If your organization’s database does not already have a user-defined field created for tracking “Mailing Status,” you may refer to the following resource in order create one: How to track Mailing Status for your Constituents.

Since we recommend adding “Inactive” as an available field value selection, follow the steps below to add this additional option to the Mailing Status UDF:
  1. Click Management;
  2. Under Database Configuration, click User Defined Fields;
  3. Use the Find field provided on the left side of the screen to locate the Mailing Status UDF if you are not sure which User Defined Field Category this particular UDF is stored under;
  4. Once you locate it, click on the name of the field (“Mailing Status”)
  5. Click Step 6, Values
  6. Type Inactive in the Name field
  7. Click Add Value
  8. Click Save and Finish.
When entering a new constituent account or modifying an existing one, follow the steps below to mark an account as being “Inactive”:
  1. Click Accounts
  2. Click Find an Account
  3. Search by the name of the Constituent
  4. Click on the person’s name
  5. Click on the “Defined Fields” tab within the constituent account
  6. Select the Category of UDFs that your Mailing Status field is stored under
  7. Click “Mailing Status”
  8. Mark the checkbox for “Inactive”
  9. Click Save And (Go to Home).
For more on how to use this field when you are ready to exclude these inactive accounts from a particular query or report, please see the following resource: How do I create a mailing list that does not include do not mail, bad address, etc. accounts?.