Contents

• Overview
• What is Profile Archiving?
• Step-By-Step Instructions
  • Access the Participant Network
  • How to Archive a Profile
    • From the Participant Network Page
    • From the Profile Page
  • View Archived Profiles
• What Happens After a Profile Is Archived?
• Related Articles
   

Overview

This guide shows Organization Owners and Client Admins (for partner-managed organizations) how to archive individual and organization profiles  in the Participant Network in Next. 
 

What is Profile Archiving? 

Deleting (archiving) a profile in your Participant Network removes it from your active listing when it is no longer needed, such as a duplicate or an outdated entry. 

Archiving is a "soft delete," meaning the profile is not permanently removed. Its history is preserved and can still be viewed in the archive. 

A profile can only be deleted (archived) if it has no applications or awards. 

• Who can archive profiles in the Participant Network?
  • Organization Owners
  • Client Admins (for Partner-managed organizations)

Step-By-Step Instructions 

Access the Participant Network

1. Log in to Next as the Organization Owner or Client Admin (Partner organizations). 
    
2. In the top menu, click Participant Network.
   
   .

How to Archive a Profile

⚠️ IMPORTANT: A profile can only be archived if it has no applications or awards associated with it. At this time, archived profiles cannot be restored.

You can archive a profile from two places in Next:

• Participant Network page 
• Profile tab inside of an individual or organization profile

From the Participant Network Page

1. Locate the profile you want to archive.
    
2. Click the trash icon next to the profile.
   
   📌Note: If the profile has applications/awards, the trash icon is visible but disabled. Hover over it to see the following message: "This profile cannot be deleted as it has active applications or awards in the system." 
   
   
    
3. In the confirmation pop-up, click Delete. 
   
   
   
   A confirmation message appears: “Profile deleted successfully.” The profile is removed from the main listing and moved to the archive.
    

From the Profile Page

1. Click the hyperlinked name for the profile you want to archive.
   
   
    
2. Click Delete in the upper-right corner of the screen.
   
   📌Note: If the profile has applications/awards, the Delete button will not appear. 
   
   
    
3. In the confirmation window, click Delete. 
   
   

A confirmation message appears: “Profile deleted successfully.” The profile is removed from the main listing and moved to the archive.
 

View Archived Profiles 

1. Open the Show dropdown and select Archived. 
   
   
    
2. The archive displays all archived profiles. Use the Created On column to see when each profile was archived. 
   
   

What Happens After a Profile Is Archived?

• The profile is removed from the active Participant Network listing, but not permanently deleted — its history is preserved for audit and compliance purposes.
   
• The user's account in Next is not affected — they can still log in and will be prompted to create a new profile when they apply to other programs.

📌 Note: Archiving a profile does not remove the user's login access. To remove a user's access to Next entirely, you'll also need to archive their account on the User Management page. See ➡️Manage Organization Users.
 

Related Articles

➡️ Manage Organization Users.
➡️ How to Import Applicant Profiles
➡️ Managing Organization Applicant Team Members







 

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