How to Archive (Remove) Inactive Donors in Silent Partner
If your donor list is growing too large to manage, you may wish to archive inactive donors. This process removes donors from your active list, but does not truly delete them. Their gifts will still be displayed in reports with the name "deleted donor," and individual records can be recovered if the donor becomes active again. This article explains how to back up your database and send it to Silent Partner, or you can watch this how-to video.
Before beginning, back up your database and send a copy to Silent Partner Software so that we can assist if you experience issues.
Once your database has been backed up and sent to Silent Partner, go to your list of donors.
- Click the “Filter” button and scroll down to the bottom of the Basic filters list. Highlight "Lapsed Donors 7 or more years"
- Uncheck the boxes next to "Exclude names with "no-mailing" code ('a')" and "Exclude names with Communication method of "NONE""
- Click "Set Filter"
You now have a list / scope of all donors who have not made donations in the last 7 years. Review the list to ensure it doesn't include records that shouldn't be archived, such as people who should receive mailings but do not make donations. You can use additional filters to achieve this, or simply scroll through the list and use the check-box to the left of the donor number to select records that should not be archived. Click the “Delete/Remove from scope" button to remove these records from your list to be archived.
When you have a list of records you wish to remove from your active donor list, right-click with your mouse anywhere on the list of donor names.
Double check the list of names before proceeding. Records can be reactivated and pulled out of archive, but only one at a time
1. Choose “Bulk Replace”
A new window will pop up; scroll to the bottom and choose “Archive all in scope”
2. Click “Proceed”
Silent Partner will then ask you if you want to proceed with the mass archive. Select "Yes" to archive the selected records.
If you ever need to recover donors who have been archived previously, donors can be recovered one at a time from the archive by following the steps outlined in this article on Recovering Archived Donors.
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