Hello,
I’d like to archive contacts that are not relevant anymore. But I want to keep the activity that has been made on these contacts in order to keep tracks.
Today we keep them and have a property to fill in when it’s obsolete but it’s not scalable.
Maybe I’ve missed it but I’m surprised hubspot doesn’t allow it.
Have you ever meet this need? How do you do?
Thank you for your help!
Hey @AFayet, thank you for posting in our Community!
I checked more information and currently, HubSpot doesn’t allow deleting contacts while keeping their activity.
One option is exporting activity logs before deletion, but that wouldn’t keep them in HubSpot.
To our top experts, @ScottPennwood and @evaldas do you have any other recommendations for @AFayet matter?
Thank you,
Pam
Hi @AFayet,
When you archive a contact, it goes to the recycling bin, where it cannot be viewed anymore, unless you restore it back. If you don’t restore, the contact will be deleted in 90 days.
If you wish to keep activity of a contact, you would need to export it, as @PamCotton mentioned.
Alternative is setting the irrelevant contact as a non-marketing contact. This would allow you keeping the contact in the portal but not count against the billable contact threshold. You can also collect them in a list (i.e. “Irrelevant Contacts”) and exclude that list from any marketing activities.
If you archive (or delete) a contact that isn’t relevant, the activity can’t be logged against a record so will have nowhere to live. This means no-one will be able to reference it. I’m assuming here that the scenario is you’ve had a contact that was a prospect a couple of years ago, nothing ever came of it but if there’s another enquiry in the future from that contact you’ll want to know what was discussed previously.
Easiest solution to this is a custom property, views and workflows.
Property = “Hidden” or “Irrelevant” or “Archived” (Whatever you want to call it, probably best not to be “Archived” as that’s already a term in use on HubSpot. We’re going to make this a single checkbox field, so True/False
Custom view = If “Hidden”=True, then hide this contact from view.
Workflow 1 = If “Hidden”=True, then --> Unsubscribe from all lists + set as non-marketing contact + remove contact owner
Workflow 2 = If “Hidden”=True AND activity is deteced from the contact, then --> Set “Hidden” to False, rotate record to new Contact Owner, add to Task Queue “Follow Up Previously-Hidden Contact”.
Depending on what subscription you have you could even prepare a Sequence for your reps to send to re-enage.
Thanks @PamCotton!
Thank you @PamCotton @ScottPennwood @evaldas for your answers and time on this! We basically already do that but maybe need to review it so it’s cleaner.