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Archived Contacts Management Guide

This guide explains how to use the Archived Contacts section to manage contacts that are no longer active but need to be preserved for reference, recovery, or audit purposes. Archiving helps maintain a clean Active Contacts database while preserving important historical data and communication records.

🌐 Overview​

The Archived Contacts Management system provides comprehensive inactive contact organization capabilities. It empowers support teams to:

  • Preserve historical contact data without cluttering active communication lists
  • Maintain audit trails for compliance and record-keeping requirements
  • Enable contact recovery through unarchiving when contacts become active again
  • Store inactive contacts while keeping their group associations and historical data
  • Support selective reactivation of contacts based on changing business needs
  • Provide clean data separation between active and inactive contact databases
Access Requirements

Only authorized users with Contacts management permissions can access and manage archived contacts.

🧭 Archived Contacts Layout​

The Archived Contacts management screen includes:

  1. Navigation Tabs with Archived section highlighted
  2. Archived Contact List Management Panel
  3. Search and Filter Interface for archived records
  4. Restoration and Management Actions

📂 Navigation Structure​

Contacts → Active / Archived / Blocked / Groups

Navigate to the Archived tab to access all inactive contact records.

📋 Archived Contacts List View​

The Archived Contacts screen displays all inactive contacts in a comprehensive tabular format:

Contact Information Columns​

ColumnDescription
NameContact name and email address
CategoryType of contact (e.g., Inbound, Student, Lead)
Primary ContactMain phone number
Secondary ContactOptional additional phone number
GroupsAssigned contact groups (maintained during archiving)
StatusDisplays as Archived
Created AtDate and time the contact was originally added
ActionsManagement options for the archived contact

Available Actions​

From the action menu (three-dot icon), you can perform:

  • Edit – Update contact details without reactivating the contact
  • Unarchive – Move the contact back to Active Contacts list
  • Add to Group – Assign the archived contact to additional groups
  • Permanent Delete – Completely remove the contact from the system (irreversible)

Search & Filter Capabilities​

You can efficiently manage archived contacts using:

  • Search archived contacts by name, phone number, or email
  • Apply filters to narrow results by category, group, or archive date
  • Use pagination controls to navigate through large archived datasets

📊 Archived Contact Management​

Understanding Archive Status​

📁 What are Archived Contacts?​

  • Inactive contacts preserved for historical reference and future recovery
  • Excluded from active communication workflows and broadcast lists
  • Maintained with full data integrity including groups and category information
  • Available for reactivation when contact engagement resumes

🎯 Archiving Benefits​

  • Clean Active Contact Lists by removing inactive entries
  • Preserve Historical Data for compliance and audit requirements
  • Maintain Relationship History for future reference and analysis
  • Enable Selective Recovery when contacts become relevant again

⚙️ Archive Management Operations​

Contact Unarchiving Process​

  1. Locate the archived contact using search or filtering options
  2. Click the Unarchive action from the actions menu
  3. Confirm restoration to Active status
  4. Verify contact details are current and accurate
  5. Update information if needed before finalizing
  6. Complete reactivation to restore full communication capabilities

Contact Editing in Archive​

Permitted Modifications​

  • Update contact information without changing archive status
  • Modify categories and groups to maintain organizational structure
  • Add or remove group assignments for future communication planning
  • Update email addresses and secondary contacts for accuracy

Edit Workflow​

  1. Select the Edit action from archived contact actions menu
  2. Update required fields while maintaining archive status
  3. Validate data changes for accuracy and completeness
  4. Save modifications without affecting archive status

➕ Adding Contacts to Archive​

Direct Archive Addition​

You can add contacts directly to the Archived status:

Single Contact Creation​

  1. Click + Add Contact in the Archived section
  2. Fill contact details using the standard form
  3. Set status to Archived during creation
  4. Configure categories and groups as needed
  5. Save the contact in archived state

Bulk Archive Upload​

Excel Import for Archived Contacts​

  1. Use Excel upload option in Archived section
  2. Download the archive template with status presets
  3. Fill template with contact data and archive indicators
  4. Upload completed file for batch processing
  5. Validate imported data before confirming
  6. Save all contacts in archived status

🔄 Contact Recovery Strategies​

Systematic Unarchiving​

Bulk Reactivation Process​

  • Filter archived contacts by specific criteria (date range, category)
  • Select multiple contacts for simultaneous reactivation
  • Apply bulk unarchive operation to restore active status
  • Update contact information as needed during reactivation
  • Verify group memberships remain appropriate for current context

Selective Recovery​

  • Review individual contact history before reactivation decisions
  • Assess current relevance of contact for ongoing communication
  • Update outdated information during the unarchiving process
  • Confirm contact preferences for renewed communication

🗑️ Permanent Deletion Management​

When to Use Permanent Deletion​

Critical Warning

Permanent deletion is irreversible and should be used only when:

  • Contact data is no longer required for any business purpose
  • Legal compliance requires complete data removal
  • Contact has explicitly requested data deletion
  • Data retention policies mandate permanent removal

Deletion Process​

  1. Carefully review deletion necessity and organizational policies
  2. Confirm no legal or business requirement for data retention
  3. Select Permanent Delete action from archived contact menu
  4. Acknowledge irreversible nature of the deletion
  5. Complete permanent removal from all system records

✅ Best Practices​

Archive Management​

  • Regular archive review to identify contacts suitable for reactivation
  • Maintain consistent archiving criteria across the organization
  • Document archiving reasons for future reference and decision-making
  • Preserve contact group relationships during archiving process

Data Integrity​

  • Update contact information before archiving for accuracy
  • Maintain category consistency between active and archived contacts
  • Regular data cleanup to ensure archive quality and relevance
  • Monitor archive size to prevent system performance impact

Recovery Operations​

  • Assess contact relevance before unarchiving decisions
  • Update contact details during reactivation process
  • Verify current contact preferences for communication
  • Test communication channels after reactivation

💡 Use Case Examples​

📚 Alumni Contact Management​

  1. Archive graduating students to maintain clean active lists
  2. Preserve academic history and group memberships for future reference
  3. Enable alumni outreach through selective unarchiving for events
  4. Maintain compliance records for educational institution requirements
  5. Support career services through archived contact recovery
  6. Facilitate reunion planning using historical contact data

🎯 Benefits Achieved​

  • Organized contact database with clear active/inactive separation
  • Preserved relationship history for comprehensive alumni engagement
  • Efficient targeted communication for specific alumni segments
  • Maintained regulatory compliance through proper data retention

📊 Archive Performance & Analytics​

Archive Metrics​

  • Archive volume trends over time periods
  • Reactivation success rates for different contact categories
  • Archive retention duration before permanent deletion
  • Contact recovery patterns and seasonal variations

Optimization Opportunities​

  • Identify optimal archiving timeframes for different contact types
  • Monitor reactivation success rates to improve recovery strategies
  • Analyze archive storage efficiency and system performance impact
  • Assess contact lifecycle patterns for better management policies

❓ Frequently Asked Questions (FAQ)​

1. Do archived contacts receive broadcasts or automated messages?
No, archived contacts are excluded from all active communication workflows including broadcasts, automated messages, and chatbot interactions.
2. Can I bulk unarchive multiple contacts simultaneously?
Yes, you can select multiple archived contacts and use bulk unarchive operations to restore them to active status efficiently.
3. What happens to group memberships when contacts are archived?
Group memberships are preserved during archiving and remain intact when contacts are unarchived for seamless recovery.
4. Is there a limit to how long contacts can remain archived?
There's typically no time limit for archived contacts, but organizations should establish data retention policies based on compliance requirements.
5. Can I edit contact information while they remain archived?
Yes, you can edit contact details, categories, and group assignments without changing the archive status of the contact.

📌 Summary​

The Archived Contacts Management system empowers support teams to:

  • Maintain clean active databases while preserving important historical contact information
  • Enable flexible contact recovery through efficient unarchiving processes and bulk operations
  • Ensure data compliance through proper retention and controlled permanent deletion capabilities
  • Support organizational continuity with preserved relationship history and group memberships
  • Optimize system performance by separating active and inactive contact data effectively
  • Facilitate strategic communication through selective contact reactivation based on business needs

By using proper archive management practices, systematic recovery processes, and strategic deletion policies, organizations can maintain efficient contact databases while preserving valuable relationship history and ensuring compliance with data retention requirements.

📝 Important Notes​

  • Archived contacts are excluded from all active communication workflows and broadcast lists
  • Unarchiving restores full functionality including group memberships and communication capabilities
  • Permanent deletion is irreversible and should align with organizational data retention policies
  • Archive data integrity is maintained through preserved categories, groups, and historical information
  • Regular archive maintenance ensures optimal system performance and data relevance
  • Legal compliance considerations should guide permanent deletion decisions and retention policies