Archiving
The Archiving feature will allow you to store attendees that are no longer actively engaging in your projects and activities. Their data remains but they are no longer directly accessible for day-to-day use. This should de-clutter your account and allow you to find the people you are searching for more quickly and easily.
Archiving Attendees
The following user roles can archive attendees:
You will see that you can filter your attendees by Active only, Archived only and Active or archived.
Click on Archive. The system will ask you to verify your selection. Click Yes, archive.
You will be taken to the Archived Attendee Management page. This can also be accessed from via People > Archived Attendees.
To Individually Archive attendees, go to the profile of the attendee you want to archive. You can do so via the search bar in the top right-hand corner of every page.
Scroll down to Tools on the right-hand side of the profile and select Archive.
Unarchiving attendees
If you need to retrieve people out of the archive to be able to record data against them again, you can unarchive them. To do this:
- Go to the People > Archived attendees.
Search for the person you want to unarchive. You can list multiple people by searching for and selecting them individually. Click on the tick box of the attendees you want to unarchive.
Searching and Reporting on all archived attendees
Searching:
If you want to see all the people you have archived, go to the People report and filter by Archived only. Then scroll down and click Go.
You will now see all archived attendees, marked with the little red circle symbol. You can download these into a spreadsheet file by clicking the Download button.
You will see that the downloaded People report will now feature two new columns, the Status column and the Archived on column.
Where archived attendees appear on registers, they will be filtered into a new section at the bottom of the Grid register. This is particularly useful when you have regular activities that have been occurring for a long time and old attendees were still showing on the register.
Reporting:
Archiving keeps all personal and sessional data intact around archived attendees. This means that when using reports such as the Statistics, Attendance, Map, Timeline Events and Strategies Report archived attendees data will be included, as well as when Reporting on Surveys.
As mentioned above, for the People Report, users have the option whether to include Archived attendees in their report.