Archive or Delete 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. The image example above shows that 1045 out of 1045 contacts have been selected. 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 ellipsis on the upper right corner of 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 blue button Archive to proceed with archiving the contacts:

After archiving the contacts, a message will appear at the bottom 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 ellipsis on the upper right corner of the contacts list 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 blue button Unarchive to proceed with archiving the contacts:

After unarchiving the contacts, a message will appear at the bottom 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. 

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 ellipsis on the top right corner of the contacts list. Select Add label 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 bottom of the screen, indicating that the label has been applied:

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 centre of the screen, 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 Filters 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.
• 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.