Once a Contact record has been created in Virtuous, it's not possible to delete it. You can, however, archive a Contact! It's important to be intentional with the archive feature as there are platform wide implications.
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Important Consideration
- An archived Contact will not appear on the main Contacts screen and will not be included in the results of any Contact or Individual Queries.
- All Giving history for archived records will be preserved to maintain data continuity for internal reporting needs.
- Contacts can be archived in bulk but they cannot be unarchived in bulk
- Archived Contacts will not be included in the scope of search when using the Gift and Contact Import Tool
- Archiving Contacts is the best way to keep your database clean and up-to-date.
Note: Some Users may not have permission to archive Contacts. Reach out to your internal Virtuous admin with any questions regarding your permissions.
Archive a Single Contact Record
To archive a single Contact, navigate to their record and select the Edit icon on the Overview tab.
Then, on the edit view for the Contact (make sure you have not selected an Individual), scroll down and look for the Orange Archive button.
Just to be sure, you'll have to check to confirm that you want to archive the record.
You'll also be shown a few fields of information about your Contact and an optional box to include your Reason for Archiving.
Confirm your Archive at the bottom of the screen. Then, you are finished. Congrats! You are ready to start clearing out the clutter in your database!
Bulk Archive Best Practices
If you have a large selection of records that needs to be archived this can be accomplished in bulk using a Contact Query. Below is a set of recommended criteria to consider when identifying Contacts to be archived.
- Life-to-Date Giving Plus Passthrough Gift Count = $0
- Be sure to consider Passthrough Giving statistics. A Contact may not give directly but regularly donate through a Passthrough organization.
- All Individuals Deceased
- No Contact Methods on file
- If there is no Phone Number, Email Address, or Mailing Address there is no manner for your organization to communication with the Contact.
- Last Gift Date Overall on or before a specific date (ex. 2 years ago)
- Zero Event Participation (Nested Query)
- Zero Volunteer Participation (Nested Query)
- Zero Email Marketing Engagement (Nested Query)
- Zero Contact Notes on or after a specific date (ex. 2 years ago)
For a detailed walkthrough of the bulk action execution process, check out this Support Article.
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