Can I archive a contact in CAS 360?

CAS 360 doesn't have an archive or inactive status for contacts. This article explains how to flag contacts you no longer use, check where a contact is used, and delete contacts you don't need.

Flag a contact as inactive with a label

To keep a contact but separate it from active contacts, attach a label such as Inactive. You can then filter the contact list by that label.

1. From the Main Toolbar, go to Contacts › Global Contacts.
2. If the label doesn't exist yet, create it: in Contact Filters, select the pen icon below the list of labels under Labels. Enter the label name, then press Enter or select Add: [label name].
3. Under Labels, select Manage Labels.
4. Select the label to attach.
5. Tick each contact to attach the label. Untick a contact to remove it.
6. Select Save.

To filter by label, turn on Activate Label Filters in Contact Filters, then select the label under Labels. For more detail, see Contact Labels.

Check where a contact is used

Before deleting a contact, open it and select the Relationship tab. It lists every company and trust the contact is linked to, for example as an officeholder, shareholder or representative. Select a company or trust name to open it.

For more detail, see Global Contacts.

Delete a contact

1. From the Main Toolbar, go to Contacts › Global Contacts.
2. Select the options icon beside the contact.
3. Select Delete.
   
4. In the Delete Confirmation window, select Delete Contact.

You can delete a contact only when it isn't linked to any company or trust. If it is, CAS 360 shows a Contact In Use message: The contact [name] is currently in use and cannot be deleted. The message lists each Entity Type (for example, Officer, Representative or Accountant) and Entity Name the contact is linked to. Remove the contact from those entities first, then delete it.

Delete all unused contacts at once

A contact that isn't linked to any company or trust appears under the Not In Use filter in Contact Filters.

1. From the Main Toolbar, go to Contacts › Global Contacts.
2. In Contact Filters, select Not In Use to review the contacts that will be deleted.
3. At the top of the screen, select Delete all not in use Contacts.
   
4. In the Delete Confirmation window, turn on Keep contacts with BGLiD info? to keep any contacts that have BGLiD identity information.
5. Select Delete [number] not in use Contacts.
   

This permanently deletes every contact that isn't in use and can't be undone.

Consolidate duplicate contacts

If you want to remove a contact because it's a duplicate, select Find matches in Contact Filters to consolidate the duplicates into one contact. See How to consolidate and link duplicate contacts.