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Archiving Contacts, Organizations & Projects with out Deleting

Can anyone please offer any help on Archiving Contacts, Organizations & Projects with out Deleting them?

I have several that are no longer active, that I no longer want to appear in the main lists, but I would still like to keep and track the information associated with them.

Thank you!

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Comments

13 comments
  • Hi Julie,

    I was facing the same problem and I did not find a solution yet but looking in to this again I think the best and most easy solution is to ad a tag "archive" to the contact, organisation and projects.

    Then you can create a custom filter named "Active" or anything like that and then create a custom filter 

    Contact Tag List not equal 'Archive'

    That way the views are showing everything but tagged "Archive. You will need to create 3 filters, one for every view.

     

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  • This is terrible.
    The archiving option has been requested umpteen times and nothing.

    The other thing that bugs me is that Insightly seem very strong on "workarounds"
    and weak on correcting.

    I just wish It weren't so promising a product so i could just dump it. ! ! !

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  • I hate to bash a great software, but this really is a "no-brainer" requirement for effective CRM platforms. 

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  • I am with you, maybe soon because there is a lot of things being implemented every month ...

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  • Hey guys,

    Thank you for the suggestion! Currently, Insightly cannot offer archived data storage as this would constitute unlimited data storage. In cases such as this, we would recommend exporting data and then importing it into a Dropbox file. Free storage units such as this can help supplement data storage. 

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  • I understand your position...maybe... but that truly doesn't make sense. If you simply included the amount of archived data as part of the current storage plans/allotments, it would simply push customers to purchase additional space sooner. To me this is an essential part of a CRM system to maintain data for past clients/customers/contacts. In many industries these folks will popup again somewhere else.

    Again, why not include archived data as part of our plan and improve the functionality of Insightly and not push us to third-parties. Once we determine that we need to spend too much money on third-party programs and systems, then we will simply be pushed to a CRM that can meet these simple needs.

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  • I must say that I agree with Paul. Storage can not be a good argument to keep this feature from beeing part off a good CRM system.

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  • Great pity
    Insightly seems to be missing a couple of minutes of cooking.

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  • That’s not a solution with the GDPR issues we face either. I don’t want to be looking all over for clients info when they are making a subject access request. I completely agree with the above. There are thousands of platforms in all areas that use limited storage and also have the option to archive.

    I think this is a complete cop out and as I said it’s not going to go down well moving peoples data around different systems when there really is no need!

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  • Hi Alex S,

    the given answer does not stack up.  From a users perspective the archive option removes organisations from day to day reporting/kpi's

    Archiving will not increase storage as we can only archive organisations that all ready exist. 

    So for example I have 800 + orgs on the system and need to archive circa 20% to refine my customer management. Insightly are all ready providing me with the storage for the orgs giving me an archive feature wont change the volume of orgs I maintain.  

    I have to maintain data on these orgs / projects & tasks for years after we interact with them so deleting is not a sensible option, regardless of the GDPR nightmare that could ensue If I opted to just store an excel sheet outside of the CRM it would also create an administrative headache for my staff when trying to restore a client.

    In reality we understand archiving an org is a complicated feature to roll out and will take time for you guys to implement. 

    If you were able to tell us this is being looked at it might generate a little more goodwill or at least patience.

     

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  • Archiving a contact is a critical function for a CRM. There is no way we are going to create a duplicate system just to track archived names. I guess the only alternative, which has been suggsted, is to tag a contact as archived. This would also prevent deleting all history associated with the contact. We will then have to re-create the contact should they end up at another company (a common occurrence in our industry), and I see several potential problems with this solution.

     

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  • I 100% support & encourage this feature.  If archiving isn't an option, due to the space it would take on Insightly's servers, an export function would be great, as long as the format exported the data so there's key-word searching capability - this would be vital.

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  • I agree with prior posts.  I don't want to delete contacts because:

    1. They have pertinent information even though they are no longer active with the company
    2. They tend to pop up at another company so it would be great to retain the personal information and notes.

    I'm continually shocked by the basic functionality this software lacks. Seems like a simple enough function to add too.

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