You will need the Profile Deactivate permission to perform this action.
Version 7
Archiving a person’s profile in One Church Software makes their profile read-only and removes any current involvement they may have (such as group memberships, processes, or queues). It’s important to note that archived profiles still count toward your profile quota.
Archiving is typically used for individuals who are no longer active in your organization, and this action is not meant to be reversed lightly. If you later reactivate the profile, previous involvement will not be reinstated automatically.
You have two main options for archiving a person: individually from their profile or in bulk using the Query Builder.
Archiving From an Individual Profile
You can either search for the person using the top search bar or navigate to "Contacts" in the left-hand menu and use the "Filter" button to locate the profile.
Once you’ve found the person, click their name to go to the profile. In the upper-right corner, click on the "Actions" (blue button) and select "Archive" from the dropdown.
A pop-up will appear asking for the following: archive date, reason for archiving, and an optional note explaining the context.
You’ll also have the option to archive their entire family if applicable.
Note: A message will display any current involvement the person has—such as group membership, process steps, or queues—letting you know those connections will be removed or closed as appropriate.
To confirm the action, click the blue "Continue" button, and type in the word "archive" to confirm. Click "Confirm Archive" or "Nevermind" to cancel. Once archived, the person’s profile becomes read-only.
Archiving in Bulk
You will need both the People Archive and Reporting permission to archive in bulk.
To archive multiple people at once, you can build your query. Go to Reporting > Query Builder > People in the left-hand menu, and build a query that returns the list of people you’d like to archive.
Once your results appear, click on "Mass Change" from the "Actions" menu at the top of the results. In the pop-up, choose "Archive" from the “Perform an action on profile” dropdown.
You’ll be prompted to enter the reason for archiving and add a note (optional). Once complete, click "Done" to return to the "Mass Change" screen. Click "Update X Profile" or "Update XX Profiles" to apply the bulk archive. A popup will appear with "Are you sure you want to continue?" and then you would type in the number of records and choose the red "Continue" button. A note with the archive reason will be added to each archived profile.
Version 6
An archived profile becomes read-only and is unable to have any current involvement. An archived profile will still count toward your profile quota.
There are multiple ways to archive a person profile.
From Their Profile
Navigate to their profile and click on "Actions > Archive" in the upper right area.
A pop up will appear asking you for the reason this person is being archived. Complete the required fields, and click on "Archive" to complete the action. These answers will be added as a note to the person's profile.
In Bulk
You will need both the People Archive and Reporting permission to archive in bulk.
You will need both the People Archive and Reporting permission to archive in bulk.
Navigate to the People Query Builder in the left-hand menu, via Reporting > Query Builder > People, and construct a query that returns the people you are interested in archiving.
Next, click on "Mass Change" from the "Actions" menu right above the results area.
In the pop up that appears, select "Archive" from the "perform an action on profile" drop down.
A pop up will appear asking you for the reason you are archiving these people. Enter the required information, and click on "Done." You will be taken back to the "Perform Mass Change" pop up.
Finally, click on the update button to perform the bulk archive. The archive reason will be added as a note on the profiles that were archived.
