Archiving Contacts in BigChange: Best Practices

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Archiving contacts in BigChange is not a straightforward process, but with a few steps, you can effectively manage and organise your contact list. This guide will walk you through the best practices for archiving contacts in BigChange.

Creating an Archived Contact Group

To begin archiving contacts, you need to create a new Contact Group named "Archived Contacts." This group will serve as a repository for all contacts you wish to archive. This can be done by navigating to Account settings in the top menu then Settings.

  1. Select Contact & Notes from the side menu.
  2. Select Contact Groups.
  3. Select the Add button.
  4. Name the group "Archived Contacts"
  5. Select the Ok icon to save your changes.

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Moving Contacts to the Archived Group

  • Once the Archived Contacts group is set up, you can start moving old or inactive contacts to this group. This helps in keeping your active contact list clean and organised.
  • This can be done by navigating to the CRM in the top menu and selecting a contact you would like to archive.
  • Open the contact and on the General tab select the Group drop down and select the Archived Contacts option. This will move the contact in to the Archived Contacts group.

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Using Filters to Exclude Archived Contacts

  • BigChange allows you to use filters to manage your contact lists and reports.
  • By applying filters, you can exclude the Archived Contacts group from appearing in certain lists and reports.

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Using Restrictions to Hide Archived Contacts

Another method to manage archived contacts is by using Restrictions. Restrictions can hide the Archived Contacts group from certain groups of web users. This can be done by navigating to Account settings in the top menu then Settings.

  1. Select Web Users from the side menu.
  2. Select Restrictions.
  3. Select the User Group you want to hide "Archived Contacts" for.
  4. Under the Contact Group column make sure the "Archived Contacts" tick box is unselected.

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Repeat the above process to configure the settings to hide the Archived Contacts group from other user groups.

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Admin Access to Archived Contacts

  • It's important to note that Admins in BigChange will always have access to manage hidden groups, including the Archived Contacts group.
  • This ensures that archived contacts can still be managed and accessed when necessary.

 

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