Identity Checkpoint - Merge Data Grid

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Please contact your iModules representative for more information on activating Identity Checkpoint on your site.

The Merge Data grid is found on the Data Management dropdown > Merge Data.

Identity Checkpoint gives you the power to:

  • Keep Encompass database records up-to-date and accurate
  • Prevent duplicate records in the database moving forward
  • Get a more precise and holistic view of member activity
  • Give constituents an even better experience

When enabled on a public-facing form (audience is set to “Everyone”), Identity Checkpoint attempts to match the e-mail address entered on the form with an existing e-mail address associated with a constituent record that already exists in the Encompass database. This includes Donation Campaigns, Events and Membership Forms.
If the e-mail address matches an existing constituent record in the Encompass database, a series of confirmation fields will be displayed. If a match is found and confirmed, the non-member record that was created by using the form can later be “merged” into the existing record by a site administrator.

NOTE: If the non-member record created during the user interaction is not marked as "complete", the non-member record and the transaction associated with the public form is deleted from the system during an after-hours, offline process.
TABLE OF CONTENTS

 

 


Enable Identity Checkpoint on a Form

Identity Checkpoint can be enabled on any form, event or campaign in the system by checking a box indicating to Enable Identity Checkpoint for this form.
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  • In order for Identity Checkpoint to return e-mail matches, the default e-mail address field added to the form must not be removed.
  • The default/preferred Email Address field must be on Step 1 of the form, for Identity Checkpoint to work on a form.
  • Identity Checkpoint can be enabled for an existing event, campaign or form, and can be turned off after being enabled for an individual event, campaign or form.

User Confirmation Screen
If the user-provided email address matches an existing constituent record, the constituent is displayed a series of confirmation fields in a pop-up window.   The constituent will see this pop-up window each time they go through the form.

These fields are selected from the constituent profile and are designed to be a second community identity confirmation step. The default field is Class Year, in addition to First Name and Last Name. Up to three fields can be used for this verification (in addition to First Name, Last Name). Sealed sub-communities will have unique profile confirmation fields.  Contact your Account Manager/Project Manager if you would like to change these fields.

Matching an Existing Record
If Identity Checkpoint matches an email address provided on a public form, it looks to match it against a Constituent Record.   A "constituent" record is an account that has a constituent ID and is not marked as a "non-member". Identity Checkpoint will always choose this record as a match. This record would be shown to the member in the confirmation grid where they will select the correct record and click This is my profile and they will be taken back to the form to finish completing it.  If the email entered on an Identity Checkpoint-enabled form matches an existing constituent record, the non-member account created during the process of interacting with the form is "linked" to the matching constituent record. The profile fields that are configured for review are displayed in the merge data admin grid. Any credit card transaction associated with the form is immediately processed.

If the user chooses My profile is not in this list, they will be taken back to the form to finish completing it.


 

Merge Data Admin Grid



When Identity Checkpoint matches an email address to an existing constituent record, the profile fields configured for review are placed in the administrative Merge Data grid. Merge Data is accessed in order to merge, export, or ignore the data collected with the temporary non-member accounts that were created when a “Yes” record was selected on the confirmation grid.

  • Only Super Admins and Member Admins can access this area.
  • The data collected in the configured profile fields is displayed side-by-side with the existing data profile data values to allow you to compare the existing data to the data collected on the form.
  • Click the pencil icon  to edit the data before merging.
  • When merging the temporary non-member account into the selected constituent record, all of the data will be merged. This includes the grid fields as well as all of the data fields on the Form, Event, or Campaign.
  • The data in the merge grid will be populated immediately for commerce forms, events, donations and memberships and for events with RSVP registrations.  For non-commerce forms, the data in the merge grid will be populated in overnight processing.
NOTE: Any items checked on any page of the Merge Grid will be merged, exported or ignored by this process. All other records will remain in the grid until a Merge, Export, or Ignore action is performed on them.


The default profile fields for the Merge Data grid are:

  • Constituent ID
  • First Name
  • Last Name
  • Address Fields
  • Address1
  • Address2
  • City
  • State
  • Zip
  • Country

The site administrator can contact their Account Manager/Project Manager or Application Support if they require different fields in the Merge Data grid. The fields added to this grid should be the core profile fields that drive other business processes and are typically placed on Forms, Events, and Campaigns.

The profile fields selected at the top-level apply to sub-communities. Selecting profile fields for review in the administrative merge grid is only available in the top-level community .


Merge Data

An admin can choose individual records to include/not include in the merge process by checking or un-checking the box beside each constituent.
  • The admin can edit the user provided data prior to merging into the constituent record by clicking on the pencil icon. Click to save your changes.
  • Click Merge Data to merge the record(s) you have selected.
  • Click Yes to confirm.
  • When merging one (1) temporary non-member account into the selected constituent record, all of the data will be merged immediately.  This includes the grid fields as well as all of the data fields on the Form, Event, or Campaign. The temporary non-member account will also be deleted immediately.

  • The non-member record will NOT merge immediately through the grid, and will be merged in an overnight process:
    • If  more than one (1) record is selected to be merged, the records will not merge real time.
    • If the non-member is still logged into Encompass.
    • If there is more than one non-member record mapped to a member record. 
    • If a non-member record was selected to merge with a member record, but it was not a commerce based form. (However, Events with RSVP only registrations will be merged immediately if only one record is selected.)
      NOTE:  The temporary non-member account will be deleted once the data is merged in overnight processing.
  • When merging the temporary non-member account into the selected constituent record, all of the data will be merged. This includes the grid fields as well as all of the data fields on the Form, Event, or Campaign.
  • Any null profile field values are not merged into the constituent profile and will not overwrite any data currently in that field.
  • When the non-member account is merged into the constituent record, the transaction associated with the non-member account is also merged with the constituent record. Examples of this are e-commerce enabled event registrations and online donations. These transactions become part of the constituent record and are displayed in the constituent's profile.
  • If other profile fields are on an Identity Checkpoint-enabled form, (and not configured to be reviewed in the administrative merge grid), they will also be merged into the matching constituent record.
  • Multiple Non-member Matches
    • If the same person completes a form multiple times as a non-member before an admin does the Identity Checkpoint merge on the original submission, all the submissions will show in the Identity Checkpoint Merge grid so admins have more power to handle the merge rather than iModules programmatically handling it and picking a solution that will not work for all clients.
    • Highlighted rows will alert you that there are multiple pending merges for a constituent in case you're doing them one-by-one or several at a time online. (We're alerting you to multiple existing mappings to the same record so you can go in and merge them oldest to newest so newer data survives if appropriate.)  Mass merges will go from oldest to newest by default, so those merges will happen in the order they were created.
    • By default, the records are listed in the grid from oldest to newest.  The duplicate records might not be listed together, so it is a good idea to sort the records by Last Name or another field to see all the duplicates.
    • NOTE:  If two or more records matched by Identity Checkpoint have been registered for the same event, then the option to merge them via the grid will be disabled.  If a Super Admin expands that row in the grid, they will see an "Adjust in Event" button next to each.  Once a record has been adjusted off of the event, they can be merged.

Export Data

An administrator can also choose to export the data collected in the configured profile fields. Exporting the profile fields merges all non-configured profile fields and the transaction associated with the non-member record into the matching constituent record. The configured profile fields are exported to a CSV file. You can then import those fields to an offline database.
  • Choose individual records to include/not include in the export by checking or un-checking the box beside each constituent.
  • The admin can edit the user provided data prior to merging into the constituent record by clicking the pencil  icon. Click to save your changes.
  • Click Export Data to export the records you have selected.
  • Click Yes to confirm.
  • When the data is exported for selected temporary non-member accounts, only the fields in the Merge Data grid will be in the export file.
  • All other data fields in the temporary non-member account from the Form, Event, or Campaign will be merged into the constituent record.
  • The temporary non-member account will be deleted once you export in overnight processing.

Ignore

Ignores the selected record(s) and un-pairs it from the constituent record. The non-member account is removed from the merge grid, but the non-member account is NOT deleted.
  • Choose individual records to include/not include in the export by checking or un-checking the box beside each constituent.
  • The admin can edit the user provided data prior to merging into the constituent record by clicking the pencil  icon. Click to save your changes.
  • Click Ignore to ignore the records you have selected and remove them from the grid.
  • Click Yes to confirm.
NOTE: Any items checked on any page of the Merge Grid will be merged, exported or ignored by this process. All other records will remain in the grid until a Merge, Export, or Ignore action is performed on them.

Import Non-Member Merge File

Identity Checkpoint - Optional Setting

Clients who pull data on a set frequency were experiencing issues with the last_updated field on Identity Checkpoint.  Identity Checkpoint sets the last updated date on fields that were merged to be the original date the non-member record was changed. So if an Identity Checkpoint merge is done today on a record that was created last week, it looks like any changed fields happened last week.  Then if you tried to pull the updated data for today, this record would not be brought back, and it won't be able to be synced with the offline database. 

Identity Checkpoint has been enhanced to add a new setting to support the last_updated field to be set to the date the non-member record was merged into the member record.  Please contact Application Support to have this setting turned on for your site.

By default the last_updated field will continue to set the last updated date on fields that were merged to be the original date the non-member was changed, which is the current behavior.

Advancement Connector Data Integration

For clients utilizing the Connector Scheduler, it is recommended that this flag be turned on to ensure that all biographical data updates are available on the PULL.

 

Identity Checkpoint v. Pre-population

This webinar outlines the benefits and implications of using Identity Checkpoint versus using the Pre-population feature:  Identity Checkpoint v. Pre-population.


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