How to put them in/take them out
So how do you actually go about putting prospects in the recycle bin? As you might have guessed, this can be done manually. Either navigate to an individual’s prospect record, or create a list of multiple prospects and hit the Delete button by using Table Actions.
Bare in mind that you will need to hold either the Pardot Administrator, Marketing, or Sales Manager role to be able to do this.
As we touched on before, there may come a time when you want to retrieve the prospects from the depths of the recycle bin. There is actually a few ways this can happen…
How to retrieve Pardot prospects from the recycle bin
Much the same as deleting them in the first place, simply select the Undelete button on the prospect record in order to retrieve them. In addition, you can also select ‘Undelete matching prospects found in the recycle bin during this import’ during the import process to undelete a prospect with a matching CRM ID or email address.
Furthermore, a prospect will be undeleted if your Pardot account hasn’t turned on AMPSEA (allow multiple prospects with the same email address) and you manually add a prospect with that same email address.
A deleted Pardot prospect will also be restored when they go into a Pardot email that you have previously sent them and they click a link.
If a deleted prospect submits a form with the same email address as currently held on their record, they will also be undeleted from the recycle bin.
**Remember** – It’s all well and good if an opted-out prospect who is in the recycle bin wants to fill out a form, but ideally we want to get them back on-side and subscribing to our email communications.
Pardot will try and help here by sending an automated resubscribe email if it notices this kind of activity from an opted-out prospect. However, in order to set this up, HML (Handlebars Merge Language) must be enabled within your Pardot account. Our very own Jake Bond has been busy writing a blog on this, which can be found here.
There are certain Salesforce activities that trigger a sync with Pardot – these will also restore the prospect from the recycle bin.
Deleting prospects permanently
It’s now also possible to permanently remove prospects from your Pardot account. GDPR regulations give a prospect the right to ask for their information removed from your database. In this case, you must oblige.
In order to permanently remove a prospect from your database and your recycle bin, simply navigate to the bin, select the prospect’s respective checkbox, and hit the Permanently Delete from within the dropdown underneath the prospect table.
A video showing the steps
Considerations for deleting prospects
Once they’re gone, they’re gone!
It may sound obvious, but when you permanently delete a prospect (from the recycling bin too), they are gone forever and you cannot retrieve their record. This goes for all of their activity history too, such as clicks and form fill outs.
What may not be as obvious is how a prospect deletion will affect your wider reporting within Pardot.
When you place a prospect into the recycling bin, their previous activity will still remain. So the unique form submission that they were responsible for would still be on a form report for example.
In contrast, by permanently deleting a prospect from the recycling bin and therefore that prospect’s activity history, you are essentially deleting that activity from your asset metrics too. For example, any form that prospect filled out will have one less submission.
Prospects are not tracked in the recycle bin
This has not always been the case, but since the change in GDPR regulations prospects that are situated in the recycling bin will not be tracked. This means that any activity that the prospect carries out will not be recorded by the system, be that a link click or a form submission for example.
All of this said, have an agreed plan on how you will treat your Pardot prospects; when they should be added to the recycle bin or deleted altogether. For training or support with Pardot management, you can contact our team at any time.