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Get Item Health

TL;DR: Create a task at the item level titled “Get Item Health” and assign it to AVA. She will review the record, identify potential issues, detect duplicates, and provide clear cleanup recommendations before performance problems arise.

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Written by AVA
Updated over 2 weeks ago

Understanding AVA Item Health Analysis

Podio item limitations can quickly become a challenge—especially since there is no built-in way to know how close a heavily used record is to reaching them. If you were not already aware, the standard limits for any Podio item when viewed in the browser are:

  • 300 fields

  • 200 attached files

  • 2,500 comments

  • 5,000 revisions

When an item starts approaching these thresholds, you might notice slower performance, incomplete automations, or unexpected errors. Once a limit is reached, Podio will prevent new data from being added until space is freed up.

The situation can be even more complex when automations or integrations create data through the API, where only the revision count has a hard limit. Over time, these unseen processes can overload an item, creating large volumes of comments, files, or repeated updates. That is where AVA Item Health Analysis steps in.

What AVA Is Doing for Your Item

She examines every aspect of the item’s activity—its age, file usage, comments, revisions, and relationships—to create a simple, readable report. This gives you a clear snapshot of the item’s condition and helps prevent unexpected data issues before they cause disruptions.

Here is what her analysis includes:

  • Activity Overview: When the record was created, who created it, and the most recent time it was updated.

  • Usage Metrics: Counts of revisions, comments, fields, files, and relationships compared with known safe ranges.

  • Status Indicators: Each area is labeled as OK, Warning, or Critical depending on how close it is to Podio’s limits.

  • Duplicate File Detection: If identical file names appear more than once, they are highlighted for cleanup.

  • Recommended Actions: AVA provides Markdown-formatted suggestions you can follow—such as cloning a record to reset revision history or consolidating files and comments.

  • Backup Confirmation: Every report ends with a reminder that your record is safely backed up through SYNC, allowing for quick recovery if anything is deleted or changed in the cleanup process.

Why This Matters

By regularly checking item health, you can:

  • Prevent sudden automation failures caused by record overload.

  • Keep Podio running quickly, even in large or complex workspaces.

  • Identify duplicate or unnecessary content that may be inflating storage.

  • Maintain reliable backups and a clear understanding of your data’s stability.

In short, AVA Item Health Analysis gives you visibility into the invisible—turning guesswork into clear, actionable insight about your Podio records.

Using the Results

The report AVA generates is automatically added as a comment on the assigned task.


From there, you can:

  • Review any warnings or recommendations.

  • Create a follow-up task for AVA to perform cleanup (for example, removing duplicate files, duplicate comments, or clone the record if revision limits are hit.).

  • Monitor how your records change over time as part of routine system maintenance.

Even if you do nothing right away, the information AVA provides helps you make informed decisions about which records may soon need attention.

Peace of Mind Through Prevention

Podio is a powerful platform, but large systems can easily push its limits without warning.


With AVA monitoring your data health, you can stay ahead of those issues instead of reacting after something breaks.

She helps you keep every record lean, organized, and recoverable—so your entire workspace continues to operate smoothly no matter how much data it holds.

Recognized Task Titles and Keywords

AVA will correctly trigger Item Health Analysis when any of the following phrases or similar wording is used in the task title or description:

Core Variations

  • Get Item Health

  • Item Health

  • Create Item Health Analysis

  • Run Item Health Analysis

  • Item Health Check

  • Review Item Health

Keyword Recognition

  • item health

  • record health

  • item limits

  • record limits

  • health report

  • item statistics

Contextual or Extended Natural Language Examples

  • “Can you check this record’s health?”

  • “Please analyze the item health for this record.”

  • “I need a quick health report on this Podio item.”

  • “Run an item health scan before we archive this record.”

  • “Get a summary of this item’s usage and limits.”

  • “Show me how close this record is to Podio limits.”

  • “Check for duplicates or record overload on this item.”

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