04-19-2010 07:43 AM
We are a small non-profit and have been using ACT for a few years. We have built a database of over 4,000 client records. However, many of the records are for clients whom have left a company, passed away, etc. and are no longer an "active contact" for the company record. However, we don't like to delete any records or histories. I would like to be able to have these records out of the way of my active database. Is there a way to create an "inactive" database where I can park these records should they ever be needed, - and clean up my database? I am not interested in just creating an "inactive" group. This still leaves too many inactive records per company in the system that we do not need to see (but we still want to maintain the data that was associated with the record - if the postion has been refilled we will often just replace the name over the record and type the old contacts info in the history. However, not all positions are refilled and some records just remain inactive/dead.
Is maintaining both active and old/inactive databases a feature that can be done? How are you maintaining "active" client records vs. "old clients" for your company? There must be a better way to keep the system "clean" with current clientelle.
04-19-2010 08:49 AM
04-21-2010 08:46 AM
Create a "dummy user" called Inactive records, log in to the database as that user and make private all the records that you wish to archive. They will only be visable when you log in as that user.
04-21-2010 11:13 AM