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Archiving a Person or Restoring Archived People

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This guide outlines the process for archiving church member profiles in management systems, keeping the database updated while preserving records for reference. It covers archiving individuals or groups, viewing and restoring archived profiles, and the option for permanent deletion. Special attention is given to transferring contributions from deceased members to surviving relatives, maintaining accurate financial records and ensuring tax compliance. Additionally, it details customizing user permissions for archiving and viewing archived profiles, allowing for tailored access and management within the church's administrative framework.

Overview 

Archiving people allows you to remove a person from showing up on exports and communications but keep their profile available if you need to reference it. Typically this would be used for:

  • archiving deceased individuals( see note below before archiving)
  • archiving people who no longer attend your church 

Archive a Person

To archive a person:

  1. Navigate to the person's profile.
  2. Under the individual's name, select "Archive Person."
  3. Click the "Archive" button on the bottom right of the popup window.

Screen

Archive Multiple People

To archive multiple people:

  1. Navigate to any list of people via the advanced search.
  2. On the right, click "Archive" from the menu (after clicking "More Actions" to expose the additional options).
  3. Click the "Archive People" button on the bottom right of the popup window. 
  4. You can also archive any number of people from your search by selecting the checkmark next to their name in the search list.

View Archived People

To view archived people:

  1. Select the "People" tab from the top left.
  2. Select the down arrow to the right of the "Add Person" button in the upper-right corner.
  3. Select "View Archived People" from the drop-down list.

Restoring an Archived Person

  1. Select the "People" tab from the top left.
  2. In the left column, find and click on the "show more filter options" link to expand the available filters.
  3. Scroll down the list of filters until you reach the "Other" category.
  4. Within the "Other" category, look for the filter labeled "Archived" and click on it.
  5. Locate the specific person you want to unarchive and click on their archived profile.
  6. Once you are in the individual's profile, find their name. Next to the person's name, you will see the "Unarchive Person" option.
  7. Click on the "Unarchive Person" option to unarchive the individual.
    Looking to delete the profile permanently?
    1. If you want to permanently delete the profile instead, click the dropdown arrow next to "Unarchive Person."
    2. Select the option to permanently delete the profile from the dropdown menu.
    3. Confirm the action if prompted to complete the deletion process.

Screen

To easily find a person in the long list of individuals use Command or Control + F on your computer and type in the name you are looking for.
If you archived a person that's already archived, their name will appear twice in the archived list found under the "Add Person" dropdown. For instance: I look for Fred Flintstone in the archived list. I look at his profile for information. After finding what I need, I "archive" him again. The next time I view the archived list, his name appears twice, and it will need to be un-archived twice for Fred to show up in "People" again.

Additionally, the system will search archived people to alert you of potential duplicates when you are adding a new person to the system by Clicking +Add Person on the People tab. If the person you are trying to add has been archived, a red potential duplicate alert will come up. Click the circular arrow icon, to restore this person to the database.

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User Permission Settings to Archive and View Archived People 

To give users permission to archive and/or view archived people: 

  1. Navigate to "Users&Roles" under the "More" tab in the top right.
  2. Select "Roles" from the left menu and edit (using the pencil icon) the desired role. 
  3. Expand permission options next to People > Actions > Archive. 
  4. Select "Archive People" to allow users to archive and unarchive people. 
  5. Select "View Archived People" to allow users to view archived people.
If someone passes, their gift should still be counted as a contribution to the church. It's also important that if there's a surviving spouse or family member, that the person can receive an end-of-year statement for that person for tax purposes. Generally, what we would recommend before you archive someone who is deceased is that you would move their contributions to a surviving family member before you archive them.
To change someone's giving to have come from someone else:
  1. Navigate to the person who the gifts are currently recorded as having come from.
  2. Select "Giving" on the menu to the left of their profile.
  3. On the top right, click the drop-down arrow to the right of the "Download as Excel" button.
  4. Select "Move Contributions", select the person you'd like them to now come from, and click "Move."

 

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