Data Merge

Introduction

One of the powerful tools built into the Deduper has the function of detaching emails from constituent records so the records are concise and cleaner. Sometimes, constituents have multiple emails or a different primary email, and it may be difficult to decipher which email is better to utilize in the constituent record. Going through the following logical process will help you determine the best email to choose.

Process of Detaching Emails

The Deduper Detaching Process from Data Imports is very useful as it help automate the overall process of detaching emails. Using the Download option after finding duplicates, check the box that says “Automatically mark as Detach.” Upload the data but make sure to review the file in Excel first to see if you are satisfy with the emails that about to be detached.

Step 1: Grab System Record ID and Primary Email Address.

• We start by reading the first row from the spreadsheet to get the System Record ID of the constituent.
• Create a query in Altru with the System Record ID to get all the email addresses found on the record:
  • If there are no email addresses found no need to remove anything. The process ends.
  • If at least one email address is found the  process continue.
• We get the primary email address attached to the record and compare it to the one in the spreadsheet
  • Convert both emails to lowercase and compare.
  • If the emails are not the same the process ends and no email is detach.
  • If they are the same the process continues 

Step 2: Detaching emails with attached Sales Orders

• If found no sales orders:
  • We check if we have multiple email addresses
    • If found more than one email address:
      • We look for a non primary email address and set it as the primary email address then the process continue.
    • If found only one email address, the process continue.
  • The email is detach from constituents record and the process ends.

• If there are sales orders:
  • We get all the delivery email addresses
    • Compare each delivery email address with the primary email address
    • If the email address is the same as the primary email address its saved
      • We also store the Lookup of the sales order to restore data if needed
    • If the email address is not the same as the primary email address its ignored
  • We get all the sales orders who match the primary email address
    • If there’s no sales orders found
      • We check if constituent has multiple email address
        • If more than one email address
          • We set a non primary email as the primary email
          • We remove the attached email address and process ends
        • If there’s one email address found
          • We remove the attached email address and process ends.
    • If there are sales orders:
      • We remove the delivery email address from each sales order
        • We store the lookup ID for each order as a backup
      • Again, we check if constituent has more than one email address
        • If more than one email address
          • We set a non primary email as the primary email
          • We remove the attached email address and the process will ends.
        • If found just one email address:
          • We remove the attached email address and process ends

Summary

By seeing the logic behind what the Deduper does in detaching email addresses, you can see how the process helps clean constituent records and help run your Altru database more organized and efficient. If you have any more questions about the Deduper and how it works, please contact us!

How can I automatically detach an email address from a record with sales orders attached?

To remove an email address from a constituent record you can use the Deduper tool to safely detach the email address from the constituent and the sales orders. WARNING: This process will remove the email address from the constituent and any sales orders associated with the email. Please make sure you have appropriate backups.

We have attached the same email address to all household members, what should we do moving forward?

We need every constituent on file to have just one primary email address and not allow records to share email addresses. You will need to remove the step of “Attaching” the same email address across all household members from your regular process.

A husband and wife share the same email address, how should we handle this case?

View Walkthrough

You need to remove the email address from the husband or wife to only have one email address on record. The second option is to remove the email address from both constituent records and add it to the household.

When you detach an email address from a constituent, does this also remove the membership?

No, if you detach an email address from a constituent the membership will remain attached to the constituent. The constituent record will be left without an email address without modifying the membership.

I’m missing email addresses for constituents, how can I source new email addresses for my constituents?

You have two options for getting email addresses. You can explicitly ask for them using an email with the Email Designer and then have those emails entered manually into Altru. You can also implicitly get email addresses using data enrichment services. Blackbaud offers such a service, but there are also other vendors in the marketplace offering such services to source email addresses. WARNING: Implicitly sourcing email addresses do not give you the right to email them unless permission is granted from the constituent.

How to prevent duplicates in the future?

When manually inputting a new record make sure you search for a constituent in three different ways. For example, First Name and Last Name, Email Address, and Phone Number. Create a standard operating procedure when creating new records to always require First Name, Last Name, Email, and Phone. Keep your data up to date with Deceased Record Finder, Address Finder, and Email Finder.