Archive Individuals and Organizations you no longer need in active lists, and restore them when needed. Archived records stay in the CRM but are hidden from default views.
Introduction
Why archive instead of delete
When a contact or company is no longer active (e.g. old customer, duplicate, or lead that didn't convert), you may want them out of your main lists without losing history. Archiving hides the record from default views and search while keeping it in the database. You can restore it later if needed.
Individuals and Organizations can usually be archived (and restored) from the record detail or list. Exact options depend on your app.
How to archive a contact or company
From the record
- Open the Individual or Organization you want to archive.
- Look for Archive, Mark as archived, or an action menu (e.g. three dots) with an archive option.
- Confirm if prompted. The record is now archived and typically disappears from the default list and global search.
From the list
Some apps let you select one or more records in the Individuals or Organizations list and choose Archive from a bulk action menu. Use this to clean up multiple records at once.
How to restore an archived record
Show archived records first
- In the Individuals or Organizations module, look for a filter or toggle such as Show archived, Include archived, or All (vs "Active only").
- Enable it so archived records appear in the list (or in search).
- Find the record you want to restore and open it.
Restore
- Open the archived Individual or Organization.
- Look for Restore, Unarchive, or Mark as active (in the action menu or on the record).
- Confirm if prompted. The record is active again and appears in default lists and search.
What happens to linked data
Deals, invoices, and tickets
Archiving a contact or company does not delete linked opportunities, invoices, or tickets. Those records remain; they are still linked to the archived Individual or Organization. When you restore the contact, the links are unchanged.
Best practices
Archive instead of delete when you might need history
So you can restore and so reports or audits can still reference the record. Only delete if your process requires it and you have a backup.
Use "Show archived" when you can't find a contact
If a contact or company is missing from search or list, they may be archived. See Contact or Company Not Found in Search.
Frequently asked questions
Can I search for archived records?
Yes, when you include archived records (e.g. "Show archived" or "All") in the list or search. Global search may or may not include archived records depending on the app; check the Individuals or Organizations list with archived enabled.
Who can I contact for help?
Contact support at support@piraja.io.
Conclusion
Archive contacts and companies you no longer need in active views; restore them when needed. Use "Show archived" to find and restore. For more on finding records see How to Search and Find in the CRM and Contact or Company Not Found in Search.