Understand How Archived Records Affect Email Sync
When a constituent record is archived, it may still exist on the email platform depending on your list settings.
Archive the constituent record in the system.
Review the Include Archived Constituents toggle on the constituent list.
If archived constituents are set to No:
The record is filtered out on the next list refresh.
The constituent no longer syncs to the email platform.
If archived constituents are set to Yes:
Channels, purposes, and tags continue to sync.
The constituent remains subscribed on the email audience.
Archiving a record does not automatically change the constituent’s preference centre settings.
Tag Archived Records for Future Reuse
You may want to retain archived records in your email audience if they could become active again.
Create a new constituent list filtered to archived records by archive reason, excluding deceased.
Apply a tag to all records in the list or create an auto-tag rule.
🤓Tip: Ensure the tag exists in the email platform and is mapped correctly so it syncs as expected.
Manage Deceased Records Using Communication Preferences
There are two ways to manage deceased constituents, depending on how preferences are recorded.
Records Marked as Do Not Contact
If the constituent is marked as Do Not Contact in the preference centre:
Create a constituent list filtered to records with an email address and Do Not Contact enabled.
Optionally apply an archive date filter to narrow the results.
⚠️ Important:
These records no longer sync automatically. You must update them manually in the email platform or by importing a CSV file.
You can then:
Manually add tags in the email platform.
Unsubscribe the records.
Upload tags using the email platform’s import tool.
Records Not Updated in the Preference Centre
If no preference changes were made:
Create a constituent list filtered to archived records with the reason set to Deceased.
Apply a tag to all records or create an auto-tag rule.
Confirm the tag is created and mapped in the email platform before syncing.
Sync Tags to the Email Platform
Once archived or deceased records are tagged:
Ensure the constituent list used for sync is set to include archived records.
Refresh the list to trigger the sync.
The tags are then passed to the email platform, where you can:
Exclude these records from campaign segments.
Identify records for deletion if required.
Exclude Archived Records Entirely (Optional)
You can choose to omit all archived records from your main sync list.
Set the main constituent list to exclude archived records.
Create a separate list based on archive tags and set it to include archived profiles.
📌 Note:
This secondary list allows you to update archived records in the email platform even when they are excluded from the main sync.
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