When a profile is archived, the following occurs:
The profile becomes read-only. All data is still fully accessible
It is not shown in the people directory by default
The People Query Builder's default filter results in archived profiles being ignored.
Any involvement they had in the church will be removed or closed as appropriate (see section below).
A note type of “Archived Notes” is added to the person's profile with details.
Note: you can still email, text and otherwise communicate with archived profiles. You can also add them to groups, workflows, contributions, etc, but they will then be unarchived automatically. Of course, you can manually unarchive at any time as well. An archived profile will still count toward your profile quota.
Involvement
The following is a list of what happens to a person's involvement when their profile is archived.
system access
Person has a One Church login account. When deactivated, their access is revoked. This includes any Facebook or Google logins that were linked.
active pledges
Person has active giving pledges. The campaign would also have to be currently running. When deactivated, the pledge's end date is updated to be the current date. The pledge is not deleted.
active recurring schedules
Person has an active recurring giving schedule. When deactivated, the recurring giving schedule is deactivated.
current group memberships
Person is currently on a group roster. When deactivated, they are dropped from the group (i.e. end date is set to be the current date). They are not deleted from the group.
group managers
Person is currently a manager for an active group member. When deactivated, they are removed as manager from that group member.
scheduled report user
Person is currently the linked user for a scheduled report. Archiving does not affect scheduled reports and they will continue to run under the permissions and access rights of the person even if they lose access to the system.
service plan organizer
Person is currently an organizer on future service plans. When deactivated, they are removed as organizer on those service plans.
pending connections
Person has connections that are yet to be followed up on. When deactivated, the assigned person and due date on the connection are cleared. The connection is not deleted. Any connections in which the due date has already passed are not modified.
assigned connections
Person has connections that are currently assigned to them. When deactivated, the assigned person and due date on the connection are cleared. The connection is not deleted. Any connections in which the due date has already passed are not modified.
event organizer
Person is an organizer on future events. When deactivated, the person is removed as an organizer on those events only. Past events are not modified.
schedule organizer
Person is an organizer on future volunteer schedules. When deactivated, the person is removed as an organizer on the associated schedules. Past schedules are not modified.
scheduled volunteer
Person is scheduled to serve in an upcoming event. When deactivated, they are removed from the schedule. Past volunteer schedules are not modified.
pending position requests
Person has a pending request to fill a volunteer position. When deactivated, the request is deleted.
leader on volunteer positions
Person is currently a leader on an active volunteer position. When deactivated, the person is removed as a supervisor on that position. Therefore, the position will not have any supervisor listed.
active safeguards
Person has active safeguards. When deactivated, the expiration date on the safeguard is updated to be the current date. Already expired safeguards are not modified.
workflow manager
Person is a manager on a workflow. When deactivated, they are removed as manager from the workflow.
process manager
Person is a process manager. When deactivated, they are removed as manager from the process.
pending process queues
Person is currently going through a workflow process. When deactivated, they are deleted from the process.
on task assignment pools
Person is listed as a potential assignee on a workflow process task. When deactivated they are deleted from the pool of potential assignees. Any empty assignment pools are then reassigned to the first person found from the following: workflow manager, process manager, and super user.
pending queue assignments
Person has pending process queue assignments. When deactivated, the assignment is reassigned to the first person found from the following: workflow manager, process manager, and super user.
campus resources approver
Person is currently listed as a resource approver for a campus. When deactivated, they are removed from the list of approvers.
resource approver on specific rooms and items
Person is currently listed as a resource approver on a room or item that is set with an approval strategy of "Specific People + Campus Approvers." When deactivated, they are removed from the list of approvers.
sms task responder
The person is responsible for responding to incoming text messages in response to a Send SMS task or the SMS fallback for a Send Email Task. When deactivated, they are removed as the responder and those tasks will no longer handle any responses.