You may have to deal with contacts that have left the company, retired or passed away. You should not delete the old contacts in ArchiOffice/EngineerOffice entirely as it will result in a loss of their records, documents, etc. Consider the following scenarios:
- Your client contact has left that company and become a private client: You want to retain his information in the old company but ensure the staff do not contact him as a representative of that company.
- Your bank account manager keeps on changing: You need to retain their details, especially the agreements, but ensure the staff clearly knows who the existing account manager is.
- You have a client couple, one of whom passed away: The husband was your main contact for the project but has passed away. You now need to prevent future contact with him but maintain contact with the wife without upsetting her.
Here are the possible solutions:
- In the first scenario, create a tab for the contact in the Contacts screen and name it something that makes sense to you, i.e., Old Company or Old Client. On that tab, enter the the name and other details of his old company. Make this the last tab on the Contacts screen. Then assign a new tab for his current status or use the Home tab for that.
- In the second scenario, create a tab on the Contacts screen and give it your older bank account manager's name, say Old Manager 1, Old Manager 2, etc. and move it to the end. That tab can have the old information. Then create a new Work tab and make it the first tab in the sequence. Update the name and other details of the master record to reflect the current account manager.
- In the third scenario, you can just remove the name of the husband from the contact record details (master record and tab). You can keep his information in the Miscellaneous tab or simply create a special address tab for the deceased client.