Archive All Inactive Contacts at Once in Odoo

Over time, every Odoo environment accumulates inactive contacts, such as customers who haven’t ordered in years, vendors you no longer work with, leads that never converted, and duplicate or placeholder contacts created during daily operations. These outdated records clutter your system, slow down searches, and reduce data quality.

To help businesses keep their databases clean and efficient, Steersman has developed a new feature that automatically identifies inactive contacts.

Why This Matters

• Improve Sales and CRM Productivity
  • Customer-facing staff should not have to sift through old, unused contacts when creating quotes, looking up customers, or reviewing communication history.

• Faster Searches & Cleaner Lists
  • By archiving inactive records, your contact dropdowns, search results, and customer lists remain focused on real, current customers and vendors.

• Reduce Reporting Noise
  • Reports such as customer aging, contact lists, and lead statistics become more accurate and easier to interpret.

How It Works

The feature generates a report (In Contacts > Reporting > partner history) that shows a list view of when each contact record was last used across multiple areas of Odoo, including:

• Sales Orders (SO) – even draft orders

• Purchase Orders (PO)

• Invoices and Bills

• Vendor Price Lines

• Inventory Pickings

• CRM Opportunities/Leads

From this Table, you have a list of filter options you can apply to weed out the contacts that meet the specific criteria you deem as “inactive.”

You can then select all of the contacts on the filtered list and archive them all at once by pressing the “Archive button” at the top.

Use Case

For Example, let’s say you want to archive all the contacts you have not purchased from or sold to in the past 3 years.

• You would select the following filters
  • No purchase history 3+ years
  • No sale history 3+ years

• You will be presented with a list of all contacts that have not purchased from or sold to in 3 years.

• Select all contacts and click the Archive button at the top of the screen