Advanced Data Examiner Review Process for Correspondence

The following information is covered in this topic:

• Introduction
• The Data Review Page for Correspondence
• The Correspondence Sent By Field
• Manually Process Correspondence Pending Data
• Automatically Process Correspondence Pending Data

Introduction

The Advanced Data Examiner (ADE) is used to insert and update Correspondence rows. It can process both constituent and non-constituent Correspondence rows. Pending Correspondence data can be loaded into the ADE through the ADE Import Tool. Pending data is loaded as either new data to insert into Millennium or as updates to existing Correspondence data rows. A pending data row can be loaded as an update only if the Match to an Existing Correspondence row (by Correspondence Name) option was selected at the time that the data was imported into the pending table, and a matching existing data row was found. Review the Advanced Data Examiner Import Tool topic for more information about the "Match to Existing . . ." option.

Note: The ADE will update existing stand-alone (unlinked) Correspondence rows and existing Correspondence rows that are linked to Gift and Dues transactions, Events, and Event Activities. However, only stand-alone (unlinked) Correspondence rows can be inserted into Millennium by the ADE.

If you are not familiar with creating and updating Correspondence rows by using standard Millennium data maintenance procedures, then please refer to the Correspondence and the Correspondence Data Maintenance topics.

The Data Review Page for Correspondence

When pending Correspondence data is reviewed, a Data Review page will display for each pending row. Each Correspondence Data Review page includes a Constituent Header, Page Header, action buttons, and the Grid Chart.

Constituent Header

The same header that displays when viewing a constituent's data in the Profiles World will display here. This constituent owns the pending data row.

Page Header

The Header that displays below the Constituent Header will note if the pending row is loaded as an Insert, or as an Update to an existing Correspondence row. The header will also display the pending data Source that you chose to load.

Action Buttons

The following Action buttons display above and below the Grid Chart.

Accept	The Accept button is used to tell to the system that you agree to insert a new data row into Millennium. When you click Accept, you are accepting into the database what is 'proposed' by the pending data and you are accepting any changes that you make to this pending data during the review process.
Skip	The Skip button is used to tell the system to bypass the displayed set of pending data, but keep it in the pending tables so that it can be reviewed at a later time. When you click Skip, the data that you are reviewing now is returned to the pending table. The current data in both the pending table and Millennium data table remains unchanged. Changes that you may have made to the data as shown in the data review display before Skip is clicked will not be saved. The system will automatically display the next pending data row.
Delete	The Delete button is used to remove the displayed pending data from the pending table.
Cancel	The Cancel button is used to cancel the data review process and return to the Data Summary page. The current data in both the pending table and Millennium data table will not change. Changes that you may have made to the data as shown in the data review display before Cancel is clicked will not be saved.

Grid Chart

If the displayed pending data row is loaded into the ADE as a row to be inserted into the database, the Grid Chart will display two columns. If the pending data row is loaded into the ADE as an update to an existing data row, the Grid Chart will display three columns instead.

Field Name

The first column lists the aliases (pulled from the field_alias field in the fieldlst system table) for each field in the data table. System-generated fields will not be listed (for example, corrkey). If the pending row is loaded into the ADE as an update and the pending data for a field differs from the data as it now exists in the database, then the field name will be shown in your highlight color. This will allow you to scan the list of field names and focus on the data that needs to be reviewed.

Current Data/Pending Data to Insert

The label for the second column will vary depending on how the data row is loaded into the ADE.

It will be labeled Current Data if the pending row is loaded as an update to an existing Millennium data row. The column will display, for each data field, the data as it currently exists in Millennium. If the pending data row has information in that field, and the pending row data differs from the Millennium data, then the current data will be displayed in your highlight color.

It will be labeled Pending Data to Insert if the pending row is loaded into the ADE as an insert. The column will show all of the information that will be inserted into each field. Some of the information that is shown may have been created the ADE Import Tool and some of the information may be data from the Default Insert/Update form that is defined for this pending table.

Pending Data

The Pending Data column will be shown only if the pending table row is loaded into the ADE as an update to an existing data row. It shows the information that is present in the pending table row for each data field. If information already exists for a data field in the existing data row, and if there is no information for that data field in the pending table row, the existing information will also display in this third column. If the information in the pending row is blank (for string or date fields) or 0 (for money or number fields), then a blank or a 0 will display in this third column. Information will be shown in text boxes, check boxes, or drop-list boxes. You are free to edit any of this information before you accept it into the actual data table.

The Correspondence Sent By Field

If the pending data row is loaded as a non-constituent Correspondence row, then the Sent By field will display the Change To Constituent check box. If the separate Sender name fields (Sender Title, First Name, Last Name, Middle Name, and/or Sender Suffix) contain information, then it will be displayed, in name search format, in the field below this check box. When processing the pending data row, you can change the non-constituent Correspondence row to a constituent correspondence row, and either accept the Sender information or enter the ID number, or name, to assign a different sender to the Correspondence row.

Manually Process Correspondence Pending Data

The ADE can create or update both constituent and non-constituent Correspondence rows. And, if a pending row is loaded as a non-constituent Correspondence row, the user has the opportunity to change it to a constituent Correspondence row.

Use the following steps to manually process correspondence pending data:

1. Access the Data Summary page by using Millennium Explorer, Tools > Data Examiner > Examiner.
2. If you want to load all pending data rows for processing, verify that the Import Source is set to All Source Values. If you want to load only the pending data rows from a particular source, then click the desired source name in the Import Source list.
3. Locate the Correspondence row.
4. Click the Manually Update hyperlink. The Correspondence Data Review page for the first pending row will display.

5. Make changes, as you choose, to the data as shown in the Pending Data/Pending Data to Insert column.

   If you want to change a non-constituent Correspondence pending row to a constituent Correspondence row, select the Sent By row's Change to a Constituent check box before you click Accept. Then, either accept the Sent By constituent's name as it already displays, or you can change it by entering a different constituent's ID number, or name in standard name search format.

6. Click Accept.
1. If the pending data is originally loaded as a pending non-constituent Correspondence row, and you did not select the Change to a Constituent check box, then the system will create the new row or update the existing Correspondence row.
2. If the pending data is loaded as a constituent Correspondence row, the Sent By ID Search Results screen displays with details about the Sent By constituent. Click the Format Name or ID hyperlink. Then the system will create the new row or update the existing Correspondence row.
3. If the pending data is originally loaded as a pending non-constituent Correspondence row, and you selected the Change to a Constituent check box, the Sent By ID Search Results screen will display and will list all constituents who match the pending row's Sender name information.
1. A constituent will appear in the search results more than one time if he or she has more than one Lookup Name row. Click the Sort by ID and Display Unique List hyperlink to remove duplicate rows from the Search Results display. If you re-sort the search results, the multiples will display again.
2. If this list includes the desired constituent, click his or her Format Name or ID hyperlink. Then the system will create the new row or update an existing Correspondence row.
3. If this list does not include the desired constituent, then click respecify the query to display the Sent By ID Search screen and redo the search.

Or click Delete to remove the row from the pending table, and move on to the next row. Or, click Skip to save the pending data row for review at a later time, and move on to the next row.

Automatically Process Correspondence Pending Data

Automatic Update

The Automatic Update procedures for reviewing Correspondence pending rows follow the general Automatic Update procedures. But, you will not be able to change a Correspondence pending row from a non-constituent to a constituent row if Correspondence pending data is processed by using Automatic Update.

Automatic Update All

If either the Automatically Update All Data or the Automatically Update All Bio Data hyperlink is clicked, then pending Correspondence rows will be included.