Use this article to archive contacts in Contacts, find your archived contacts, and restore them. Archiving hides a contact from your everyday CRM work and stops all newsletters and automated emails to them, without deleting the contact or any of its data.
What happens when I archive a contact?
When you archive a contact in myflow Contacts, the contact and all its data are kept, but while it is archived:
It is hidden from the contact list, the search on the Contacts page, contact pickers and tag counts.
It is not included when you export your contacts.
It does not receive newsletters, automated emails or outreach.
Its tags are kept, but they have no effect. A tag added to an archived contact doesn't trigger any automation.
Some things keep working for an archived contact: you can still open the contact card from a direct link, unsubscribe links in emails they already received still work, they can still log in to your branded app, and invoices and statistics for emails already sent are not changed.
How do I archive a single contact?
To archive one contact in myflow Contacts (company admins only):
In the left sidebar, go to Contacts.
Click the contact's name to open the contact card.
Click Actions in the top right corner.
Select Archive.
myflow asks "Archive this contact? Its active workflow enrollments will be cancelled."
Click Archive to confirm.
You see the message "1 contact archived", and the contact card now shows a yellow banner saying This contact is archived, with the date it was archived.
💡 Tip: You can also archive a contact from Quickview. On the Contacts page, click Quickview next to the contact, then click Actions > Archive.
How do I archive several contacts at once?
To archive several contacts at once in myflow Contacts (up to 25 contacts at a time):
In the left sidebar, go to Contacts.
Tick the checkbox next to each contact you want to archive.
In the action bar that appears at the top, click Archive.
Click Archive again to confirm.
You see a message such as "12 contacts archived", and the archived contacts disappear from the contact list. If some of the selected contacts were already archived, the message also tells you how many were skipped.
⚠️ Important: You can archive at most 25 contacts at a time. If you select more than 25, the Archive button is greyed out and myflow shows "You can archive at most 25 contacts at a time." Deselect contacts until 25 or fewer are selected, archive them, and then repeat for the rest.
Where do I find my archived contacts?
Archived contacts don't appear in the contact list or the search on the Contacts page. To see them in myflow:
In the left sidebar, go to Contacts.
Click the ⋯ button in the top right corner.
Select Manage archived contacts.
The Archived contacts page lists every archived contact in your company, with the date it was archived and who archived it. Use the search field to find a contact by name, email or company. Filtering archived contacts by tag is not available.
How do I restore an archived contact?
You can restore a contact from the archived list or from the contact card.
From the archived list:
Go to Contacts, click ⋯ in the top right corner, and select Manage archived contacts.
Find the contact, for example by searching for their name or email.
Click Restore next to the contact.
From the contact card:
Open the archived contact and click Restore in the yellow This contact is archived banner.
You see the message "1 contact restored", and the contact is back in the contact list and search. Archived contacts are restored one at a time.
After you restore a contact in myflow:
The contact can receive newsletters and automated emails again.
Automations that were cancelled when you archived the contact are not restarted.
If the contact was unsubscribed from your emails before the archive, they stay unsubscribed.
⚠️ Important: If the restored contact has a tag that triggers an automation, any automated emails that became due while the contact was archived are sent shortly after you restore it, all at once. For example, if a contact is archived for 20 days, the emails set to send 7 and 10 days after the tag was assigned are both sent right after the restore.
What happens if an archived contact signs up again or is imported?
myflow never restores an archived contact automatically. If someone with the same email address as an archived contact fills in a contact form, signs up for a webinar or is included in an import, myflow doesn't create a new contact and doesn't restore the archived one. The new details can be added to the archived contact, but the contact stays archived and receives no emails or automations.
Adding a contact manually: myflow shows "An archived contact with this email already exists. No new contact was created." Click Open contact to view it, or, as a company admin, click Restore existing lead to restore it.
Importing contacts: rows whose email matches an archived contact are skipped, whether or not Exclude duplicates is turned on.
Forms and webinar signups: the visitor sees the normal confirmation and is never told that an archived contact exists.
To start working with the contact again, restore it from Manage archived contacts or from the contact card.
Should I archive or delete a contact?
Archive a contact in myflow when you want to stop working with it but keep its history, or when you might need it again. An archived contact keeps its notes, deals, tags and email history, and you can restore it at any time.
Delete a contact when you want its data gone. Deleting a contact in myflow permanently removes it together with its deals, notes, actions and activity history, and can't be undone. See How to delete contacts in myflow.
⚠️ Contacts with the User tag can't be deleted: If a contact has the User tag in myflow Contacts, the contact has a user account with you, and you can't delete it. To stop working with a contact that has the User tag, archive the contact instead.