Build a tool to auto-archive tasks

Creating a tool to auto-archive tasks involves automating the process of moving completed or outdated tasks from an active list to an archive for better task management. Below is a detailed guide and a sample implementation in Python that can be adapted or integrated into various task management systems.

Key Features of an Auto-Archive Tool for Tasks

1. Task Identification: Automatically identify tasks that are completed, overdue, or inactive.

2. Archiving Mechanism: Move identified tasks to an archive storage.

3. Scheduling: Run the archive process periodically.

4. Data Storage: Use a database or files to store tasks and archives.

5. Notification (Optional): Inform users when tasks are archived.

Components of the Tool

• Task Data Structure: Store tasks with attributes like id, title, status, due_date, and completed_date.

• Archiving Criteria: Define rules for when a task should be archived.

• Storage: Use a JSON file or database to persist tasks and archives.

• Scheduler: Use cron jobs or Python scheduling libraries for automation.

• Interface: CLI or integration with task management platforms.

Example: Python Auto-Archive Script Using JSON

This example assumes tasks are stored in a JSON file and archived tasks are moved to a separate JSON archive file.

python
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import json
from datetime import datetime, timedelta

TASKS_FILE = 'tasks.json'
ARCHIVE_FILE = 'archive.json'
ARCHIVE_AFTER_DAYS = 7  # Archive tasks completed more than 7 days ago

def load_tasks(filename):
    try:
        with open(filename, 'r') as f:
            return json.load(f)
    except FileNotFoundError:
        return []

def save_tasks(filename, tasks):
    with open(filename, 'w') as f:
        json.dump(tasks, f, indent=4)

def is_older_than(date_str, days):
    task_date = datetime.strptime(date_str, '%Y-%m-%d')
    return datetime.now() - task_date > timedelta(days=days)

def auto_archive_tasks():
    tasks = load_tasks(TASKS_FILE)
    archive = load_tasks(ARCHIVE_FILE)

    tasks_to_archive = []
    remaining_tasks = []

    for task in tasks:
        # Archive if task status is 'completed' and completed_date is older than threshold
        if task.get('status') == 'completed' and 'completed_date' in task:
            if is_older_than(task['completed_date'], ARCHIVE_AFTER_DAYS):
                tasks_to_archive.append(task)
            else:
                remaining_tasks.append(task)
        else:
            remaining_tasks.append(task)

    # Append archived tasks to archive file
    archive.extend(tasks_to_archive)

    # Save updated files
    save_tasks(TASKS_FILE, remaining_tasks)
    save_tasks(ARCHIVE_FILE, archive)

    print(f"Archived {len(tasks_to_archive)} tasks.")

if __name__ == "__main__":
    auto_archive_tasks()

How It Works

• Load tasks from tasks.json.

• Check each task: If completed and the completed date is older than the defined threshold (7 days), it is moved to the archive.

• Save remaining tasks back to tasks.json.

• Save archived tasks into archive.json.

• Run this script periodically (e.g., daily) using a scheduler like cron or Windows Task Scheduler.

Extending the Tool

• Database Support: Use SQLite, PostgreSQL, or other DBs for scalable storage.

• Task Platform Integration: Connect to APIs of platforms like Trello, Asana, or Jira.

• GUI: Build a user interface for configuration and manual archiving.

• Notifications: Send emails or push notifications on archiving.

This provides a foundational auto-archiving system customizable to many environments. Would you like me to tailor the tool for a specific task platform or add features like scheduling setup?