da_adminguide_membershipmgmt_20131016.pdf

Users Guide: Membership management October 16, 2013

DA_AdminGuide_Duplicates_201309 - 1 -

Membership management: approving, editing, deleting, moving and verifying your members Note: For basic information about finding new pending members, searching, mailing etc. see the latest version of the Quickstart Guide, posted here: https://www.democratsabroad.org/group/country-admins/database-and-website-manuals-and-other-resources

Table of contents:

Contents 1. New pending members ............................................................................................................ 2

1.1. You can promote your new members in 2 different spots on the site: ................................... 2

1.2. To prepare a member/several members for promotion ......................................................... 3

1.3. To add a series of new members to their chapters - Before approval: ................................... 3

1.4. To reject a pending member: .................................................................................................. 3

2. Updating member records ................................................................................................................ 4

2.1. Groups, Tags and Notes - use only the links at the TOP of the page ...................................... 4

2.2. To add/remove a member from a group (ex: chapter): .......................................................... 4

2.3. To move a member to a new country ..................................................................................... 5

2.4. To delete a member ................................................................................................................ 5

2.5. Editing the member's data ...................................................................................................... 5

3. Verifying the member ...................................................................................................................... 6

4. Double dealing - how to find, compare, update and delete duplicate records ................................ 7

4.1. How to find your duplicates .................................................................................................... 7

4.2. Comparing the data and updating the complete record ........................................................ 8

4.3. Actions depending on which record is the most recent: ......................................................... 8

DA_AdminGuide_MembershipMgmt_20131016 - 2 -

1. New pending members

This is the page that opens when you receive the e-mail

informing you that you have a new member.

You can also open it after logging in and clicking the

CiviCRM link in the black navigation strip at the top of

the home page. You can always find your way back there

with this link: https://democratsabroad.org/civicrm?reset=1

Note: All people in a country's admin group will receive the email notifying of new

members since the software does not know who actually handles this task. Those who are

not involved with new member promotion can simply set a rule in their software to

automatically delete messages where the sender is: [email protected] and

the subject contains either: "New DA member" or "needs your approval"

On the Pending tasks page you will see a list of the people waiting to be

promoted. You can View and Edit their profiles and then promote them, or

perform a series of bulk tasks directly from the Action box.

1.1. You can promote your new members in 2 different spots on the site:

On the above screen, click on the person's name or on the edit link (right

column) to open the contact record.

After verifying the member's details, open the little black action box at the

top of the record, then click Promote this person.

From this record you can also directly send a welcome email to her/him.


1.2. To prepare a member/several members for promotion

Hint: If you have several pending members from the same area (ex: after an

event) it may be interesting to add them to their chapters before promoting them

(while you still have them grouped in your pending members list - see the paragraph

just below for instructions on how to do this)

Select the members you wish to promote then choose Approve

Request or Promote in the Action box, and click Go.

On the next screen click Process Approvals to finalize the

process or else Cancel.

1.3. To add a series of new members to their chapters - Before approval:

If you have several pending members from the same city, it may be helpful

to add them all at once to their chapter while you have them all grouped on

the same screen.

Select the members who need to be added to a chapter.

Open the action box and select Add Contacts to Group, on the next screen

select the group.

The screen will then return to the Pending Tasks page.

Note: In principle if the new member has indicated a chapter preference in

the relevant field on the join form, they will be added automatically to the

chapter when they are approved.

Note: You can add any type of member to a group this way - even if they're

already in the group, no problem - they won't be added twice to the chapter.

1.4. To reject a pending member:

- For duplicate members - see item 4 below

- If you have a pending member who looks like a fake member (ex: if his

first and last name is George W. Bush, with an address in Neverland)

simply delete. But be careful, an unusual username (like Peaches) doesn't

necessarily denote a false membership.


- Other cases If you have a pending member who has not marked the

Citizen= yes button, if you're not sure whether this is a duplicate (same last

name, different email address or vice versa), or if they don't look like they're

members in your country, write to the person asking for confirmation. Keep

the record in the pending list and either delete or update when you receive a

reply. It's also good in this case to add a Note to the record to keep track of

what you've done.

In case of doubt forward the name to us.

2. Updating member records

Occasionally we're lucky enough to have a member write giving us their new

email address, or informing us they have moved.

Updating the database is much easier now.

Search for the member by (last) name or email address. Click on the name or

the Edit link on the right to open the record.

2.1. Groups, Tags and Notes - use only the links at the TOP of the page

Click any link at the top of the member's record to add/remove a tag, read or

enter a note.

It's a good idea to open the notes if you see a number other than 0 there.

Likewise it's good to add a note to document a change (ex: justification for

confirmed opt-out, for someone member in a different country or chapter, etc.)

2.2. To add/remove a member from a group (ex: chapter):

To add a member, open the Groups link at the top of the page, go to the Add to

a Group field, open the list of groups available, choose the group and click Add

To remove a member from your chapter or topic group do NOT delete her

(unless she wants to be completely removed from DA). In any case it's

best to leave chapter changes/removals to your country membership admin. If

you have to remove a member, open the Groups link at the top of the record,

and click the Remove link to the right.


2.3. To move a member to a new country

If your member has moved to a different country do not delete the member

or remove him from your group but change their country. (Note: this is a

new feature, previously available only for global

admins.)

Before moving the person if possible update their

address. Enter any information you have. If you don't

have a street address enter "New address in X"(city or

country) to alert the new country's admin. Update the

record with the new person's country.

Open the Actions tab at the top of the member's

record and select Change Membership Country.

On the next screen enter the new membership country

and make sure you click Valid X-Country member - so

the program will accept the country move. This will

remove the member from your country and any

national chapters.

It is important to send an email to the chair of the new

country to inform him/her of their new member. You

can find the email address of all the chairs in the DPCA

leadership list.

2.4. To delete a member

Remember: Delete judiciously - Do NOT

delete a member who says they have moved

to a different country, or who has been added

to your country incorrectly. Deleting a member immediately and permanently

removes from the whole database. If the member has moved to a different

chapter region in your country, contact your country chair or secretary.

2.5. Editing the member's data

Click the Edit button (see above) to open the

member's record. All changes are made in this

view. Open the various tabs (or click the

Expand all tabs link to access the other data

fields)


The most useful data in the various tabs are:

Membership status: Whether member is approved or pending, Chapter

preference (for information)

Additional information: Entered date, last verified date, Congressional district information

Join form: Member's residential status (indefinite, temporary)

Address: All addresses - to add an address click the button, choose

the address type (mailing, voting, abroad etc.) and enter data.

Communication preferences: Set or remove member's opt-out (No Bulk Mail)

preferences, no email, no phone etc.

Demographics: Birthdate, gender

Tags and Groups - Do not use this tab!: For some users opening this tab

seems to strip all tags - so it's best to leave closed.

3. Verifying the member

This is an important new button that sets the date

when you last verified a member. Verify should ONLY be used if you have verified

that the member is still in your country. It should

not be used if you remove a non-working phone

number, fixed some formatting, or some other

edits but only if you have talked to the person or

received an email confirming they are still a

resident of your country.

Note: When the member herself updates her member date the verified field is

updated automatically.

To search on the Last Verified Date:

-Go to Advanced search

- Open the Custom Fields section and go to the Additional

Information section, Last Verified - From and To. Open the

calendar and choose the from... and to... dates.

Note: you can also see the Last Verified Date on the individual

member's record when you click the Additional Information tab

on the right side of the member record summary


4. Double dealing - how to find, compare, update and delete

duplicate records

Duplicate records can crop up many ways. The software has a very refined logarithm to compare new records with the database, update existing records

and pinpoint possible duplicates - but in the end software sometimes needs help from the soft matter between our ears.

Checking for and correcting duplicates follows basically the same logic as checking verifying your membership in general

Most duplicates are the result of people signing up with VoteFromAbroad with a

combination of new email or physical address, voting state or a different name. In addition, when the upgrade was completed early 2013, 2-3 different series of member records were uploaded to the database, records that required the

upgrade's refined member record comparison tools to avoid too many duplicates or incorrect overwrites. But some remain however.

4.1. How to find your duplicates

Here are the tools available to help you clean up these duplicates:

- A few tags to help you find the newly processed records. The recently processed records are tagged with

"Issue 821 Fix" (our code for the problem). The records that are probably also duplicates are tagged with "Issue

821 and Matched Email"1

A new feature: a special function in the contact record that provides information on duplicates

Open the member in question and in the action box click Check Contact for Shared Emails.

You will receive information like this:

This contact is not in Drupal

Status of Account Emails:

[email protected]

Shared with yyy (CID = 1111; in Drupal with UID = 22222)

OR

In Drupal, as UID = 28004

Status of Account Emails:

[email protected]

Not shared.

1 A further series of records were uploaded and are tagged "2013 Verify DELETE", "2013 Verify PENDING",

"2013 Verify PROMOTE" - but may be more complicated to fix. Contact us if you would like some more information on these members.


At this point you want to be able to have both records open in separate browser windows or separate tabs, so you can compare the data and copy/ paste updates into the record you want to keep.

To open the shared with record in another tab place your mouse over the

link and click left click+ CRTL

4.2. Comparing the data and updating the complete record

In all cases you will want to update and keep the Complete (In Drupal,...) record and delete the incomplete (Not in Drupal).

Click the "Check contact for shared emails" once (or thrice!) again to make sure

you know which record is which. Click the Change Log of each record:

The present case is an easy one because we can see that the In Drupal record is more recent. It

was updated in April 2013 whereas the Not in Drupal record

was created in January 2013 (the May 2 or 3 dates don't count for these records)

Note: if the change log is marked 0, scroll down to look at the Mailing Data: Date Promoted/OTP Create Date

4.3. Actions according to which record is the most recent:

If the complete 'In Drupal,' record is the most recent:

- Give it a quick check to see if any missing data can be completed with that on the other incomplete record.

- Select and copy any missing data from the Not in Drupal record. - Click the Edit button to add this missing data to the 'In Drupal record' and click Save.

- Go back to the incomplete 'Not in Drupal' record and click Delete Contact:

If the incomplete 'Not in Drupal,' record is the most recent:

- Check both records to see if the incomplete record contains new

data. - Select and copy any missing data from the Not in Drupal record. - Click the Edit button to update the 'In Drupal record' and click Save. - Go back to the incomplete 'Not in Drupal' record and click Delete Contact:

"In Drupal" record:

"Not in Drupal record"


If the email address is shared by two different people:

- Open the 'Not in Drupal' record

- In the tags section (at the TOP of the page!) click the Valid Shared

Email tag

- Edit the 'Not in Drupal' record. Scroll to the email address field and add the

words shared_with_ before address, so that it looks something like:

[email protected]

Click the On hold square.

Contact the membership team so we can finalize the record for you.

da_adminguide_membershipmgmt_20131016.pdf

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