Auto Archive for Gravity Forms
Auto Archive for Gravity Forms keeps your entry lists clean by moving older submissions into a dedicated archive instead of deleting them. It is designed for organizations — universities, registration programs, seasonal applications — that run on an annual cycle and want the current cohort front-and-center while last year’s submissions are tucked away but recoverable.
Archived entries are flagged and hidden from the default Gravity Forms entries view, but remain safely in the database under a dedicated „Archived“ tab, where they can be browsed and restored at any time. Archiving never deletes anything.
Free features
- Archive & restore individual entries — an „Archive“ link on every entry in the Entries list, and on the entry detail screen. Restore just as easily.
- Dedicated „Archived“ view — a filter tab on the Entries list that shows archived entries, with accurate counts kept out of your active totals.
- Automatic rules on every form — each form can archive itself on a daily check, with its own rule. A „Run now“ button lets you apply a rule on demand.
- Rolling age rule — „archive entries older than N days/months.“
- Recurring annual cutoff — archive everything submitted before a set day each year (e.g. Aug 1), ideal for clearing last cycle at the start of a new program year.
- Activity log — a running record of what was archived, when, and by which rule, under Forms › Settings › Auto Archive.
Pro add-on
The optional Auto Archive for Gravity Forms – Pro add-on is a separate plugin (available from the developer) that hooks into this one to add:
- Date-field rules — archive based on a date field on the form itself (e.g. a program end date), not the submission date.
- Conditional rules — only archive entries matching field values (e.g. „Decision is Declined“).
- Bulk Archive All — archive every active entry on a form in one click.
- Trash & permanent delete — go beyond soft archive on a retention schedule, always exporting a backup first.
- CSV / Excel export — on demand, or automatically before a destructive run.
- Off-site cloud backup — push a backup to Amazon S3 or Backblaze B2 before deleting.
- Email summaries — a per-run report with the backup attached.
The free plugin is fully functional on its own; nothing on its screens is locked or disabled.