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Setting Up Auto-Archiving for Pages 🗓️

Keep your Haystack intranet relevant and clutter-free by scheduling automatic retirement dates for temporary pages. ✨

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Why Use Auto-Archiving for Pages?

  • Saves Time: Eliminates the need to set calendar reminders to manually take down short-term landing pages.
  • Keeps Resources Relevant: Prevents employees from relying on outdated campaign guides or expired program details.
  • Improves Search Results: Guarantees that search queries highlight current, active landing pages rather than outdated project hubs.
  • Maintains Intranet Structure: Keeps navigation menus and page directories clean and clutter-free automatically.

Prerequisites & Permissions

Setting or updating an auto-archive date for a page depends on your permissions:

  • Page Creators & Owners: Can set and edit auto-archive dates for any pages they create or own.
  • Group Admins: Can set and edit auto-archive dates for pages within their assigned groups (if they have page editing permissions).
  • Workspace Admins & Page Admins: Can set, edit, and manage auto-archive dates across all pages in the Haystack workspace.

Auto-Archiving Pages During Creation

  1. Choose Create at the top of your dashboard panel, select Create Page, and choose which group the page belongs in.
  2. Start creating your page as you normally would by adding your title, layout, and content. Once finished, select "SAVE".
  3. Once saved, click the three dots (...) menu icon in the upper right-hand corner of the page and select "Settings" from within the drop down menu.
  4. In the settings drawer, locate the Auto-Archive Date field and select your desired archive date and time.
  5. Click Save. When the scheduled date arrives, Haystack will automatically move the page to your archive folder.

Retroactively Auto-Archiving Pages

📌 Note: You need to be either the Page Owner, a Group Admin with editing rights, or a Workspace Admin to update page settings.

  1. Navigate to the published page you wish to update.
  2. Click the three dots (...) menu icon in the upper right-hand corner of the page.
  3. Select Settings from the drop-down menu.
  4. Locate the Auto-Archive Date field within the settings drawer.
  5. Select or update your desired archive date and time.
  6. Click Save Changes. Your page will now automatically move to the archives on the newly scheduled date.

Auto-Archiving vs. Page Expiration

Haystack provides two tools to manage page lifecycles. Here is how to choose the right tool for your content:

  • Auto-Archiving: Automatically moves a page to the archive folder on a specific date. Once archived, the page is hidden, and employees can no longer search for or view it.
    • Best for: Short-term initiatives, seasonal campaigns, or temporary company hubs (e.g., a "2026 Open Enrollment Guide" page that should disappear completely once enrollment closes).
  • Page Expiration: Sends a review reminder notification to the page owner on a set date, but keeps the page live and visible to employees.
    • Best for: Evergreen policies or annual guidelines that need periodic re-verification rather than removal (e.g., company policy pages from 2026 can be set to expire on January 1, 2027, prompting the owner to review and make minor updates).

🔗 Looking to schedule review reminders instead? Read our full guide on Setting Up Expiration Alerts 🗓️ to learn how page expiration works.

Restoring Archived Pages

If a page was archived by mistake or you need to bring content back live, you can easily restore it:

  1. Navigate to your main Haystack Dashboard.
  2. Click the drop-down arrow (˅) next to the Create button at the top of the screen.
  3. Select Archived from the menu to open your archive list.
  4. Choose Pages from the top options. Filter or scroll to locate the page you wish to restore.
  5. Click the three dots (...) icon on the right side of the item.
  6. Select Restore

Best Practices for Page Auto-Archiving

  • 📅 Use Archiving for Campaigns, Expiration for Policies: If content needs to stay live while being reviewed, use Page Expiration. If a page has a strict end date, use Auto-Archiving.
  • 🛡️ Archiving Is Not Deleting: Rest easy knowing that archiving a page preserves all page text, formatting, and assets in your admin archives for future reference.
  • 🔍 Audit Your Pages Periodically: Check your archived pages folder once a quarter to permanently clean up outdated drafts or restore archived content for recurring annual initiatives.

Need More Help?

We're here for you! If you run into any issues or have questions about auto-archiving pages:

  • 💬 In-App Support Chat: Click the support icon in the bottom corner of your screen to chat with our team in real time.
  • ✉️ Email Us: Send an email to support@haystackteam.com and we can assist you.

Keywords: auto archive, pages, page settings, content management, archived pages, page expiration, restore archived content, workspace management, page owner, haystack guides