Setting up and using Bulk Archive for contacts and properties

Bulk Archive lets you archive a group of contacts or properties in one go, from a match group you've set up specifically for archiving. Archived records are hidden from searches by default but keep all their details, so Bulk Archive is a good way to tidy up your database, for example after a data cleanse or data health check, without permanently deleting anything.

To protect your current business, Alto automatically leaves out any record that's still in use, such as vendors and landlords with a current property, so only records that are safe to archive are included.

Permissions you need for Bulk Archive

Bulk Archive is controlled by user permissions, so only the users you choose can archive records in bulk. Check that the user's role has the relevant permission applied:

• BulkArchiveContact - Allow Bulk Archive of Contacts, to bulk archive a group of contacts
• BulkArchiveProperty - Allow Bulk Archive of Properties, to bulk archive a group of properties

For help editing a role and its permissions, see Roles, Permissions & Access. To bulk delete contacts rather than archive them, see the permissions in Bulk deletion: Setting up contact groups to run a bulk delete.

What can be bulk archived?

When you tick Archivable on a match group, Alto filters the group so it only contains records that are safe to archive, on top of any criteria you've chosen. This stops you archiving someone you're still actively working with.

Which properties can be bulk archived?

Properties can be bulk archived when their status is Withdrawn, Not Instructed, Externally Sold, Externally Let or Completed.

Which contacts can't be bulk archived?

The following contacts are automatically left out of an archivable group:

• Vendors linked to a current sales property
• Landlords linked to a current lettings property
• Tenants with a pending, active, periodic, vacating or renewal tenancy, if you use Alto with Property Management enabled
• Applicants with an accepted offer made in the last 12 months, where the property is under offer, exchanged or let
• Applicants with a pending offer made in the last 12 months (offer status Received or Revised), where the property is still available or under offer
• Contacts in the Solicitor, Publication or Supplier categories

Archivable groups also only include active contacts, so contacts that are already archived won't appear.

Creating an archivable match group

Start by creating a match group that describes the records you want to archive, for example applicants who haven't viewed a property in the last three years. Ticking Archivable on the Bulk Actions tab then makes the group available for bulk archiving.

1. Click Properties or Contacts on the main navigation bar, depending on what you want to archive
2. Click Groups in the top left
3. Click the + symbol alongside My Groups to create a new match group
4. In the New Match Group window, enter a Name for the group in the Group section
5. Tick the criteria you need across the sections and tabs
6. Click the Bulk Actions tab
7. Tick Archivable
8. Click Save

Running a bulk archive

Open your archivable group to see the records that match, then archive the ones you no longer need. Check the list carefully first, as a bulk archive can't be undone in one go.

1. In Groups, click your archivable group to open it
2. Tick the boxes to select single, multiple or all records
3. Click Bulk Actions
4. In the dropdown menu, click Bulk Archive
5. In the confirmation message, click Yes
6. A warning message advises that the action can't be reversed. Click Yes to archive the records, or click No to cancel and keep them on screen
7. A message confirms the total number of records archived. Click Ok

The screen refreshes automatically so you can see any records that remain. Each bulk archived contact has an entry added to its Timeline showing [BULK-ARCHIVE] and the name of the user who archived it.

Bulk Archive FAQs

• Why is a contact I expected to archive missing from my group?

Ticking Archivable automatically leaves out contacts who are still involved in your current business, such as vendors and landlords with a current property, tenants with a current tenancy, and applicants with an offer in the last 12 months. Check the contact record for anything still in progress. Contacts that are already archived are also left out. See Which contacts can't be bulk archived? above for the full list.

• Why does it say some records could not be archived?

If you see X record(s) could not be archived, some contacts may be failing to archive because their requirements profile is still included in matches. Open the contact, remove their Requirements Search Profile from matches, then try again. 

• Why was a different number of records archived from the number I selected?

When you click Bulk Archive, Alto checks the group again at that moment rather than using the list on screen. If a contact's circumstances changed after you opened the group, for example they became a vendor or made an offer, they're left out. Contacts that no longer match your group criteria are also left out.

• What's the difference between bulk archive and bulk delete?

Bulk archive hides records from searches by default but keeps all their details, and you can unarchive contacts individually. Bulk delete permanently removes contacts' personal data after a 7-day rollback window. The two use different rules to decide which contacts are protected. See Bulk deletion: Overview & planning.

• Related Help Centre articles that you may find useful.

  Archiving, finding and unarchiving a contact

  Archiving, finding and unarchiving a property

  Creating a group of contacts

  Creating a group of contacts that haven't recently viewed a property

  Creating a group of contacts that haven't been contacted in a set period

  Creating a group of hot buyers

  Creating a group - Marketing Preferences