Hi all,
We are planning to do an NCOA update for the first time since recently moving to v.11, and I am trying to wrap my brain around how this works with household accounts and primary affiliates. This might be a silly question, but if I have Mr. and Mrs. John Doe Household and Mr. John Doe and Mrs. Jane Doe as primary affiliates, do I need to export all three accounts to be scrubbed individually in order to import the data back in through the Utility and get all three accounts updated?
Also, I am looking for advice on how most people handle the phone append. We are using the NCOA Processing Utility for the first time and I don't completely understand the documentation about what happens during processing. I don't understand what happens if a different phone number than what we have is returned. What is written does not make sense to me, so can someone please explain what happens if I send out the number in the Phone 1 field and MBS sends us a different number back? Is it as simple as the Utility puts the new number in Phone 1, replacing the old one? Because the description makes it seem much more complex. I would really like to understand this because I am worried about overwriting phone numbers that the patron gave to us that are perfectly good phone numbers, but may not be the number tied to the address that is being checked, like a cell phone. We keep all numbers tied to the primary address so that we can see them easily on the general tab, and unfortunately, we don't always know if the home number we have been given is a landline or a cell phone.
Any help, advice, etc. is appreciated - thank you!
Kathi
Hi Kathy,
I think the answer for the primary affiliates will be relative to what addresses are on each account and which address types you choose to update. If the affiliates are inheriting their primary address from the household then there won't be an address record for the affiliates. You would be sending the household primary address out for NCOA with the household customer_no attached. The returned data would be for that address and once you update it, the affiliates would be inheriting the cleaned address.
If the affiliates do not inherit the primary address from the household, their primary address would be included in the NCOA. Also if the individuals have additional address types on their account, you will need to decide whether or not to send those as well. At previous orgs, we generally only sent out primary addresses for NCOA updates.
Hope this helps.
- Levi
Hi Kathy, I think the answer for the primary affiliates will be relative to what addresses are on each account and which address types you choose to update. If the affiliates are inheriting their primary address from the household then there won't be an address record for the affiliates. You would be sending the household primary address out for NCOA with the household customer_no attached. The returned data would be for that address and once you update it, the affiliates would be inheriting the cleaned address. If the affiliates do not inherit the primary address from the household, their primary address would be included in the NCOA. Also if the individuals have additional address types on their account, you will need to decide whether or not to send those as well. At previous orgs, we generally only sent out primary addresses for NCOA updates. Hope this helps. - Levi From: Kathi Kucharski <bounce-kathikucharski6455@tessituranetwork.com> Sent: 5/2/2013 8:05:39 AM Hi all, We are planning to do an NCOA update for the first time since recently moving to v.11, and I am trying to wrap my brain around how this works with household accounts and primary affiliates. This might be a silly question, but if I have Mr. and Mrs. John Doe Household and Mr. John Doe and Mrs. Jane Doe as primary affiliates, do I need to export all three accounts to be scrubbed individually in order to import the data back in through the Utility and get all three accounts updated? Also, I am looking for advice on how most people handle the phone append. We are using the NCOA Processing Utility for the first time and I don't completely understand the documentation about what happens during processing. I don't understand what happens if a different phone number than what we have is returned. What is written does not make sense to me, so can someone please explain what happens if I send out the number in the Phone 1 field and MBS sends us a different number back? Is it as simple as the Utility puts the new number in Phone 1, replacing the old one? Because the description makes it seem much more complex. I would really like to understand this because I am worried about overwriting phone numbers that the patron gave to us that are perfectly good phone numbers, but may not be the number tied to the address that is being checked, like a cell phone. We keep all numbers tied to the primary address so that we can see them easily on the general tab, and unfortunately, we don't always know if the home number we have been given is a landline or a cell phone. Any help, advice, etc. is appreciated - thank you! Kathi This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!
From: Kathi Kucharski <bounce-kathikucharski6455@tessituranetwork.com> Sent: 5/2/2013 8:05:39 AM
Kathi,
I haven't had to run NCOA myself for awhile (luckily, my wonderful boss takes care of that for now) but yes, I believe you've stated it correctly. Trying not to use too much DBA jargon here, but the answer is in how inheritance works. Every address in the system has an id number attached to it. When an affiliate inherits an address from the household, it isn't creating a copy of the household address (with it's own id number). Instead it just displays the household address on the affiliate's customer record on the front end of Tess. Back in the database, the affiliate's address simply doesn't exist. DBAs have to jump through one extra hoop to get it by figuring out which household the customer is affiliated to.
The upshot of this is that I suspect you won't have to delete anything from your file. The NCOA export is based on addresses, not customers. So an affiliate with no address shouldn't show up at all.
Also, with regards to your phone append question, you can choose the phone type you want to export AND the type you want to import. The first few times we did this process there were users with concerns about overwriting phone numbers that shouldn't be. So I created a phone type of "NCOA Append" and imported the numbers we got back into that. That way the original phone numbers remained but everyone could see that a new number was available and what the source was.
Hope this helps!
Kathi, I haven't had to run NCOA myself for awhile (luckily, my wonderful boss takes care of that for now) but yes, I believe you've stated it correctly. Trying not to use too much DBA jargon here, but the answer is in how inheritance works. Every address in the system has an id number attached to it. When an affiliate inherits an address from the household, it isn't creating a copy of the household address (with it's own id number). Instead it just displays the household address on the affiliate's customer record on the front end of Tess. Back in the database, the affiliate's address simply doesn't exist. DBAs have to jump through one extra hoop to get it by figuring out which household the customer is affiliated to. The upshot of this is that I suspect you won't have to delete anything from your file. The NCOA export is based on addresses, not customers. So an affiliate with no address shouldn't show up at all. Also, with regards to your phone append question, you can choose the phone type you want to export AND the type you want to import. The first few times we did this process there were users with concerns about overwriting phone numbers that shouldn't be. So I created a phone type of "NCOA Append" and imported the numbers we got back into that. That way the original phone numbers remained but everyone could see that a new number was available and what the source was. Hope this helps! - Levi From: Kathi Kucharski <bounce-kathikucharski6455@tessituranetwork.com> Sent: 5/3/2013 11:13:28 AM Hi Levi, So even if I have the household and all of its primary affiliates on my list included to export out through the Utility, if the address info is inherited on the affiliate accounts, they will export with no addresses and therefore I can delete them prior to sending them for updates? If so, that would be great! Kathi Kathi Kucharski Foundation and Government Grants Manager Michigan Opera Theatre (313)237-3433 kkucharski@motopera.org --> On 5/2/2013 9:58 AM, Levi Sauerbrei wrote: Hi Kathy, I think the answer for the primary affiliates will be relative to what addresses are on each account and which address types you choose to update. If the affiliates are inheriting their primary address from the household then there won't be an address record for the affiliates. You would be sending the household primary address out for NCOA with the household customer_no attached. The returned data would be for that address and once you update it, the affiliates would be inheriting the cleaned address. If the affiliates do not inherit the primary address from the household, their primary address would be included in the NCOA. Also if the individuals have additional address types on their account, you will need to decide whether or not to send those as well. At previous orgs, we generally only sent out primary addresses for NCOA updates. Hope this helps. - Levi From: Kathi Kucharski <bounce-kathikucharski6455@tessituranetwork.com> Sent: 5/2/2013 8:05:39 AM Hi all, We are planning to do an NCOA update for the first time since recently moving to v.11, and I am trying to wrap my brain around how this works with household accounts and primary affiliates. This might be a silly question, but if I have Mr. and Mrs. John Doe Household and Mr. John Doe and Mrs. Jane Doe as primary affiliates, do I need to export all three accounts to be scrubbed individually in order to import the data back in through the Utility and get all three accounts updated? Also, I am looking for advice on how most people handle the phone append. We are using the NCOA Processing Utility for the first time and I don't completely understand the documentation about what happens during processing. I don't understand what happens if a different phone number than what we have is returned. What is written does not make sense to me, so can someone please explain what happens if I send out the number in the Phone 1 field and MBS sends us a different number back? Is it as simple as the Utility puts the new number in Phone 1, replacing the old one? Because the description makes it seem much more complex. I would really like to understand this because I am worried about overwriting phone numbers that the patron gave to us that are perfectly good phone numbers, but may not be the number tied to the address that is being checked, like a cell phone. We keep all numbers tied to the primary address so that we can see them easily on the general tab, and unfortunately, we don't always know if the home number we have been given is a landline or a cell phone. Any help, advice, etc. is appreciated - thank you! Kathi This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you! This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Technical Forum. You may reply to this message to post to the Technical forum or visit the site to search, read and post to the forums. In the interest of keeping the forum posts from becoming cluttered, we encourage you to delete previous message text from your reply before sending. Thank you!
From: Kathi Kucharski <bounce-kathikucharski6455@tessituranetwork.com> Sent: 5/3/2013 11:13:28 AM