How to Delete or Archive a Prospect or Insured (and When You Should or Shouldn’t)

How to Delete or Archive a Prospect or Insured (and When You Should or Shouldn’t)
In Momentum AMS, there are times when you’ll want to clean up your data — such as test entries, duplicates, or former clients no longer in service. However, it's important to know when to delete, when to archive (make inactive), and when to retain a record.

This guide explains the difference between these actions, when each is appropriate, and what happens behind the scenes if something is deleted.

Understanding Your Options

Action	Effect
Delete	Hides the record from system views. Useful for errors, tests, or bad imports.
Make Inactive	Archives the record without removing it. Keeps all history, disables workflows.
Keep Active	Use for any insured or prospect you are quoting, servicing, or renewing.

✅ When It’s OK to Delete a Record

You can delete a Prospect or Insured if:

It was created by mistake or as a test
It contains no quotes, tasks, documents, or notes
It’s a duplicate that’s already been merged or will be merged
You’re sure it’s not connected to any automation, commission, or reporting process

⚠️ Note: Deleting does not permanently erase the record. The system hides it behind the scenes, and it can be restored by Momentum Support.

❌ When You Should Not Delete a Record

Avoid deleting a Prospect or Insured if:

A quote or policy exists in the record
There are notes, emails, tasks, or service requests
It’s part of your sales or marketing pipeline
There’s any commission, accounting, or CRM tracking involved
You’re unsure whether the record is used in reporting

Instead, mark it Inactive.

How to Delete a Prospect or Insured (Administrator Only)

Search for the record and open the profile
Click the Actions button in the upper-right corner
Select “Delete” (the label may show as “Delete Prospect” or “Delete Insured”)
Confirm deletion

If you delete a record by mistake, contact Momentum Support at 801-999-0550 to request a restoration.

How to Archive (Make Inactive)

This is the recommended action for former clients, expired leads, or duplicates with some history.

Open the Prospect or Insured’s profile
Click the upper-left "Green" dot
Select "Confirm" to make inactive

The record is now removed from pipelines, marketing, and renewal reports — but all history, quotes, and policies remain visible inside the record.

You can reactivate it at any time by clicking upper-left “Gray” dot and select "Confirm".

Best Practices

Use "Make Inactive" instead of delete unless the record is a confirmed test or error
Apply a “Test” or “Needs Cleanup” tag to review records in bulk
Only delete after confirming there are no linked policies, quotes, tasks, or notes
Do not delete any record that may affect reporting, commissions, or CRM automations
Always search thoroughly before creating a new record to avoid duplicates