Online data review
With Online data review, you can review transactions from event registration and online form submissions, including donation, and link them to existing constituent records or create a new constituent. You can review unmatched constituents, use automatic matching, or choose one of the two manual review options to link transactions to constituents.
To set security access for Online data review, see Online data review security.
From Data Management, select Online data review to choose how to match transactions:
Use automatic constituent matching — Automatically match all constituents for all transactions. This option is ideal if your organization has a large volume of transactions to process, or you prefer gifts to go directly to batch. This option links constituents that the system finds has a high confidence match; if not, the system creates a new record. For more information, see Automatic Constituent Matching.
Review transactions with unmatched constituents — Manually review transactions with unmatched constituents. Consider this option if you're comfortable letting the system match existing constituents to avoid duplicates, but want to verify any new or unmatched transactions. This option links constituents that the system finds has a high confidence match; if not, it will appear in Online data review for you to review before a new record is created. This prevents unwanted duplicates while reducing manual effort. This helps prevent accidental creation of new records, while still minimizing the number of transactions to manually evaluate.
Review and match all transactions — Manually review all transactions. It gives you complete oversight to review all incoming transactions before processing. All transactions wait in Online data review before moving to batch increasing processing time and your manual effort. Consider this option if your organization prefers strict manual validation or handles sensitive data.
Note: By default, transactions automatically match to constituents. To review transactions, you must select either Review transactions with unmatched constituents or Review and match all transactions.
Note: You need to complete the transaction review first before approving batches if a manual review setting is enabled.
Tip: You can select Online data review settings from Settings, Control panel, Gift management, Online data review. For more information, see Gift Management Settings.
Link unmatched transactions to a constituent record
Use the filter to select the Source type. Depending on the type of transactions you have for review, the source type is unique and reflects what is available to sort.
Review the list of possible matches:
Select a constituent from the list and select Link to selected constituent. Choose how the data gets added to a constituent record and confirm constituent contact information.
If you don't find constituent information that matches the transaction, search the database to find a possible match.
Search for a record to which you can match.
Use the search bar to search by record name.
Depending on the record type you can link the record to, the search results may be limited to only including full constituents. If you are searching for a record to link to the tribute acknowledgee, results include matching constituent and relationship records. Results can include spousal and other relationship records matching your search terms. For details, see Link Records in Online data review
For instance:
When you link to a constituent record, results include spousal relationships that are also full constituent records.
When you link to a tribute acknowledgee, results include spousal and other relationship records that match your search terms.
If you don't find a constituent match, select Create new individual. If you can link the record to a constituent record, only a constituent record is created. If you can link the record to either a constituent or a relationship record, a relationship (non-constituent) record is created.
You may see different records that you need to match separately. For example, if you find an organization gift, match the organization record separately. Similarly, for a tribute gift, match a donor, an honoree, or an acknowledgee separately.
Note: For gifts with multiple records, link all the associated records before the gift is sent to batch.
Sometimes, there may be a delay in matching the constituent in Online data review, and the transaction appearing in batch.
Warning: Do not delete records before transaction processing is complete. Deleting records too early cancels the transaction and prevents the system from creating related records.
After you complete reviewing the transaction data, you can approve the batches.
Delete records safely
Transaction processing requires you to complete all matching and system updates before you make changes to records.
Processing steps vary by transaction type. Use the following guidelines before you delete records:
Payments: Approve the batch first.
Event registrations: Wait until all records are matched and the full participant party is created.
Memberships: Wait until the membership record is created.
Other transactions: Confirm all records are matched and related records are created.