Clear the transaction history within Tiller database beyond say 2 months?

I have > 70,000 transactions in my Transaction sheet and about 20 accounts. Way too many. All of those transactions are already categorized. I would like my primary Transaction Sheet to only Fill/include my most recent (say latest month) of transactions given the large number of them.

Unfortunately, when I move the old transactions out of the primary transaction sheet, and then hit fill, all historical Tiller Database transactions load, which is overwhelming the spreadsheet and causing failures.

Is there a way to set/clean the Tiller Database of account transactions to only include the most recent transactions?

What about maybe using conditional formatting to hide the old stuff? And, in this case, by ‘hide’ I mean format everything after xx date or xx days to white on white.

Thanks for the idea. Technically I’m not sure that changes the impact of all the transactions. Meaning they are actually all still in the spreadsheet taking up calculation time and space when running Fill and Autocat. As my main transaction sheet has over 70k transactions, and I have a large AutoCat rule list, Tiller is too often crashing on Fill and Autocat.

What I’d like to do is move all of my transactions to a separate sheet that doesn’t autofill or autocat, then only Fill new transactions to the Transaction sheet, have them Auto Cat there, copy them all to the other sheet, and delete them from the main transaction sheet. Preferably then, I would be able to only Fill and Autocat the most recent month or so of transactions. Since my Tiller Database of Transactions just keeps getting larger, it is no longer working. Even when I move all the transactions to a separate sheet (effectively archive them) Tiller tries to reload all of them back to the Transaction sheet on the next Fill.

I don’t use the Tiller Spending Trends sheet anyway, I find it more functional to use pivot tables and pivot charts, so as such what I am using Tiller for is just the Auto Fill and Auto Categorize features. Those are great. The problem is, with so many accounts and transactions, it gets overwhelmed and can’t do either now.

Hmm, i think and @heather or @morgan can correct me if I’m wrong but if you were to start a new sheet then Tiller should only have about 3 months of data that it will be able to retrieve from your banking institutions, however if your particular institutions have more available then it would also be retrieved. (I just looked back at my data and found one that went back a year from when i began using tiller, the rest were only about the 3 month mark. )

Also once a transaction is filled into a particular sheet from tiller it should not be filling again if deleted. If that is the case then you should
reach out to Tiller via support using the chat tool in the lower right corner of the Console at https://my.tillerhq.com

If I’m understanding you that you want a new sheet to auto fill and auto cat the new transactions only that should be entirely doable. Start the new sheet, do a fill and then delete all of the transactions that were imported. Then carry on with new autofill from that point forward and copy over, or if you wanted to get crazy :crazy_face: you could use an import range function in the other sheet to do it automatically.

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Thanks @bentyre1. Unfortunately, since I have used Tiller for a few years, when I create an entirely new Excel spreadsheet, I get 2 years of data for all the accounts that have previously been linked to any other spreadsheet through Tiller. That’s great if you don’t have a ton of data, but untenable for big data sets. The only way I can think of doing this now is to create an entirely new account with Tiller, but I don’t want to do that as I am already paying for Tiller so don’t want to do that twice.

Welcome, @ned.scheetz :wave:

There isn’t a way to limit the amount of data that Tiller Money Feeds pulls into your spreadsheet, it’s going to pull in whatever we have in our database. One thing you could do to reduce and crashes or failures with that volume of data is to fill a couple accounts at a time and then just clear out the older historical data from the spreadsheet, then link a few more, fill, and repeat the clean up process.

Sorry there isn’t an easier way right now. Recommend adding a feature request.

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I have an extra tab that acts as an archive of the main transactions sheet. I leave about a year of stuff in the real transactions sheet (I have some reports that show stuff from past 12 months) and occasionally move older stuff to the archive tab. It keeps google sheets from getting bogged down with too many rows in the main sheet.

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Thanks for sharing @withak. I think that is a great approach. I’m always hesitant to delete data.

If you keep the two the backup and production Transactions sheets matched up in terms of column order, it is easy plop in those transactions at any point for historical reporting.

It has been suggested in this thread that it’s possible to delete old transactions and they won’t be re-filled.

Out of curiosity, where/what does Tiller use to determine which transactions to pull on any give fill operation?

We use a “watermark” system that is stored in your spreadsheet. We fill everything that is new beyond that previous watermark, then we update the watermark (for the next fill).