Archive or Delete a Contact

If an employer contact is no longer active at their company, you may want to either archive or delete their contact entry from your Contacts list. 

Archiving a Contact

While there is not a setting that allows a contact entry to be archived, this can be achieved via using labels.

Using labels ensures that the contact entry remains intact and in place on any historical content (i.e. fair registrations, events, etc.), maintaining the integrity of related reporting. 

• This workflow only impacts your institution's contact entry, not the employer's user account.
  • If an employer's user account needs to be deactivated instead, this must be done by the company's Owner or Admin – you're welcome to share the following article with them for steps How to Deactivate or Reinstate Teammate Accounts.

If you'd like to implement and use this workflow, your Career Services team should do the following: 

1. Create a dedicated label

Decide on the desired label name that you'll use to identify "archived" contacts, then create a new Normal label in your institution settings. For steps to add a label, check out Institution Settings: Labels.

2. Add the label to appropriate contacts

Once the label is created, it can be added to existing contacts at any time from the Contacts page.

• Locate the contact(s), check the box to the left of the contact name, then click on the bulk action Add Contact in the header row of the table.
• In the popup that appears, select the appropriate label name your team created from the dropdown menu. If many are listed, use the keyword search to narrow the displayed options. Click the blue button Next to continue.
• Review the confirmation, then click either the green button Confirm or the white button Cancel.

3. Hide or exclude archived contact entries

After adding the label to appropriate contacts, your staff can use the filter Not Labels to hide the "archived" contact entries from view on the Contacts page or to exclude relevant contact entries from a Targeted Email.

Note: Each Career Services user using this workflow would need to perform the same steps – these filtered searches do not impact other Career Services staff members.

On the Contacts page:

• Click the filter Not Labels, then check the box to the left of the relevant label name.
  • If it's not appearing in the list, use the Find more... text box for a keyword search, or click All Options for the full label list.

• Once selected, the list will auto-refresh to only display contacts without the designated label.
  • Tip: if there's a view that your staff uses frequently, create a Saved Search with pre-set filters to save time later! For the steps, check out Create a Saved Search.
• From here, your staff can proceed with other filters and activities as normal! 

In a Targeted Email: 

• In a Targeted Email draft, Step 3: Select Recipients, click on Contacts as normal, then scroll down the list of filters on the left of the page to Not Labels, and check the box next to the relevant label name. 
  • If it's not appearing in the list, use the +Add Not Labels text box for a keyword search.
• Once selected, the recipients list will auto-refresh to only display contacts without the designated label. 
  • Note: the recipient list is dynamic, so if the email is scheduled to be sent another date/time, the recipients list will include contacts that meet the selected criteria at the time the email is actually sent. 

Deleting a Contact 

If you prefer to fully delete a contact entry instead, this may be done at any time. Deleted contacts may not be reinstated later, and after Analytics updates later that same day, the contact's details will be excluded from relevant reporting moving forward.

This will only remove the contact from your institution's Contact list. It will not impact any contact entries at other institutions in Handshake, and if the employer has a Handshake user account, their account will remain intact and unimpacted.   

• If an employer's user account needs to be deactivated instead, this must be done by the company's Owner or Admin – you're welcome to share the following article with them for steps How to Deactivate or Reinstate Teammate Accounts.

1. Click Contacts in the left navigation bar, and type the employers name that would like to delete as a contact into the search bar, then click Search.

2. Once the contact is located, click the three lines menu to the far right in the contact entry's row, then click Edit.  

3. Scroll to the bottom of the page and click the red button Delete, located in the lower-left corner.