CRM (Basic): Delete & Archive Accounts

You may want to keep an account to have access to its contents but no longer see it in your account list. Or you may want to delete it altogether. Here, we explain how to do either.

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Archiving Accounts

When you no longer need an account but want to keep all its information handy, a great choice is to archive it. Once you do, it disappears from the Active tab of the Accounts list and moves over to the Archived tab, where it still can be edited.

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Note! When choosing accounts for one-offs (send organizer, email, contract, etc.), you will see both active and archived accounts.

Accounts can be archived by a firm owner, admin, or any employee who has been given access rights to manage accounts.

  • To archive accounts, select one or more in the Active tab, click More Actions in the menu bar, then select Archive Accounts from the pull-down.

  • You can also navigate to the Info tab of the client account profile, click on the three dots to the right of Account Details, then select Archive account from the pull-down.

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Note! Contacts linked to the archived account will still have access so long as the LOGIN toggle is turned on. Archiving is only an internal function that moves Accounts from the Active list to the Archive list.

If you’ve archived an account but later discover you need it again, you can easily switch it back to being active:

  • Select one or more accounts in the Archived tab, click More Actions in the menu bar, then select Active Accounts from the pull-down.

  • You can also navigate to the Info tab of the archived client account profile, click on the three dots to the right of Account Details, then select Activate account from the pull-down.

Deleting Accounts

Remember, once you delete an account, you can’t go back: All of the files and data are gone and cannot be recovered.

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Note!

  • Only archived accounts can be deleted.
  • Linked contacts are not deleted when accounts are removed. To learn how to delete contacts, go here.

Accounts can be deleted by a firm owner, admin, or any employee who has been given access rights to manage accounts. You can delete one or more accounts at a time from the Accounts list.

  • Go to Clients, then to the Archived tab, select the checkbox next to the accounts you want to remove, click More Actions in the menu bar, select Delete from the pull-down, then click Confirm. To select all accounts, select the topmost checkbox.

  • You can also navigate to the Info tab of the archived account profile, click on the three dots to the right of Account Details, select Delete account, then confirm the action by typing DELETE in all caps. Then click the Delete button.

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