Most people cycle through multiple email accounts over the years as they change jobs, schools, and other personal reasons (firstname.lastname@example.org might have seemed like a good idea at 14, but it was never going to age well ☠️). In effect, it's estimated that over 70% of email users have more than one email address. In response to these inevitable switches, we developed an email archiving feature to retain old messages whenever a profile's email address is substituted. 😍
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Why should old email addresses be archived?
In Full Fabric, the email messages sent or received by a profile are tied to the respective email address from which the profile wrote or through which the profile was contacted, regardless of whether it's a primary or secondary email address. 🔗 Consequently, removing an email address from the profile Info tab also removes any messages sent to or from that same email address from the profile Emails tab. It's in your best interest to preserve past exchanges with applicants, students and alumni because they may contain valuable information for future interactions. 💡
To avoid data loss, every time an email address is deleted from a profile, Full Fabric automatically archives it in a special field called Archived emails, also in the profile Info tab:
That way, the primary and secondary email fields are freed up for current data, but the previous email addresses are still kept in the profile, in turn retaining all of the associated correspondence. 😃
By the way, the Archived emails field can be renamed; just let us know what you'd like it to be called and we'll make the switch on your behalf (it's an Admin-only feature).
How can I archive an outdated email address?
Archiving an email address is extremely easy – no hyperbole here! 😎
1) Delete the email address in question
2) Add its replacement
3) Lastly, click Yes, update in the ensuing modal to confirm the modification
Presto! 🙌 Upon clicking the button Yes, update, the system will automatically add the original email address to the field Archived emails:
So long as no email addresses are deleted from the Archived emails field, their correspondence will remain in the profile Emails tab. There is no limit to the number of email addresses that can be archived.
How does an archived email address behave?
Archived email addresses work like smart email address fields, meaning that:
Applicants can still use them to log in;
If a member of the staff sends an email message to an archived email address, said message will appear in both the recipient's and the sender's profiles;
Users cannot create new profiles using an archived email address.
How do I unarchive an email address?
Unarchiving an email address is as simple as clicking X to remove it from the Archived emails field…
…and then clicking Yes, remove to complete the action.
If you do this, you will again be able to use the email address that was previously archived as the profile's primary or secondary email address. 🙌 However, it'll also have to be verified again if set as the primary email address. If you don't know what is meant by verifying an email address, please read the following Help Centre article: Applicant access. 📖
You have reached the end of this article. Thanks for reading! 🤓 If you have any questions or comments on the topic at hand, or if you enjoy reads like this and have article requests, feel free to start a chat or email us at email@example.com. Also, please leave a rating below. Your feedback is highly appreciated! 💖
PUBLISHED: October 18, 2022
LAST UPDATED: October 18, 2022 at 9:40 p.m.