HumationHuman + Automation
Back to Catalog

Automatically archive old WordPress posts to draft status

David OlusolaDavid Olusola
184 views
2/3/2026
cronautomationhttp-requestfile-systemcsv
Official Page

Overview: Automated WordPress Post Archiving

This workflow is designed to maintain your blog's health and SEO by automatically moving old, published posts into a "draft" or "archive" state. This prevents outdated or low-traffic content from negatively impacting your site's performance and allows you to easily review and update them later.

How It Works

  1. Quarterly Trigger: The workflow is set to run automatically on a recurring schedule, specifically on the 1st day of every 3rd month (quarterly). This ensures that your content is regularly audited without any manual intervention.
  2. Find Old Posts: The workflow connects to your WordPress site and fetches all published posts that are older than a specified time frame (in this case, 12 months). It uses the WordPress API's filtering capabilities to efficiently find the right content.
  3. Check if Posts Found: An If node checks if the previous step found any posts. This prevents the workflow from running further steps if there's nothing to archive. If no posts are found, the workflow ends and logs this.
  4. Archive Post: If posts are found, the workflow proceeds to update each one. It changes the post's status from publish to draft and automatically adds tags like archived and old-content for easy identification within your WordPress dashboard.
  5. Send Notification: After the archiving process is complete, the workflow sends an email notification to the administrator. This provides a summary of the activity, letting you know that the task has been completed.

Setup Steps

  1. Configure WordPress Credentials: In both the Find Old Posts and Archive Post nodes, you need to add your WordPress credentials. This typically involves entering your site URL and creating an application password in your WordPress admin dashboard for secure API access.
  2. Set Up Email Credentials: In the Send Notification node, add your email service credentials (like SMTP or a Gmail account) to enable the workflow to send you the completion notification.
  3. Adjust the Archiving Period: In the Find Old Posts node, the current expression is {{ $now.minus({ months: 12 }).toISO() }} which archives posts older than 12 months. You can change the number of months to fit your content strategy (e.g., 24 for two years).
  4. Customize Tags: In the Archive Post node, you can customize the tags to better suit your needs. You can change or add new tags that will be applied to the archived posts.
  5. Activate the Workflow: Once all credentials and settings are configured, make sure to activate the workflow to set the quarterly schedule in motion.

Automatically Archive Old WordPress Posts to Draft Status

This n8n workflow automates the process of identifying and archiving old WordPress posts by changing their status to 'Draft'. It includes a notification mechanism to inform you when the workflow runs, regardless of whether posts were archived or not.

What it does

This workflow performs the following steps:

  1. Triggers on a schedule: The workflow is set to run periodically (e.g., daily, weekly, monthly) based on the configured schedule.
  2. Retrieves WordPress Posts: It connects to your WordPress site and fetches a list of posts.
  3. Filters Old Posts: It identifies posts that meet a predefined age criteria (e.g., older than X days/months/years).
  4. Updates Post Status: For each identified old post, it changes its status from 'publish' to 'draft', effectively archiving it without deleting.
  5. Sends Email Notification: After processing, it sends an email summary indicating how many posts were archived or if no posts met the criteria.

Prerequisites/Requirements

  • n8n Instance: A running n8n instance.
  • WordPress Account: Access to a WordPress site with an API-enabled user account.
  • Email Account: An SMTP-configured email account for sending notifications.

Setup/Usage

  1. Import the workflow: Import the provided JSON into your n8n instance.
  2. Configure Credentials:
    • WordPress: Create a new WordPress credential. You will need your WordPress site URL, a username, and an application password (generated in WordPress under Users > Your Profile > Application Passwords).
    • Send Email: Configure an SMTP credential for the "Send Email" node. This will typically require your SMTP server host, port, username, and password.
  3. Customize the Schedule: Adjust the "Schedule Trigger" node to your desired frequency (e.g., daily, weekly).
  4. Configure WordPress Nodes:
    • In the first "WordPress" node (likely named "Get Posts"), configure the filters to retrieve posts based on your archiving criteria (e.g., published date before X, post type 'post').
    • In the second "WordPress" node (likely named "Update Post"), ensure it's configured to update the post status to 'draft'.
  5. Adjust the "If" Node: Modify the conditions in the "If" node to accurately determine if any posts were found that need archiving. This typically checks if the output of the "Get Posts" node contains any items.
  6. Customize Email Notification:
    • In the "Send Email" node, update the "To" address to your desired recipient.
    • Customize the subject and body of the email to provide relevant information about the workflow execution (e.g., number of posts archived, timestamp).
  7. Activate the workflow: Once configured, activate the workflow to start the automated archiving process.

Related Templates

Two-way property repair management system with Google Sheets & Drive

This workflow automates the repair request process between tenants and building managers, keeping all updates organized in a single spreadsheet. It is composed of two coordinated workflows, as two separate triggers are required — one for new repair submissions and another for repair updates. A Unique Unit ID that corresponds to individual units is attributed to each request, and timestamps are used to coordinate repair updates with specific requests. General use cases include: Property managers who manage multiple buildings or units. Building owners looking to centralize tenant repair communication. Automation builders who want to learn multi-trigger workflow design in n8n. --- ⚙️ How It Works Workflow 1 – New Repair Requests Behind the Scenes: A tenant fills out a Google Form (“Repair Request Form”), which automatically adds a new row to a linked Google Sheet. Steps: Trigger: Google Sheets rowAdded – runs when a new form entry appears. Extract & Format: Collects all relevant form data (address, unit, urgency, contacts). Generate Unit ID: Creates a standardized identifier (e.g., BUILDING-UNIT) for tracking. Email Notification: Sends the building manager a formatted email summarizing the repair details and including a link to a Repair Update Form (which activates Workflow 2). --- Workflow 2 – Repair Updates Behind the Scenes:\ Triggered when the building manager submits a follow-up form (“Repair Update Form”). Steps: Lookup by UUID: Uses the Unit ID from Workflow 1 to find the existing row in the Google Sheet. Conditional Logic: If photos are uploaded: Saves each image to a Google Drive folder, renames files consistently, and adds URLs to the sheet. If no photos: Skips the upload step and processes textual updates only. Merge & Update: Combines new data with existing repair info in the same spreadsheet row — enabling a full repair history in one place. --- 🧩 Requirements Google Account (for Forms, Sheets, and Drive) Gmail/email node connected for sending notifications n8n credentials configured for Google API access --- ⚡ Setup Instructions (see more detail in workflow) Import both workflows into n8n, then copy one into a second workflow. Change manual trigger in workflow 2 to a n8n Form node. Connect Google credentials to all nodes. Update spreadsheet and folder IDs in the corresponding nodes. Customize email text, sender name, and form links for your organization. Test each workflow with a sample repair request and a repair update submission. --- 🛠️ Customization Ideas Add Slack or Telegram notifications for urgent repairs. Auto-create folders per building or unit for photo uploads. Generate monthly repair summaries using Google Sheets triggers. Add an AI node to create summaries/extract relevant repair data from repair request that include long submissions.

Matt@VeraisonLabsBy Matt@VeraisonLabs
208

Send WooCommerce cross-sell offers to customers via WhatsApp using Rapiwa API

Who Is This For? This n8n workflow enables automated cross-selling by identifying each WooCommerce customer's most frequently purchased product, finding a related product to recommend, and sending a personalized WhatsApp message using the Rapiwa API. It also verifies whether the user's number is WhatsApp-enabled before sending, and logs both successful and unsuccessful attempts to Google Sheets for tracking. What This Workflow Does Retrieves all paying customers from your WooCommerce store Identifies each customer's most purchased product Finds the latest product in the same category as their most purchased item Cleans and verifies customer phone numbers for WhatsApp compatibility Sends personalized WhatsApp messages with product recommendations Logs all activities to Google Sheets for tracking and analysis Handles both verified and unverified numbers appropriately Key Features Customer Segmentation: Automatically identifies paying customers from your WooCommerce store Product Analysis: Determines each customer's most purchased product Smart Recommendations: Finds the latest products in the same category as customer favorites WhatsApp Integration: Uses Rapiwa API for message delivery Phone Number Validation: Verifies WhatsApp numbers before sending messages Dual Logging System: Tracks both successful and failed message attempts in Google Sheets Rate Limiting: Uses batching and wait nodes to prevent API overload Personalized Messaging: Includes customer name and product details in messages Requirements WooCommerce store with API access Rapiwa account with API access for WhatsApp verification and messaging Google account with Sheets access Customer phone numbers in WooCommerce (stored in billing.phone field) How to Use — Step-by-Step Setup Credentials Setup WooCommerce API: Configure WooCommerce API credentials in n8n (e.g., "WooCommerce (get customer)" and "WooCommerce (get customer data)") Rapiwa Bearer Auth: Create an HTTP Bearer credential with your Rapiwa API token Google Sheets OAuth2: Set up OAuth2 credentials for Google Sheets access Configure Google Sheets Ensure your sheet has the required columns as specified in the Google Sheet Column Structure section Verify Code Nodes Code (get paying_customer): Filters customers to include only those who have made purchases Get most buy product id & Clear Number: Identifies the most purchased product and cleans phone numbers Configure HTTP Request Nodes Get customer data: Verify the WooCommerce API endpoint for retrieving customer orders Get specific product data: Verify the WooCommerce API endpoint for product details Get specific product recommend latest product: Verify the WooCommerce API endpoint for finding latest products by category Check valid WhatsApp number Using Rapiwa: Verify the Rapiwa endpoint for WhatsApp number validation Rapiwa Sender: Verify the Rapiwa endpoint for sending messages Google Sheet Required Columns You’ll need two Google Sheets (or two tabs in one spreadsheet): A Google Sheet formatted like this ➤ sample The workflow uses a Google Sheet with the following columns to track coupon distribution: Both must have the following headers (match exactly): | name | number | email | address1 | price | suk | title | product link | validity | staus | | ---------- | ------------- | ----------------------------------------------- | ----------- | ----- | --- | ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------ | ---------- | -------- | | Abdul Mannan | 8801322827799 | contact@spagreen.net | mirpur dohs | 850 | | Sharp Most Demanding Hoodie x Nike | https://yourshopdomain/p-img-nike | verified | sent | | Abdul Mannan | 8801322827799 | contact@spagreen.net | mirpur dohs | 850 | | Sharp Most Demanding Hoodie x Nike | https://yourshopdomain/p-img-nike | unverified | not sent | | Abdul Mannan | 8801322827799 | contact@spagreen.net | mirpur dohs | 850 | | Sharp Most Demanding Hoodie x Nike | https://yourshopdomain/p-img-nike | verified | sent | Important Notes Phone Number Format: The workflow cleans phone numbers by removing all non-digit characters. Ensure your WooCommerce phone numbers are in a compatible format. API Rate Limits: Rapiwa and WooCommerce APIs have rate limits. Adjust batch sizes and wait times accordingly. Data Privacy: Ensure compliance with data protection regulations when sending marketing messages. Error Handling: The workflow logs unverified numbers but doesn't have extensive error handling. Consider adding error notifications for failed API calls. Product Availability: The workflow recommends the latest product in a category, but doesn't check if it's in stock. Consider adding stock status verification. Testing: Always test with a small batch before running the workflow on your entire customer list. Useful Links Dashboard: https://app.rapiwa.com Official Website: https://rapiwa.com Documentation: https://docs.rapiwa.com Support & Help WhatsApp: Chat on WhatsApp Discord: SpaGreen Community Facebook Group: SpaGreen Support Website: https://spagreen.net Developer Portfolio: Codecanyon SpaGreen

RapiwaBy Rapiwa
183

Track SDK documentation drift with GitHub, Notion, Google Sheets, and Slack

📊 Description Automatically track SDK releases from GitHub, compare documentation freshness in Notion, and send Slack alerts when docs lag behind. This workflow ensures documentation stays in sync with releases, improves visibility, and reduces version drift across teams. 🚀📚💬 What This Template Does Step 1: Listens to GitHub repository events to detect new SDK releases. 🧩 Step 2: Fetches release metadata including version, tag, and publish date. 📦 Step 3: Logs release data into Google Sheets for record-keeping and analysis. 📊 Step 4: Retrieves FAQ or documentation data from Notion. 📚 Step 5: Merges GitHub and Notion data to calculate documentation drift. 🔍 Step 6: Flags SDKs whose documentation is over 30 days out of date. ⚠️ Step 7: Sends detailed Slack alerts to notify responsible teams. 🔔 Key Benefits ✅ Keeps SDK documentation aligned with product releases ✅ Prevents outdated information from reaching users ✅ Provides centralized release tracking in Google Sheets ✅ Sends real-time Slack alerts for overdue updates ✅ Strengthens DevRel and developer experience operations Features GitHub release trigger for real-time monitoring Google Sheets logging for tracking and auditing Notion database integration for documentation comparison Automated drift calculation (days since last update) Slack notifications for overdue documentation Requirements GitHub OAuth2 credentials Notion API credentials Google Sheets OAuth2 credentials Slack Bot token with chat:write permissions Target Audience Developer Relations (DevRel) and SDK engineering teams Product documentation and technical writing teams Project managers tracking SDK and doc release parity Step-by-Step Setup Instructions Connect your GitHub account and select your SDK repository. Replace YOURGOOGLESHEETID and YOURSHEET_GID with your tracking spreadsheet. Add your Notion FAQ database ID. Configure your Slack channel ID for alerts. Run once manually to validate setup, then enable automation.

Rahul JoshiBy Rahul Joshi
31