Online Express overwrites existing records

Michael Langley

Anyone know how to stop Online Express from overwriting individual's records.  Even when I select the option to not overwrite it does.

We maintain very clean records and would like to not accept any automatic changes from what people have written on our form.

Michele Stender

Hi Michael,


Are you using the bulk processing option? If you are, you may be missing one step. After clicking the bulk processing button, the processing box pops up, go to the options tab and scroll to the bottom and make sure you check the "Reject Profile Information" button to ensure that it doesn't replace the donor information with the good information that is living in RE. If you want to see everything in action, we have a live webinar around this topic (Downloading Transactions in OLX). Sign up here! It's included with Online Express.


 

Jen Claudy

Also...be careful not to do what I do (Every.  Single.  Time.) and click the [Close] button thinking that it's a [Next] button.  This will close the entire window and you'll need to start over, and reselect the Reject option.  (Wish this whole process could be set as User Options or Defaults.  When I have time, maybe I'll submit this to the OLX Idea Bank...)

Michael Langley

I have useed the Bulk and selected this option and it still overwrites the data.  An example.  We receive a gift from a very generous donor.  She fills out the donation using all lower case on her name and address.  I select the reject Information option and send to batch.  When I open her record her name and address have been changed to all lower case.  It's very agrivating.

 

Jen Claudy

Michael Langley:

I have useed the Bulk and selected this option and it still overwrites the data.  An example.  We receive a gift from a very generous donor.  She fills out the donation using all lower case on her name and address.  I select the reject Information option and send to batch.  When I open her record her name and address have been changed to all lower case.  It's very agrivating.

 

So you individually review and mark them on each record, then choose the Reject option, and it still overwrites?  That's an issue for a Support Chat, I think.

John Demarce 2

Michael, are you also unchecking all the user-entered data when linking the record?  It'll trash your clean data at that point in the process too.


This is in the idea list at https://community.blackbaud.com/forums/viewtopic/356/26623, please vote it up in hopes that Blackbaud will consider implementing it.

Faith Murray

Yes, to recap what others have said, pretty much you must reject the information in TWO places: first, manually re-link the donor records and edit/unselect the erronious new data; then, during Bulk Process, select "Reject Profile Information". I also wish OLX had this as an automated User option. We thought that having our online forms integrated with RE through OLX would save us time entering new donor data, but in fact all those clicks just to reject poorly typed addresses for every single online gift takes just as long or longer as our previous system.

Michael Langley

That completely solves the problem.  I did not know that I could approve and reject individual lines.  Awesome!  Thank you!

John Demarce 2

We thought that having our online forms integrated with RE through OLX would save us time entering new donor data, but in fact all those clicks just to reject poorly typed addresses for every single online gift takes just as long or longer as our previous system.

I have to agree.  Doing complete double entry is at least as fast and considerably less error-prone than than the current OLX interface.  Other major interface and workflow flaws are having to tab back and forth between name data and address data and the simple fact that access to all other RE features is blocked while using OLX.

Lisa Suenaga

We also take screen shots of the RE record and what the donor inputted in case we forget to reject; or have to modify/update with what the donor most recently provided. Or, if we have to research to determine if its the same constituent because some part of the donor provided info is slightly different. The screen shots have saved us a number of times!

Jen Claudy

John DeMarce:

Michael, are you also unchecking all the user-entered data when linking the record?  It'll trash your clean data at that point in the process too.


This is in the idea list at https://community.blackbaud.com/forums/viewtopic/356/26623, please vote it up in hopes that Blackbaud will consider implementing it.

I can't get this url to go directly to a thread, but since this is still a needed change in functionality, here's a link to the Idea posted by John in the OLX Idea Bank and also, since that Idea is marked as "need further information", this Idea which includes, in the second part of the Idea, what I think John was suggesting.