in a specified airtable table.
Create a record
Creates a new record in a specified airtable table; field values must conform to the table's column types.
Create table
Creates a new table within a specified existing airtable base, allowing definition of its name, description, and field structure.
Delete Comment
Deletes an existing comment from a specified record in an airtable table.
Delete multiple records
Deletes up to 10 specified records from a table within an airtable base.
Connect any two apps with Notis in the middle.
Not just Whatsapp and Airtable. Any combination from 1,000+ integrations.
When this happens · Trigger
Do this · Action
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