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Contacts
This article guides you through the lifetime management module for contacts (not leads). If you are uncertain about the differences between a contact and a lead, please read this article.
Lifetime management lets you control the validity period of your contacts within a contact pool. It gives you the option to choose the timeline for handling your contacts, allowing you to set how long before they expire, how long before they are archived and when they are deleted.
Note: Lifecycle management is a global setting applied at the contact pool level. This means that once a contact in the selected contact pool expires, it cannot be reactivated in the same way as leads can.
Here you can find the lifetime management tool:
Click on Leads on the left sidebar.
Select Contact pools, and choose the contact pool you desire to work with.
Click on the Lifetime management field at the top of the page.
There are three different options for handling your contacts:
Automatic expire
Automatic archiving
Automatic deletion
Automatic Expire
By selecting Automatic expire, your contacts will automatically expire after a certain number of days.
Note: The days will count from the time the contact was imported to Adversus, not from the time it was added to the contact pool.
The data for expired contacts will be accessible in Warehouse; however, they will no longer be callable or part of the contact pool.
IMPORTANT: The lifetime management tool applies to contacts within a contact pool, not leads; therefore, once a contact expires, it cannot be reactivated, unlike leads.
You can always adjust the number of days for expiration. As selected from the dropdown menu, it can also be counted as Hours, Days, Weeks, Months, or Years.
Automatic Archiving
Archiving is useful if, for certain reasons, you cannot store all the data about your contacts. Archiving your contacts lets you anonymize certain values for each contact.
Hence, when archived, the contact will be accessible in the warehouse but not callable, and only the selected values will be retained, allowing you to retain certain data for a longer time.
Archive contacts after
Indicates after how many hours/days/weeks/months/years the contact should be archived. The time will count from when the contact is uploaded to the system, not from when it expires or is uploaded to the contact pool.
As a default, the Adversus system will not allow you to set an archiving period shorter than the expiring period.
Fields
In this section, you can select the fields you want anonymized when archiving contact information. It is helpful if you can store certain information for only a limited time due to data storage restrictions.
Anonymized value
Here, you can enter the value you want displayed over the anonymized fields. For example, or similar.
Exceptions/ Has lead with status
You can set exceptions for leads with specific status(es) of your choice. For example, you might want to archive more data about the leads with Success or Callback status. In such a case, you would like to access more information about them after they have expired.
Automatic Deletion
With Automatic deletion, you can set your contacts in a given contact pool to be deleted after X number of hours/days/weeks/months/years.
IMPORTANT: Once the contact is deleted, it will not be stored in the database, and therefore, it will not be possible to recover any information related to the contact.
You can also create exceptions based on the lead status (if your contact is saved with a lead status), so the automatic deletion rule will not apply. For example, you might want to keep the data for leads with the Success status.
Timeline
You can track your lifetime management timeline on the right side of the page. It provides a visual overview of how your contacts have been handled since their import.
Nice to know
As mentioned, expiry, archiving, and deletion days will count from the time the contact is imported into Adversus, not when it's been added to the contact pool. It is important to remember if you're adding or moving older contacts between your contact pools.
If the 'old' contacts were uploaded to a pool that has now been configured with lifetime management settings, the contacts for those leads will be processed according to the lifetime rules.
For example: If you uploaded some contacts 1 year ago, and today you uploaded them to the contact pool, which has an automatic expiration set to 1 month, then all the 'old' contacts will expire within a couple of hours. The same applies to deleting and archiving contacts.