Editing, Archiving, Restoring and Deleting Recipients

Here we will look at editing a Recipient's information and what it means to archive, restore and delete them too.

You can read the whole article or skip to the step you need below.

Individual Recipients

• Editing
• Archiving
• Restoring
• Deleting

Multiple Recipients

• Editing Tags
• Archiving
• Restoring

This can be done either individually, for more granular changes of all recipient data, or you can change the tags of multiple recipients selected at once, we'll cover both methods below.

Working with individual recipients

Editing individual Recipients

From within the recipient editor, we can manage all of the Recipients attributes on a granular level.

1. From the main dashboard, hit Address Book > Recipients.
2. Click the drop-down menu to the left of the recipient and hit Edit Recipient.

From here you can edit all required recipient information, just make sure to hit SAVE when you're done!

Archiving individual Recipients

If we no longer wish to use a Recipient within the platform, they can be Archived. This will exclude them from any phishing campaigns or training courses and also remove their stats from charts and reports.

(Don't worry though, archived recipients can be restored, along with all their historical data. If you want a Recipient gone for good, you have to delete them.)

1. From the main dashboard, hit Address Book > Recipients.
2. Click the drop-down menu to the left of the recipient and hit Archive Recipient.

3. Double-check that you have selected the correct Recipient and click ARCHIVE to confirm.

Restoring individual Recipients

If you happen to archive a Recipient accidentally, or perhaps they were simply archived while on annual leave and now require restoring in order to continue receiving their routine phishing tests and training courses, we've got you covered!

1. From the main dashboard, hit Address Book > Recipients.
2. Click the checkbox that says Show archived Recipients only.
3. Click the drop-down menu to the left of the recipient and hit Restore Recipient.

4. Double-check that you have selected the correct Recipient and click RESTORE to confirm.

Deleting individual Recipients

If you have decided it's time for a recipient to be permanently removed from your account they can be deleted. This will permanently wipe all historical data. Yes, we do mean permanently, please don't ask support to restore a recipient that has been deleted, they cannot help you!

1. From the main dashboard, hit Address Book > Recipients.
2. Click the checkbox that says Show archived Recipients only.
3. Click the drop-down menu to the left of the recipient and hit Delete Recipient.
   • Pro tip: If the recipient is managed by an Active Integration, first click Edit Recipient and hit save (without making any changes). This will remove the Active Integration connection to this recipient until the next synchronisation, allowing you time to delete them.

4. Double-check that you have selected the correct Recipient and click DELETE to confirm.

PLEASE NOTE: As noted earlier, deleting a recipient is PERMANENT, the support team will not be able to retreive any data for deleted recipients so think carefully before doing so.

Working with multiple Recipients

Editing multiple Recipient Tags

Editing the tags of multiple recipients is very simple, this is how it's done:

1. From the main dashboard, hit Address Book > Recipients.
2. Select as many recipients as necessary by clicking the empty space on each recipient line.
   • You will see the recipient line changes to a grey colour, and the new buttons appear at the top of the page.
3. Click either ADD TAGS or REMOVE TAGS depending on what you need to do. 
   
   
   • If you select ADD TAGS, you will see the green dialog box from which you can select the Tags you wish to add.  Click SAVE to update the selected recipients.
   • If you select DELETE TAGS, you will see the red dialog box from which you can select the Tags you wish to remove. Click SAVE to update the selected recipients.
   • You can apply to all recipients within your filtered selection, you can filter by:
     • All (no filter)
     • By Tag - (Click the tag at the top of the screen to see all recipients with that tag.)
     • By Text - (Search for recipients using the search box at the top-right of the recipients table.)
     • By Tag AND Text - (Combine both of the above!)
       
       Note: Even though the existing Tags are not shown in either the green ADD or red REMOVE dialog boxes when they appear, any existing Tags will not be removed from your selected recipients unless specifically selected.  Also, if you add an existing Tag again to the selected recipients, it will not be duplicated.
       

You will now see the new tags have been added, or removed depending on your choice, to the selected recipients.

Archiving multiple Recipients

1. From the main dashboard, hit Address Book > Recipients.
2. Select as many recipients as necessary by clicking the empty space on each recipient line.
   • You will see the recipient line changes to a grey colour, and the new buttons appear at the top of the page.
3. Click ARCHIVE RECIPIENTS.

4. You'll see this confirmation screen, where you can choose to archive ALL recipients or just those selected. Hit ARCHIVE to confirm.
   
   • NOTE: As noted in the message above, you cannot bulk archive recipients managed by an Active Integration (E.g., Microsoft Azure Active Integration). These should be archived by removing them from the associated user directory (E.g., Microsoft 365) or using Exclusion Rules.

Restoring multiple Recipients

1. From the main dashboard, hit Address Book > Recipients.
2. Click the checkbox that says Show archived Recipients only.
3. Select as many recipients as necessary by clicking the empty space on each recipient line.
   • You will see the recipient line changes to a grey colour, and the new buttons appear at the top of the page.
4. Click the drop-down menu to the left of the recipient and hit RESTORE RECIPIENTS.

5. You'll see this confirmation screen, where you can choose to restore ALL recipients or just those selected. Hit RESTORE to confirm.
   
   • NOTE: As noted in the message above, you cannot bulk restore recipients managed by an Active Integration (E.g., Microsoft Azure Active Integration). These should be restored by adding them to the associated user directory (E.g., Microsoft 365) or using Inclusion Rules.

PRO TIPS:

• To deselect a single recipient, simply click them again.
• You can select recipients across multiple pages.
• You cannot bulk delete recipients. This is purely a safety feature as deleted recipients cannot be recovered.
• Once you're done, hit Clear Selection. This is particularly useful if you have selected several recipients while filtering by tag, and have removed a tag. In that case the recipients will be gone from the view but remain selected!