Archiving or Reinstating Contact and User Profiles
Archiving or deleting contacts in ConveYour is a simple and efficient way to manage your learner data. Below, you'll find step-by-step instructions on how to archive contacts (a soft delete), delete them permanently, and how to reinstate archived contact profiles or user profiles when needed.
Why We Recommend Archiving Contacts
We strongly recommend archiving contacts instead of deleting them. Archiving is a soft delete, meaning the learner’s data remains accessible but won’t be visible on the main Contacts tab. You can easily retrieve archived contacts or reference their info if needed.
Viewing Archived Contacts: To view archived contacts, click on the “Archived” tab within the Contacts section of your account.
Reinstating Archived Contacts: A user can click on an archived user’s profile and reinstate them as a learner, restoring their visibility in the main contacts list. You are able to reinstate archived user profiles as well. User profiles are never permanently deleted and can always be viewed and reinvited to your ConveYour account under Settings/ Users/ Archived users.
Key Differences: Archive vs. Delete
Archive Contacts: This option hides contacts from the main view while keeping their data accessible for future use. You can reinstate them at any time.
Delete Contacts: Permanently removes contacts from your system. Once deleted, contacts cannot be reinstated or retrieved.
Steps to Archive or Delete Contacts
Go to the Automations Tab
Navigate to the Automations tab from your ConveYour dashboard.
Create a New Automation
Click the “New Automation” button in the top right corner.
Select the Remove/Archive Automation
Click “Create” next to the Remove/Archive Automation option.
Choose the Group to Archive or Delete
Select the group of contacts you want to archive or delete.
Set Contact Action
Choose either Remove/Delete or Archive Contacts under the Contact Action section, based on your needs.
Review & Launch
Review your selections and click Launch to start the process.
How to Archive and Reinstate a User Profile
Archiving a User Profile
From the User section in settings, select the user you want to archive.
Scroll to the bottom of the user profile and click "delete user".
MOST IMPORTANT STEP! A pop up window will show promoting you to select an Admin user to transfer ownership of any records to ensure continuity for campaigns and triggers. Select any admin you'd like.
Then click "delete" to confirm.
Reinstating an Archived User Profile
Go to the “Archived Users” tab within the Settings.
Locate the user profile you want to reinstate.
Click on the user’s profile "Restore" icon to the left of a users name. This will send an email to the user to login to the account again. Once they have, the user profile will show on the "Users" section.
If you have any questions or need further assistance, feel free to reach out to our Support Team via chat or at [email protected].