TL;DR: When the parent's status flips to a trigger value, every subitem matching a chosen Status condition gets archived in one shot. Useful for end-of-sprint cleanup, project closure, and any "completed work shouldn't clutter the active view" workflow.
What this does
Recipe:"When status changes to something, archive all subitems with this status in this status column."
You configure two status values: a parent trigger (e.g. parent flips to "Closed") and a subitem filter (e.g. subitems with Status = "Done"). When the parent's status hits the trigger, every subitem matching the filter is archived in bulk. Other subitems stay put.
Example: parent flips to "Sprint complete" → all subitems with Status = "Done" archive automatically. Subitems still "In Progress" or "Blocked" remain visible for the next sprint.
When to use it
End-of-sprint cleanup — archive completed work in one click
Project closure — archive all wrapped-up tasks when the project status flips to "Closed"
Recurring rituals — clear the deck after each cycle without manual archiving
Keeping active views uncluttered while preserving the historical record
Archiving is reversible (you can restore from the Archive view) but it's an opinionated action — make sure your status combinations don't accidentally archive in-progress work. Test on a sandbox board before deploying.
Before you start
A Status column on the parent item (the trigger)
A Status column on the subitem (the filter)
Decide trigger value (parent state that fires the archive) and filter value (which subitems get archived)
Set it up
Open Automate → Create on your board.
Copy the recipe text above and find it in your board's automation center, then click Use Template.
Configure:
Parent status column + trigger value — what causes the archive
Subitem status column + filter value — which subitems are eligible
Click Create automation.
Test that it works
On a test item, create 3 subitems with mixed statuses (e.g. Done, Done, In Progress).
Flip the parent's status to your trigger value.
Confirm both Done subitems archived; the In Progress subitem stays.
Open the Archive view to verify the archived subitems are recoverable.
Common gotchas
Status values are case-sensitive. "Done" ≠ "done". Triple-check spelling.
Archive is bulk and immediate. No confirmation dialog — once the trigger fires, matching subitems vanish from the active view. Test before deploying.
Archived subitems don't fire other automations. Once archived, status changes or column edits on those subitems won't trigger anything.
Re-triggering archives more. If you flip the parent status, then back, then forward again, any subitems that meet the filter at each forward-flip moment get archived. To prevent double-archiving, pair with a sentinel ("only archive if not already archived") workflow or restrict status transitions.