Declutter your database and keep it updated
Feeling overwhelmed by the number of contacts in your database? Finding it hard to locate the people you actually need to be in touch with?
Contactually should house your professionally relevant contacts. Keep that in mind, because, although mom or dad may be the most important people in your life, they may not be the most important people to your business. When you're thinking about your business, try to gauge which relationships are most impactful to your bottom line. As for the other contacts, archive them, and Contactually will hide them from view so that you can focus on the people you need to.
- Archiving vs. deleting contacts
- What happens when a contact is archived?
- How to archive a contact
- How to access archived contacts
- FAQs
Archiving vs. deleting contacts
Do you have a Bucket called "No Follow-Up Needed," "Not Important," or "Not Business Relevant?" Are there contacts you want to keep in your database but want out of sight for the time being?
Think of archiving contacts like placing contacts in your computer's recycle bin. They're out of view, but you can still access and restore them if you need them at any point. Deleting contacts, on the other hand, permanently removes them from your database. Deleted contacts are not accessible at all.
Use the archive feature to declutter your database and prioritize the contacts most valuable to your business. Only delete the contacts you never want to engage with again.
What happens when a contact is archived?
Archiving a contact removes it from the mobile app and the Active Contacts view. It will show a prompt that a contact has been archived when searching for it either on the Main Contacts Page or the search box at the top left of your account. It will also be searchable from the search box within the Archived Contacts view.
Archiving a contact also removes it from any associated Bucket(s), Program(s), Pipeline Deal(s), and Lead Pool(s). Once a contact is archived, you can't edit it, send a Follow-Up, export it, or add Notes or Tasks. Previously set Tasks and Recurring Events, such as birthdays and anniversaries, will not prompt Dashboard notifications.
Emails will still automatically log on the contact record.
How to archive contacts
There are four ways to archive a contact: on the Contacts page, from the contact sidebar, from the contact's profile, and from the Bucket the contact's in.
On the Contacts page
1. Go to the Contacts page and tick the check boxes of the contacts you want to archive.
2. An options bar will appear at the bottom of the screen. Click Archive at the bottom right.
3. A pop-up window will appear, asking you to confirm you want to archive the contacts. Click OK.
On the contact sidebar
1. When the sidebar is open, select the drop down menu at the top.
2. Select Archive.
3. A pop-up window will appear, asking you to confirm you want to archive the contacts. Click OK.
From the contact's profile
1. Click Archive at the top right.
2. A pop-up window will appear, asking you to confirm you want to archive the contact. Click OK.
From the Buckets tab
1. Click the name of the Bucket the contact's in.
2. Tick the checkbox next to the contact's name.
3. A bar of options will appear at the bottom of the screen. Click Archive at the bottom right.
4. A pop-up window will appear, asking you to confirm you want to archive the contact. Click OK.
How to access archived contacts
Click Archived at the top left of the Contacts page to access archived contacts.
FAQs
What happens when a shared team contact is archived?
When a team member archives a shared contact, that contact is archived in the accounts of all team members who have access to that contact. (Likewise, when a team member deletes a shared contact, that contact is deleted from the accounts of all team members who have access to that contact.)
Can archived contacts be unarchived?
Yes. Click Unarchive to the right of any contact to restore it. To restore multiple contacts at once, tick their check boxes, and an options bar will appear at the bottom of the screen. Click Unarchive at the bottom right. Restored contacts appear on the Active view of the Contacts page.
When archived contacts are unarchived, are they restored to their previous Bucket(s), Program(s), Pipeline Deal(s), and Lead Pool(s)?
No. They do, however, retain their Tag(s) and assignment. If a contact was assigned to a specific team member prior to being archived, it will still be assigned to that team member once restored. Tags will be restored.
If I archive a contact and then that contact emails me, will it be automatically unarchived and restored to active status?
No.
If I archive a contact and then import it again from a spreadsheet or sync my phone, will it be automatically unarchived?
No. Any imported data for archived contacts will be merged with their existing contact profiles.
Can an entire Bucket of contacts be archived at once?
Yes. Go to the Buckets page and click the name of the Bucket you want to archive. Tick the checkbox at the top of the list of contacts and click the blue link that says, "Click here to select all [number] contacts." An options bar will appear at the bottom of the screen. Click Archive at the bottom right. This will archive all the contacts in the Bucket. It will not archive the Bucket itself. It is not possible to archive a Bucket (the name, goal, reminder, and group of contacts).
To delete a Bucket, click the Bucket's name and click the trash can icon at the top right. This will delete the Bucket but not the Bucket's contacts. The contacts will remain active contacts. To archive the contacts, follow the instructions in the paragraph above before deleting the Bucket.
How do I delete a contact?
Contacts can only be deleted from the Archived Contacts view. To access the Archived Contacts view, click Archived at the top left of the Contacts tab. Tick the check boxes of the contacts you want to delete. An options bar will appear at the bottom of the screen. Click the trash can icon at the bottom right. A pop-up window will appear, asking you to confirm you want to delete the contacts. Click OK.
Deleted contacts cannot be restored except by manually adding them back in or importing them as new contacts.