Connect with Us!
Latest Event
Latest Case Study
Latest Case Study
Discover Affino
User Auto Archive Guide
Overview
Configuring a User Auto Archive allows you to automatically archive users who no longer interact with you or your website. This is determined by a set of activities extensions periods rules set by you and once the user reached the extension limit since the last activity, then it is considered as inactive and Affino automatically archives them.
You can also set a time period when an archived user is to be deleted from the system, in case they don’t get in touch with you to claim their account back.
This was developed to fulfil the requirements set by the GDPR legislation.
Setting up User Auto Archive
You can set this up in the following screen:
Control > Security > User Auto Archive
Here are some of the key fields, with a help text, that you will need:
- [ ] Auto Archive - Select to enable auto archiving of inactive users, set across all zones.
- [ ] Exclude Security Groups - Select the Security Groups to be excluded from being auto archived. This should include your staff groups that you don't want to be auto archived.
- Activity Extension - Enter the period to extend the contact record before it is auto archived and add note to describe the reason for extending it for this period. Here's a list of activities which can be used to set a rule: Registration | Login | Purchase | Mailing List Subscription | Message Open | Forum Subscription | Forum Read / Post | Content Subscription | Media Download | Comment | Fill In Dynamic / Online Form | Permission | Event Attendance| Unarchived… and more
- Deletion Period Type - Use the drop-down menu to select Deletion Period Type, from Days, Months and Years.
- Deletion Period Number - Enter Deletion Period Number with reference to the above Deletion Period Type before a user record is deleted after it has been auto archived.
- Deletion Notification Days - Enter the number of days to send a notification to user before their record is deleted. If left blank, no notification will be sent.
- Sender - Select the sender for the deletion notification. You can only select users who are in the Main Account on your CRM Profile.
- Deletion Email Subject - Enter the subject for the deletion notification.
- Deletion Email Body - Enter the message sent to users to notify them their contact record will be deleted due to inactivity, You can use the following placeholders: [_Recipient_First_Name_], [_Recipient_Last_Name_].
Note - Affino maintains an audit trail for the reasons the record has been extended, along with the duration, e.g. Purchase, record extended by 7 years; or Subscribed, record extended by 3 years. Initially there are 14 types of activities which extend the record expiry, and we will be adding more as they arise. Conversion Events now also have an Extension Period action and can extend user records by a period depending on the activity. Once the profile is in place you can be certain that the records are automatically being retained exactly as long as you want
Users With No Archive Date
When you enable the User Auto Archive the system will check the set extension periods.
_______________
An example of an extension would be 1 year period if a user registers on the site.
You can then apply another extension period (i.e. 6 months) when the user logs back in again.
_______________
The Users With No Archive Date function is of great help if you import a lot of users without any extension period.
In this case, they will get the extension period set on the Users With No Archive Date panel.
Use Conversion Events to extend archive period
When you setting up a Conversion Event you can include an extension period so when the user triggers it, Affino extends their Archive period by the timeframe set. Here’s how to do this:
Control > Promote > Conversion Events > Conversion Event Edit
Activity Extension Panel
- Extension Type - Use the drop-down menu to select Extension Type, from Days, Months and Years
- Extension Period - Enter Extension Period with reference to the above Extension Type to extend the contact record before it is auto archived.
- Notes - Enter Notes to describe the reason for extending it for this period.
How to use User Auto Archive Analysis screen
The new Auto Archive Analysis screen (Control > Analyse > User Auto Archive Analysis) gives you an insight into the volume of users being archived and removed on a day to day and week by week basis by the auto archiving. It shows you the number archived and deleted over the previous week, month and year. It further shows you how many users it anticipates archiving over the coming week and month. You can add them into a Contact List to send a follow-up message using the Message Campaign.
Searching for archived users
You can search for archived users using the Archive filter on the User Security screen. The dropdown offers Exclude Archive, Include Archive and Only Display Archived.
Control > Security > User Security
Users that cannot be archived
Users cannot be archived under following scenarios:
1.- If a user has placed an order (made purchases)
2.- If a user belongs to the Exclude Security Group which is set in the User Auto Archive
3.- If a user belongs to the Main Account set in the CRM Profile
Removed functions and records
When a user is archived their information will be removed from the following functions and associated records:
- Contact lists
- Content subscriptions
- Conversion events
- Conversion funnels
- Forum subscriptions
- Mailing lists
- Recruitment applications
- User exports
The user's information will not be removed from these functions and associated records:
- Directories where they are a Contact
- Seminars where they have been selected as a speaker
- Award Entrants / Winners / Judges
Restored functions and records
If you unarchive a user in the future, the following functions and associated records will be restored:
- Form entries
- Contact lists
- Conversion events
- Tasks
- Topics
- Contact Notes
Running the User Import and assigning extension period
When the User Auto Archive is active, you can import users with extensions period, which by default is set to 120 days. On the User Import screen, you can change this up by selecting Extension Type and Extension Period.
Please note these fields are only available if User Auto Archive is active.
Also, if you import Non-members Contact Type, this can be applied to them as well.
Control > Security > User Import
Did you find this content useful?
Thank you for your input
Thank you for your feedback
Driving business at some of the world's most forward thinking companies
Our Chosen Charity
Meetings:
Google Meet and Zoom
Venue:
Soho House, Soho Works +
Registered Office:
55 Bathurst Mews
London, UK
W2 2SB
© Affino 2024