The Archive Clients bulk action lets you move multiple client records out of your active views in a single operation, keeping your working client list focused on current cases while preserving all archived data for future reference.

### Overview

- **What it is:** A bulk action type that archives multiple client records at once. Archiving removes clients from active views such as the client list, search results, and assignment pages, but retains their full record in the system.
- **Why it matters:** Over time, your agency accumulates client records for cases that have concluded, been dismissed, or reached completion. Archiving these records in bulk keeps your active client list manageable and helps your staff focus on current cases without losing historical data.
- **Who uses it:** Administrators, case managers, supervisors, and agency staff responsible for record management and data hygiene.
- **Expected outcomes:** All clients matching your filters are archived. They no longer appear in active views but remain accessible through archive filters. You can restore archived clients at any time.

### Prerequisites

- You must have an active eCourtDate account
- You must be a super admin or have the **Create Bulk Actions** and **Update Bulk Actions** permissions
- You must be signed into the correct agency (verify the agency name in the top right corner)
- You should identify the criteria (status, group, date range) for the clients you want to archive

### How-To Steps

#### Step 1: Navigate to Bulk Actions

1. Sign in to your eCourtDate agency.
2. Click **Bulk Actions** in the top navigation bar.

#### Step 2: Create a New Archive Clients Action

1. Enter a descriptive name in the **Action Name** field (e.g., "Archive Completed Cases - Q4 2025").
2. Select **Archive Clients** from the **Action Type** dropdown.
3. Click the **Create** button.

#### Step 3: Configure Client Filters

1. Scroll to the **Search Clients** section on the bulk action edit page.
2. Select the filters to identify the clients you want to archive:
   - Select a **Client Status** to target clients with a completed, closed, or inactive status
   - Select a **Group** to target clients in a specific group
   - Select a **Type** to filter by client type
   - Set a date range to target clients whose events or records fall within a specific period
   - Select an **Assigned User** to target clients assigned to a specific staff member
3. Set the **Client Limit** to control the maximum number of clients to include.

#### Step 4: Search and Review Results

1. Click **Search** to find clients matching your filters.
2. Review the list of matching clients in the results area.
3. Verify the client count and confirm these are the records you want to archive.
4. Click the **Include/Exclude** button next to any client you want to remove from the operation.

#### Step 5: Run the Bulk Action

1. Click **Live Run** to archive the matching clients immediately.
   - Alternatively, click **Schedule Run**, set the **Scheduled Date** and **Scheduled Time**, then click **Schedule Run** to confirm.
2. Wait for the confirmation email indicating the bulk action is complete.

### What to Expect

After you click **Live Run**, the bulk action begins processing and archives all included clients. Archived clients are removed from the active client list, search results, reports, and assignment views. Unlike trashing, archiving is specifically designed for long-term record preservation of completed cases. All client data, including events, cases, messages, and payments, remains intact. You will receive a confirmation email when processing completes. You can restore archived clients at any time using the **Restore Clients** bulk action.

### Best Practices

- Always click **Search** and review the full client list before clicking **Live Run** to avoid archiving active cases
- Use the **Client Status** filter to target only clients with a completed or closed status, reducing the risk of archiving active records
- Coordinate with your team before running a bulk archive to ensure no one is actively working on the targeted client records
- Include the date range or criteria in the action name (e.g., "Archive Inactive Since January 2025") for easy reference later
- Run bulk archive operations on a regular schedule (monthly or quarterly) to keep your active client list current

### Frequently Asked Questions

**Q: What is the difference between archiving and trashing a client?**
A: Both remove clients from active views, but they serve different purposes. Archiving is intended for long-term record preservation of completed cases. Trashing is a soft-delete for records you may want to permanently remove later. Both can be reversed using the **Restore Clients** bulk action.

**Q: Can I still access an archived client's records?**
A: Yes. Archived client records are preserved in full. You can find archived clients by applying archive-specific filters in the client search, or by restoring them to active status.

**Q: Will archiving a client stop scheduled messages from being sent?**
A: Yes. Archived clients do not receive scheduled messages. If you restore the client before the scheduled send time, the messages resume as planned.

**Q: Can I archive clients who have upcoming events?**
A: Yes, but use caution. Archiving a client with upcoming events removes them from active views, which may cause your team to miss scheduled interactions. Verify that no future events or obligations exist before archiving.

**Q: How do I restore archived clients?**
A: Use the **Restore Clients** action type in Bulk Actions. You can filter by the **Archived From Date** and **Archived To Date** to find clients archived during a specific period.

### Troubleshooting

**Issue:** Clients with active cases were accidentally archived.
**Symptoms:** Staff members report that clients they are currently working with are no longer visible in the active client list.
**Solution:**

1. Use the **Restore Clients** bulk action to restore the incorrectly archived clients.
2. Filter by the date the clients were archived to find the correct records.
3. For future runs, add a **Client Status** filter to exclude active or in-progress statuses.

**Issue:** Bulk action completed but some clients were not archived.
**Symptoms:** After the bulk action completes, some expected clients still appear in the active client list.
**Solution:**

1. Check whether those clients were excluded using the **Include/Exclude** toggle during setup.
2. Verify that the clients matched all applied filters at the time the bulk action ran.
3. Review the bulk action details page for any error messages related to specific records.

> **Important:** If you continue to experience issues after following these troubleshooting steps, sign in to eCourtDate and create a ticket by clicking the ticket button in the bottom right corner of the screen.

### Related Articles

- [How Bulk Actions Work](/how-bulk-actions-work)
- [How to Restore Clients via Bulk Actions](/how-to-restore-clients-via-bulk-actions)
- [How to Trash Clients via Bulk Actions](/how-to-trash-clients-via-bulk-actions)
- [How to Manage Clients](/how-to-manage-clients)
- [How to Send a Mass Message using Bulk Actions](/how-to-send-a-mass-message-using-bulk-actions)