System Status Fields for Constituent Records

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Below are the system status fields that may appear on your community's profile form.  Some communities may have all of these status fields and some may only have selected ones.

TABLE OF CONTENTS

Non-member (is_non-member)

This is the flag that gets set when a record is created

  • when a non-logged in user fills out a form or
  • from an email recipient list (email address upload and custom list only)

 By default many things on the site are denied to non-members, such as the profile page, directory search and other community elements that tie to the profile.  

Lost Constituent (is_lost)

This is usually a computed field tied to a field from a client's offline database that indicates address and contact information are missing for that member.  Text or a question mark ? icon will display in the directory search results for those records to encourage other members to contact an admin if they have information about the “lost” member.

Deceased Constituent (is_deceased)

Usually a computed field that ties to a field from a client's offline database.  Emails are not sent to records marked as is_deceased.  These records are still displayed in search results with text or a yellow ribbon icon.  Also, a token can be added to the profile header pattern that will display on the profile page; it can be either text or an image indicating the member is deceased. 

Disabled Record (is_disabled)

Setting a record to disabled prevents the constituent from logging in or using/appearing in any front-end features or views.  Admins will still be able to look up disabled records and see the constituent's data and history.

Basically, disabling a record is like deleting a record without actually deleting it.  Records with this flag don’t get sent Email Marketing emails and the user can't log in.  They are not returned in search results for regular users and will not be returned in first time login results.  

Deleted Record (Is_deleted)

Admins can Edit or Delete a Member on the profile form.  Records with this flag don’t get sent Email Marketing emails and the user can't log in.  They are not returned in search results for regular users and will not be returned in first time login results.  Records that are deleted no longer appear on the site for any user in the directory or admin searches.

NOTE:  Emails sent to deleted members which contain a pre-populated link, for example to edit their credit card or event information, will not allow the member to auto-authenticate into your website. These members will be asked to log in to complete the task.

Hidden from the Directory (is_directory hidden)

The Is Directory Hidden field allows administrators to designate people who should not be returned in the Directory Search. The "Is Directory Hidden" checkbox allows site administrators to disable individual constituents from appearing in the Directory Search, without disabling any other constituent features or capabilities. This field is not as restrictive as marking them as "Is Hidden" (see below) or as a Privacy Protected Records and Hidden Records.

NOTE:  The Is Directory Hidden field can be found in the list of existing fields for use when you are creating a profile form. This field should be placed on the Admin Only tab of the profile.

Hidden Records (is_hidden)

The Is Hidden field allows administrators to designate people whose records should be hidden. A record designated as "Is Hidden" hides the constituent from directory search plus all their activities in the community are hidden. This option provides the most complete way to hide a constituent's information. For example, it can be used as a way to prevent famous constituents from displaying on your site.

The Is Hidden option completely removes the user from appearing on the site. The user is not shown to regular members in the directory display, search results or profile page display - only Super admins can find those records in a search. The hidden member can interact with any of the member-facing systems, i.e. message boards, class notes, etc., but only Super Admins will be able to see it.

NOTE:  The Is Hidden field can be found in the list of existing fields for use when you are creating a profile form. This field should be placed on the Admin Only tab of the profile.

Privacy Protected Records and Hidden Records (is_PPR)

Checking the PPR box on a Profile form will designate a constituent's record as being protected, and only Super Admins and PPR admins will have access to the constituent's data.  Limiting access to certain records is useful for famous constituents and student data. 

When a record is tagged as PPR, the following conditions apply for both constituents and admins (except Super admins and PPR admins):

  • It is NOT included by default in data viewer queries to build an email marketing constituent list.
  • It is NOT displayed in an admin search of the directory.
  • it is NOT displayed in constituent directory search.
  • It is NOT included in queries to create Groups
  • It is NOT included in queries to populate sub-communities

NOTE:  The setting is cloned as part of the profile to all sealed sub-communities. If PPR is set on a member record on the top-level, the behavior associated with PPR is applicable in the sealed sub-community.

 

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