Archive Records

Overview

The Archive Records feature in Operative allows you to archive contact or transaction records, individually or in bulk, within your database. Archiving is useful for setting aside records that should not need to be included in reporting or that you no longer need visible, while still keeping them stored for reference.

Prerequisites

• The records (contacts or transactions) must already exist in Operative.
• Identify the specific contacts or transactions you want to archive.

Step-by-Step Instructions

To access records

• For contacts: Go to Contacts in the left-hand navigation menu and choose Person or Organization.
• For transactions: Go to Transactions in the left-hand navigation menu.

Archive a Single Contact or Transaction

1. From the list view, select the record you want to archive. 
2. Open the record, then click the three dots in the upper left-hand corner of the record window and select Archive.
3. A confirmation window appears asking you to confirm the action.

Archive Multiple Contacts or Transactions

1. From the list view, select the checkboxes next to the records you want to archive.
2. A green bar will appear at the bottom of the screen with options to Merge, Archive, or Delete the records selected.
3. Click Archive.
4. A confirmation window will appear asking you to confirm the action.

Expected Results

• You’ll see a confirmation message that the records were successfully archived.
• Archived records will no longer appear in the list view or in reporting.

Accessing Archived Transactions

Archived records can still be retrieved when needed. Use the Advanced Search function to locate them. See Search & Filter for more details.