Keep Hubspot Email History Clean With Monthly Archives
Every month, Notis checks Notion for closed or resolved items and archives their associated emails in Hubspot. Your email history stays organized and performant without manual cleanup.
Trigger
Recurring schedule
Notis starts this workflow on a schedule, such as daily, weekly, or during business hours.
Action
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Why this helps
Old emails clutter your Hubspot engagement history, making reports slow and hard to interpret. Manual archiving is tedious and easy to skip.
- Clean email history without manual work
- Faster email reports and insights
- Keep active communications visible
- Automatic recurring maintenance
- Better email engagement metrics
Setup
Build it in a few focused steps.
- 1Connect Notion and Hubspot to Notis
- 2Create the automation: 'Every month, find emails in Hubspot linked to Notion items marked as closed, then archive those emails'
- 3Specify which Notion status indicates a closed item
- 4Set the schedule (e.g., first of every month) and your notification channel
- 5Test by running a preview and verifying the correct emails are selected for archiving
Questions about this workflow
Can I adjust the archive frequency?
Yes. Monthly, quarterly, or whatever frequency works. Set it when you create the automation.
Will archived emails be recoverable?
Yes. Archived emails are in Hubspot's recycling bin and can be restored if needed.
Can I exclude certain email types?
Yes. Tell Notis to only archive certain email categories or from certain senders if you want more selective cleanup.
When this happens · Trigger
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Supported Triggers and Actions
Notis builds workflows that link Notion to Hubspot. A trigger fires from one place; an action lands in another.
Notion triggers
Hubspot actions
All Page Events
Triggers when any Notion page is created or updated across the workspace.
Add asset association
Associates an existing asset ('form', 'object list', or 'external web url') with a specified hubspot marketing campaign.
Comment Created
Triggers when a new comment is created in Notion. Optional `page_id` filter scopes to comments on a specific page. When omitted, fires for any new comment in the workspace the integration has access to. Requires the 'Read comments' capability on the Notion integration. If a connection was authorized before that capability was enabled, the user must re-authorize the connection for comment events to flow.
Add token to event template
Adds a new custom data token to an existing event template for a specified hubspot application, optionally populating a crm object property if objectpropertyname is provided.
New Comment
Triggers when a new comment is added to a specified Notion block or page.
Archive email
Archives the hubspot email specified by `emailid` by moving it to the recycling bin, making it inaccessible unless restored.
Database Created
Triggers when a new Notion database (the container) is created. A database is the post-2025-09-03 container that holds one or more data sources. This trigger fires for the container's creation event (`database.created`), distinct from `NOTION_DATASOURCE_CREATED` which fires when a new data source is added to an existing database. Most customers calling Notion's `POST /v1/databases` (the legacy API) or creating a database via the Notion UI will see this event. Adding a new data source to an existing database fires `data_source.created` instead — use `NOTION_DATASOURCE_CREATED` for that. Notion's payload puts `entity.type: "block"` (the container is a `child_database` block in the content tree) and `entity.id` is the database id.
Archive a batch of emails by ID
Archives multiple hubspot crm emails by id; ids must exist as archiving is irreversible.
Data Source Created
Triggers when a new Notion data source is created. Fires workspace-wide. The payload's `data.parent` carries the data source's tree parent (typically the teamspace) for downstream filtering. A single template-based database creation can fire multiple `data_source.created` events at once — one per data source the template instantiates.
Archive a batch of quotes by id
Archives a batch of existing, non-archived quotes by their ids; this action is irreversible and useful for managing outdated or irrelevant quotes.
Data Source Schema Updated
Triggers when a Notion data source's schema is updated. Fires on column add / remove / rename. Payload includes `data.updated_properties: [{id, name, action}]` so consumers can discriminate the kind of change downstream. Optional `data_source_id` filter scopes to schema changes on a single data source. When omitted, fires for any schema change in the workspace the integration has access to. Note: adding a column also fires `page.properties_updated` once per existing row in the data source. Customers wanting a single structural-change signal should use this trigger.
Archive batch of companies by id
Archives a batch of companies by their unique ids; targeted companies must exist, not be previously archived, and this api operation is irreversible.
New Page
Triggers when a new page is added to a Notion database.
Archive batch of contacts by id
Archives a batch of existing contacts by their hubspot crm ids, rendering them inactive; this action is irreversible via the api and requires manual restoration or a separate unarchive endpoint.
Page Added to Page
Fires when a new subpage (a `child_page` type block) is added under a specified parent Notion page.
Archive batch of deals by id
Archives a batch of existing deals by their unique hubspot ids, removing them from active views and reports (soft delete); archived deals may be restorable.
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