Archiving members in IconCMO

Archiving is a great way to keep your database clean and your household counts down. Changing a members status to delete is different than actually archiving them. Archiving can be done at the household level or the member level. Although you can archive all members of a households at once, only the members are archived, not the household. You will need to unarchive each member of the household separately.

STEP BY STEP INSTRUCTIONS ON ARCHIVING

Household: Archiving all members of a household

1. Go to People: Household: Hse-List
2. Select the household you wish to archive
3. Click “Delete”
4. If contributions are applied to the household (household envelope) you will get the message: “This household last contributed money on “date.  Are you sure you want to delete this household?”
5. Click “OK”
6. You will then get the message: “Do you want to archive the household members?”
7. Click “Yes”
8. Please enter a reason for archiving – * required.
9. Click “Yes”

Member: Archiving one member of a household

1. Go to People: Members: Mem-List
2. Select the member you wish to archive
3. Click “Delete Member”
4. If contributions are applied to the member (member envelope) you will get the message: “Are you sure you want to delete this member?”
5. Click “OK”
6. You will then message: “Do you wish to send this member information to the archives?”
7. Click “Yes”
8. Please enter a reason for archiving – * required.
9. Click “Yes”

NOTES

Because only members are archived, any household notes stored in the household section will be lost. To make sure these notes are retained, you will need to transfer them to a member. Simply highlight the household notes and paste them into the member notes (Ctrl+C – copy & Ctrl+V – paste).

CONTRIBUTION STATEMENTS

You can unarchive a member to print their contribution statement at any time.  If you restore them to their “Original Household” the contribution records automatically are attached to the household.  If you choose to add the member to a new household, you need to create a household, unarchive the member into the new household and then go into Contributions: Envelopes: Env-Maintenance and give the new household an envelope number.  Finally go into Contributions: Management: Cont-Transfer and transfer the contributions from the old household into the new household.

REPORTS/UNARCHIVING

Go to People: Members: Archives for a list of archived members. This report can be filter by status and 4 additional fields can be displayed. To unarchive a member simple click on the their last name in this report. A new window will open displaying their name and previous household. Click on the “Unarchive” button. If you try to unarchive a member where the entire household has been archived you will get the following message. “The household this member belongs to no longer exists. Would you like to restore the original household or choose a new household to add them to (losing the original address information)”. If you are going to unarchive them to a different household, the household must be created before unarchiving the member.