If an employer contact is no longer active at their company, you may want to either archive or delete their contact entry from your Contacts list. This will remove the contacts or archive the contacts for your institution's instance on Handshake.
Contacts that are archived won’t appear as options where contacts are normally selected. They will still appear historically (e.g. Analytics reporting, past job postings/career fairs/recipients of emails, etc.).
Table of Contents:
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Archiving a Contact (Current Workflows)
- Bulk Archiving Contacts
- Bulk Unarchiving Contacts
- Archiving Individual Contacts
- Unarchiving Individual Contacts
- Bulk Archiving Contacts
- Deleting a Contact (Current Workflow)
- Archiving a Contact (Historical Workflow)
Archiving a Contact (Current Workflows)
Previously there wasn't a setting to archive a contact, so we recommended career services use labels in order to archive contacts. We are leaving this workflow at the bottom of this article for reference. Please scroll down to Archiving a Contact (Historical Workflow) for more information.
First, navigate to Contacts located under Relationships in the left navigation bar.
You’ll be directed to the Contacts page. It’s important to note that there are three tabs located in the top left; Active, Archived, and All. Active will display all active, non-archived contacts. Archived will provide all archived contacts, All will display all contacts, regardless of status association.
We will be working through the Active tab for this article, except when unarchiving a contact.
Bulk Archiving Contacts
You can select all contacts by clicking the box in the top left of the page, above the list of contacts
Note: This will automatically select every contact for your institution. You can deselect contacts by clicking on the box next to the contact name.
If you deselect one contact, the total selection number will decrease to 24. This indicates that only the contacts on the first page have been selected.
After you’ve selected the contacts you wish to archive, select the More button above the contacts list and select Archive.
A pop up box will display, asking if you want to confirm archiving this many contacts. You can either click Cancel to cancel the action or the Archive button to proceed with archiving the contacts:
After archiving the contacts, a message will appear at the top of the screen:
Contacts are being archived. It may take a few minutes for your contacts to update.
Refresh the page after a few minutes, and you will notice that the contacts you selected have been moved to the Archive tab.
Bulk Unarchiving Contacts
To unarchive multiple contacts at once, navigate to the Archived tab. Select the contacts you want to unarchive. Then select the More button above the contacts and select Unarchive.
A pop up box will display, asking if you want to confirm unarchiving this many contacts. You can either click Cancel to cancel the action or the Unarchive button to proceed with archiving the contacts:
After unarchiving the contacts, a message will appear at the top of the screen:
Contacts are being unarchived. It may take a few minutes for your contacts to update.
Refresh the page after a few minutes, and you will notice that the contacts you selected have been moved to the Active tab.
Archiving Individual Contacts
To archive individual contacts, start on the Active tab. Click on any contact that you’d like to archive. This will direct you to that contact’s information page.
Scroll down and on the left hand of the screen, under Actions there will be a button to Archive contact. Click this to instantly archive the contact.
Unarchiving individual contacts
If you wish to unarchive the contact, scroll down to the Actions section of the page and click Unarchive contact.
Deleting a Contact (Current Workflow)
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.
Archiving a Contact (Historical Workflow)
This is the historical workflow that uses 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 Manage labels button above the list of contacts to proceed.
- 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. You can create a new label or choose one that already exists. Click Apply label.
- A message will appear at the top of the screen, indicating that the label has been applied:
Successfully added label to items. It may take a few minutes for your labels to update.
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 on All Filters, located in the top of the page, above the Contacts list.
- Click below Not Labels in the sidesheet to search for the label you would like to not appear in the Contacts list.
- Once selected, click Apply and 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.
- 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.