Archive Contacts

Over time we accumulate contacts who are no longer active. Perhaps they've retired, changed jobs and industries, or passed away. Currently there appears to be two ways to handle these contacts in the CRM:

1. Delete them, or

2. Change their Lead Status (or a custom field) to "Unqualified" or similar.

 

The issue with the former is that all history with the contact is lost. Let's say they were the designer on a job (deal). If I delete that contact then I lose the reference in the Job's record indicating who the designer was on that project.

 

The issue with the latter is that I now need to create filters in various locations to filter out these "unqualified" contacts. For example, in Sales -> Views, or as an "exclude" category in marketing emails.

 

I would like to see an Archive feature that automatically implements these filters, removing the "archived" contact from workflows, views, emails, etc..., yet retains their "associated" links to deals (jobs) and is searchable.

10 Replies
CentraFoods
New Member

I agree, I encounter this a lot now.  Perhaps there could be a lowered fee for "archived" contacts so that they don't increase our count of contacts too much.  But the point being that our customers/contacts rotate in and out of jobs all the time -- I want to keep my old contacts information to be able to reference their name, see what we talked about and our communication... But I don't need to actively communicate with them or have them bog down my customer list. 

 

Is this possible to create within Hubspot?  I think it would be a very valuable addition to the CRM.

JaimeC
New Member

I agree. We recently started using the HubSpot CRM and found this to be an issue. We use "active" vs. "inactive" in Salesforce, because in our industry people move to different firms and we prefer to not lose the contact history over the years.

JasonC
Occasional Contributor

I agree it seems as though I have at least 10- 20 contacts a day that are no longer with a company.

 

I temporarily make a smart list that auto-generates based on a custom contact field, AM Contact Yes, No, Primary, OR NTL (no longer there)

 

Then when I find the new contact name.... Create the new contact, make a note saying from this point on the old contact was Mr. Something and then merge the old contact with the new contact. This keeps all the old notes but then updates to the new contact going forward. 

Anna-T
Occasional Contributor

 This archiving feature should be available not only for contacts, but of course also for companies. The new data protection law coming into effect 2018 in Europe (GDPR) actually asks for such a feature. Deleting is simply not an option, because you need to be able to proove some things even after the active relationship with a contact has ended. 

carolenytander
New Contributor

 This archiving feature should be available not only for contacts, but of course also for companies. The new data protection law coming into effect 2018 in Europe (GDPR) actually asks for such a feature. Deleting is simply not an option, because you need to be able to proove some things even after the active relationship with a contact has ended. 

mariaengstrom
New Contributor

I agree!  This archiving feature should be available not only for contacts, but of course also for companies. The new data protection law coming into effect 2018 in Europe (GDPR) actually asks for such a feature. Deleting is simply not an option, because you need to be able to proove some things even after the active relationship with a contact has ended. 

SarahN
Occasional Contributor

This would be a great feature. When we have clients that cancel their services with us, I would like an option to simply archive them so that I don't lose notes and emails. It would also be preferable that archived contacts are stored at a cheaper cost since we would most likely only need to utilize that info once in a blue moon. 

eyang21
New Member

 This would be amazing on so many levels. 

lylebrous
New Contributor

Has anyone hear rom Hubspot on this type of feature? We need it as we have clients leave one company and go to another company. This causesinternal confusion when looking up their name. I do not want to accidentally send an email to the old address. That could potentially start a firestorm with the old client, especially when they are sour about losing an employee. 

clioi
Regular Contributor

Hello,

 

Any update on this? GDPR is approaching fast!!