Constituent matching settings

To prevent the creation of duplicate records, you can define constituent match settings on the Global data entry settings page. To access this page, go to Administration and select Global data entry settings under Data. On the Global data entry settings page, select Constituent matching to define the match confidence thresholds that the program uses to determine whether new constituent records match existing records in your database.

Note: Constituent match settings only apply when you turn the matching feature on with the Enable/disable matching configuration task in Administration.

When you add constituent records through batches, imports, the Add an individual screen, or the Add an organization screen, the program applies an algorithm to calculate "match confidence scores." To measure how similar new records are to existing records in your database, the algorithm compares field values on incoming records with field values on existing records and then assigns match scores that are weighted by field type. Records with high cumulative scores are likely matches, while records with low scores probably are not. For information about how the algorithm calculates match confidence scores, see Constituent Matching Algorithm.

The program then compares match confidence scores to the percentage ranges, or "match confidence thresholds," that determine whether new records are matches, possible matches, or not matches. You manage two separate sets of match confidence thresholds: one for records added by batch or import and one for records added manually on the Add an individual or Add an organization screens. The default thresholds are 100-95%, 94-70%, and 69-0% for batch and import and 100-70% and 69-0% for manual entry.

Warning: If necessary, you can edit default thresholds for your organization. However, we recommend that you retain the defaults because the matching algorithm is designed to provide optimal results with those percentages and may return unexpected results if you change them. For example, if two records have matching email addresses but no other matching data, the program flags them as possible matches because their match confidence score of 70 is in the Possible matches threshold's default range of 94-70%. But if you change the threshold by just one point to 94-71%, the program no longer flags those two records as possible matches. For several factors to consider before you edit the default thresholds, see Constituent Matching Algorithm.

The first set of match confidence thresholds applies to batch templates with the Constituent Batch, Constituent Update Batch, Membership Dues Batch, Enhanced Revenue Batch, Revenue Batch, Revenue Update Batch, and Sponsor Batch batch types, as well as the import processes that use batch templates with these types. For additional flexibility, you can overwrite match thresholds for individual batch templates and import processes. For example, if data that you import from a particular vendor requires extra scrutiny, you can edit thresholds for that vendor under Configure options on the batch template or under Set options on the import process.

Note: You cannot edit match thresholds on batch templates or import processes that use the Constituent Batch or Sponsor Batch batch types. These batch types always use the thresholds on the Global data entry settings page.

For information about how to edit constituent match settings on batch templates and import processes, see the Batchand Import sections of the help file.

Action	Description
Process automatically	Use the percentage range for the Matched constituents threshold to indicate records with match scores that likely match existing records. When a new record and existing record have a match confidence score in this range, the program assigns the record ID from the existing record to the matched record in the batch. If multiple match confidence scores are within this range, the program uses the highest score as the match. This process occurs automatically and requires no action from users. Note: For Constituent Update and Enhanced Revenue batches, the program may update the existing constituent with information from the incoming constituent according to your organization's selected constituent update rules. For more information, see Constituent update rules. For Constituent, Membership Dues, Revenue, Revenue Update, and Sponsor batches, the program ignores any new or conflicting data. No updates are made to the existing constituent. Note: For Constituent Update and Enhanced Revenue batches, the program may update the existing constituent with information from the incoming constituent according to the constituent update rules. For more information, see Constituent Update Rules on page 1. For Constituent, Membership Dues, Revenue, Revenue Update, and Sponsor batches, the program ignores any new or conflicting data. No updates are made to the existing constituent. Note: For Constituent Update batches, the program may update the existing constituent with information from the incoming constituent according to the constituent update rules. For more information, see Constituent Update Rules on page 1. To turn off automatic updates, clear Process automatically.
Review constituents	Use the percentage range for the Possible matches threshold to indicate records with match scores that are similar to existing records but still require manual review. When a new record and existing record have a match confidence score in this range, the program prompts you to compare the records and select whether to update the existing record or create a new one. For information about how to compare records on the duplicate resolution screen, see the Batchsection of the help file. To turn off manual reviews, clear Review constituents. For example, you might clear Review constituents for an import process when you have a high volume of records but no time or resources to manually compare records before you commit them. In this case, it might be better to quickly add records and then find and delete duplicates later.
Create new record	Use the percentage range for the No match threshold to indicate records with match scores that are not likely to match existing records. This range is based on your settings for the upper thresholds. For Constituent, Constituent Update, and Sponsor batches, the program creates a new constituent record. For Revenue, Enhanced Revenue, or Revenue Update batches, the program creates a new constituent record and associates the revenue with that record. This process occurs automatically and requires no actions from users.

The second set of match confidence thresholds applies to constituent records (individual, organization, vendor, or vendor contact) that you enter manually on the Add an individual or Add an organization screens.

For information about how to manage duplicate constituents from forms, see the Constituents section of the help file.

Action	Description
Review constituents	Use the percentage range for the Possible matches threshold to indicate records that are similar enough to require manual review. When a record that you add on the Add an individual or Add an organization screens and an existing record have a match confidence score in this range, the program prompts you to compare the records and select whether to update the existing record or create a new constituent.
Create new record	Use the percentage range for the No match threshold to indicate records with match scores that are not likely to match existing records. This range is based on your settings for the upper threshold. The program creates a new record behind the scenes and requires no action from users.

Action	Description
Process automatically	Use the percentage range for the Matched constituents threshold to indicate records with match scores that likely match existing records. When a website user submits a web form with data that results in a match confidence score in this range, the program associates the transaction with the existing record and updates the existing record with any new data from the web form. Note: The program does not overwrite data on existing records with data from web forms. When fields match exactly, the program just keeps the data that is already in place on the existing records, and when fields do not match exactly, the program preserves both the existing data and the new data from the web forms. For example, if an address, email address, or phone number on a web form does not match exactly, the program adds a new address, email address, or phone number to the constituent record in order to preserve both versions. Likewise, if a first name or title does not match exactly, the program adds the name or title from the web form to the existing record as an alias. If multiple match confidence scores are within this range, the program uses the highest score as the match. This process occurs automatically and requires no action from users.
Create new record	Use the percentage range for the No match threshold to indicate records with match scores that are not likely to match existing records. This range is based on your settings for the upper threshold. The program creates a new record behind the scenes and requires no action from users.

Action

Description

Process automatically

Use the percentage range for the Matched constituents threshold to indicate records with match scores that likely match existing records. When a website user submits a web form with data that results in a match confidence score in this range, the program associates the transaction with the existing record and updates the existing record with any new data from the web form.

Note: The program does not overwrite data on existing records with data from web forms. When fields match exactly, the program just keeps the data that is already in place on the existing records, and when fields do not match exactly, the program preserves both the existing data and the new data from the web forms. For example, if an address, email address, or phone number on a web form does not match exactly, the program adds a new address, email address, or phone number to the constituent record in order to preserve both versions. Likewise, if a first name or title does not match exactly, the program adds the name or title from the web form to the existing record as an alias.

If multiple match confidence scores are within this range, the program uses the highest score as the match. This process occurs automatically and requires no action from users.

Create new record

Use the percentage range for the No match threshold to indicate records with match scores that are not likely to match existing records. This range is based on your settings for the upper threshold. The program creates a new record behind the scenes and requires no action from users.