You will need the Profile Deactivate permission to perform this action. It is campus-scoped, so a campus override can change it at one campus. Archiving one person needs the permission at just one of their campuses, but archiving their whole family needs it at every campus of every member. See People for what the permission covers, and Campuses and organizations in Version 8 for how campus access works.
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. See What happens when a profile is archived?
Archiving is typically used for individuals who are no longer active in an organization, and this action is not meant to be reversed lightly. If reactivating the profile later, previous involvement will not be reinstated automatically.
There are two main options for archiving a person: individually from their profile or in bulk using the Query Builder.
Archiving From an Individual Profile
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 the person has been found, click their name to go to the profile. In the upper-right corner, click on the Actions 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.
The option to archive their entire family is also available if applicable.
Tip: A message will display any current involvement the person has, such as group membership, process steps, or queues, as an alert that those connections will be removed or closed as appropriate.
If the archive their entire family option is greyed out or the save is refused, it is usually because a family member sits at a campus where you do not hold Profile Deactivate. Archiving the family needs it at every campus of every member.
To confirm the action, click the 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
Archiving in bulk needs three permissions: Reporting to run the query, People Mass Change to run the mass change, and Profile Deactivate to archive. Reporting is account-wide, so it applies at every campus and a campus override cannot take it away. People Mass Change and Profile Deactivate are campus-scoped, and people at campuses you cannot reach are dropped from the change rather than refusing it. See Reporting and People for what these permissions cover, and Campuses and organizations in Version 8 for how campus access works.
To archive multiple people at once, build a query. Go to Reporting > Query Builder > People in the left-hand menu, and build a query that returns the list of people who should be archived. To view results, click on Run Query.
Once the results appear, click on Mass change from the Actions menu at the top of the results. In the pop-up, choose Archive Profile from the Perform an action on profile dropdown.
Enter the reason for archiving and add a note (optional). Once complete, click Continue, and then Update X Profile or Update XX Profiles to apply the bulk archive. A popup will appear asking for confirmation, and then typing in the number of records and choosing the Continue button will complete the process. A note with the archive reason will be added to each archived profile.