Constituent Update Rules

Constituent update rules determine how Altru handles updates when an incoming constituent matches an existing constituent, but their name or address information is different.

If matching constituents qualify for automatic updates (their match confidence score is above the top threshold), Altru applies these rules automatically to an import or batch. For example, Altru automatically replaces the name on the existing constituent with the name from the incoming constituent when the batch is committed. If matching constituents qualify for manual review (their match confidence score falls in the middle range), Altru prompts you to resolve the conflicts on the duplicate resolution screen. On this screen, you can select Use my organization's rules to apply these rules to conflicting fields automatically. For example, when you select Use my organization's rules, Altru automatically moves the name from the incoming constituent column to the existing constituent column. You can also use options to override the update rules and manually add, update, or ignore the incoming data.

When you add a potential duplicate from the Add an individual screen or the Add an organization screen, you are also prompted to resolve the conflicts on the duplicate resolution screen. In this case, Altru applies the update rules automatically; you do not need to select Use my organization's rules. You can also use options to override the update rules and manually add, update, or ignore the incoming data.

What are the rules?

Tip: As a reference, you can also view the rules in the Tips section of the Possible duplicate matches screen.

Update existing name with incoming name — If names are different, Altru replaces the name on the existing constituent with the name from the incoming constituent and stores the existing name on the constituent record under Historical names. This occurs when the batch is committed.

Add incoming address as a new address — If addresses are different, Altru adds the incoming address as a new address to the existing constituent. If the new address has the same type as any existing address, Altru makes inactive any existing addresses with the same address type as the new address and updates the End date field on the constituent for all existing addresses with that address type.

Only make incoming address primary if the old primary address had the same type — Altru makes the new address primary only if it has the same address type as the existing primary address. If there are multiple new addresses in the batch and one has the same address type as the existing primary address, it becomes primary. If there are multiple new addresses with the same address type as the existing primary address and one of those new addresses is marked primary, it becomes primary. If there are multiple new addresses with the same address type as the existing primary address and none of those new addresses is marked primary, the one that appears first in the batch is made primary.

Note: If the existing constituent has no addresses, the primary address in the batch is always primary .

Add incoming phone number as new phone number — If incoming phone number is not identical to any existing phone number, Altru adds it as a new number to the existing constituent. If the new phone number has the same type as any existing phone number, Altru makes the existing phone number inactive and updates the End date field on all existing phone numbers on the constituent with that phone type.

Only make incoming phone number primary if the old primary phone had the same type — Altru makes the new phone number primary only if it has the same phone type as the existing primary phone number. If there are multiple new phone numbers in the batch and one has the same phone type as the existing primary phone number, it becomes primary. If there are multiple new phone numbers with the same phone type as the existing primary phone number and one of those new phone numbers is marked primary, it becomes primary. If there are multiple new phone numbers with the same phone type as the existing primary phone number and none of those new phone numbers is marked primary, the one that appears first in the batch is made primary.

Note: If the existing constituent has no phone numbers, the primary phone number in the batch is always primary.

Add incoming email address as new email address — If the incoming email address is not identical to any existing email address, Altru adds the incoming email address as an new email address. If new email address has the same type as any existing email address, Altru makes inactive any existing email addresses with the same email type as the new address and updates the End date field on all existing email addresses on the constituent with that email type.

Only make incoming email address primary if the old primary email address had the same email type — Altru makes the new email address primary only if it has the same email type as the existing primary email address. If there are multiple new email addresses in the batch and one has the same email type as the existing primary email address, it becomes primary. If there are multiple new email addresses with the same email type as the existing primary email address and one of those new email addresses is marked primary, it becomes primary. If there are multiple new email addresses with the same email type as the existing primary email address and none of those new email addresses is marked primary, the email that appears first in the batch is made primary.

Note: If the existing constituent has no email addresses, the primary email address in the batch is always primary.

If incoming birth date is not identical to existing birth date — If the incoming birth date is not identical to the existing birth date, Altru replaces the date on the existing constituent with the birth date from the incoming constituent. Altru updates the date automatically for all matched constituents.

Note: Birth dates update only when constituents qualify for automatic updates (their match confidence score is above the top threshold).

When do rules apply?

Constituent update rules are applied when data conflicts under these circumstances:

• • When you add a new constituent using the Add an individual screen or the Add an organization screen and it matches an existing constituent according to your defined constituent matching settings.

• • When you add a constituent through manual Constituent Update and Enhanced Revenue batches and it matches an existing constituent according to your defined constituent matching settings.

• • When you add a constituent through imported Constituent Update and Enhanced Revenue batches and it matches an existing constituent according to your defined constituent matching settings and you exclude the constituent ID.

• • When you edit a constituent through imported Constituent Update and Enhanced Revenue batches and you include the constituent ID.

Constituent update rules do NOT apply when data conflicts under these circumstances:

• • When you edit a constituent using the Edit an individual screen or the Edit an organization screen.

• • When you add a constituent through manual Constituent Update and Enhanced Revenue batches and include the constituent ID.