Automating Card Management: Auto-Archive and Duplicate Detection

Auto-Archiving Cards

Each Monday around 1:00am UTC, Guru checks for Cards that meet the following criteria:

• Unverified for 6 months
• Zero views since the "Last verified" date

Cards meeting these conditions appear in the Tasks > Auto Archive queue for Collection owners and authors. The following Monday, if no action is taken, those Cards will be automatically archived.

Creating a custom archive automation

Admins and Collection owners can create archive automation using custom criteria, either for:

• All Collections, or
• Individual Collections (which override workspace-level settings)

1. Go to Card Manager > Auto Archive.
2. Click Create archive automation.
3. Define your criteria:
   • Collection: Choose All Collections or a specific Collection.
   • Unverified duration: 35, 60, 180, or 365 days.
   • Views while unverified: 0, <5, <10, or <15 views.
4. Name the automation in the Archive automation name field.
5. Click Create archive automation to save it.

Excluding specific verifiers

You can exclude Cards from auto-archive that are assigned to a specific verifier:

1. In Card Manager, go to Auto Archive.
2. Click Manage Settings.
3. Select verifiers in the Verifier exclusion list.
4. Click Save changes.

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Note

This excludes only Cards where the selected user is the sole verifier.

Disabling or editing archive automation

To disable an individual automation:

• On the Auto Archive page, click the toggle next to the automation name.

To disable all automations:

• Click Manage and toggle off Enable Collection-specific auto archives.

To edit or delete:

1. On the Auto Archive page, click the gear icon (⚙️) next to the automation.
2. Click Save Changes or Delete archive automation.

Using Duplicate Detection

1. Go to Card Manager > Duplicate Detection.
2. Review the queue of flagged duplicate Card groups:

Each group includes:

• Primary Card: Usually the oldest or most used Card.
• Duplicate Cards: Cards flagged with a similarity rating, folder, verifier, and last verified date.

3. Click the ellipsis (⋯) to act on duplicates:

   • Edit the Card
   • Archive the duplicate
   • Dismiss the duplicate status

4. To dismiss an entire group, click ⓧ Dismiss in the top right.

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Tip

Consider Collection permissions. Intentional duplicates may exist across different Collections due to access settings.

Frequently Asked Questions

What is the default Auto Archive criteria?

Guru archives Cards that:

• Have been unverified for 6 months
• Have had zero views since their last verification

No Cards are archived if none meet this criteria.

Why can't I enable custom archive criteria?

Only admins can enable custom automations.

1. Ask an admin to go to Manage Settings.
2. Enable Collection-specific auto archives.

What happens with multiple automations on the same Collection?

• All automation rules will run.
• Collection-specific rules override the "All Collections" rule.

Can I review Cards before they're archived?

Yes. Go to:

• Tasks > Auto Archive: See what will be archived.
• Tasks > Unverified Cards: Filter by “Pending Auto Archive”.
• Card Manager: Filter by “Verification Expiration Date” and save the filter.

Can I see how a Card was archived?

Yes. In Card Manager > Archived, filter by:

• Auto-archived Cards
• Manually archived Cards

Can I restore automatically archived Cards?

Yes. Collection owners and authors can restore auto-archived Cards:

• Individually
• In bulk

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Note

Only the last published version is restored—drafts are not recovered.

What happens to other features when a Card is auto-archived?

• Drafts are deleted.
• Knowledge Triggers and pins will no longer surface the Card.
• Hyperlinks to the Card will show as "invalid."
• Permissions remain, and Cards can be restored via Card Manager.

Do archived Cards appear in analytics?

Yes. Archived Cards are still included in analytics.

Do archived Cards appear in search or suggested answers?

No. Restore Cards to make them searchable or to include them in suggested answers.

How can I track the impact of Auto Archive?

Check the Verification Health dashboard.

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Best Practices

Workspaces with a verification score above 80–85% see the highest usage and engagement.

Also review adoption and usage analytics to track how well your content is being used.