Appeals added through OLX also appearing in student records

Patti Hommes, bCRE-PRO

Good morning all. We've been using Online Express since May.  In updating our parent/student records for the 2016-2017 school year I discovered that the Appeals added from OLX were in the student records as well as the parent. I initially panicked thinking my Annual Fund Director had checked the "Send to individual and organization records" box, but that wasn't the case. Here's the scenario....

The query used for the email list is for parents and new parents, using phone type=email. In checking the recipient list in OLX, the emails did, indeed, go to just the parents.

However, in our student records we also have the parent emails as phone type = SR1 and SR2 (Student Relation.)


So is OLX looking for the email address throughout the database when you click "Add this data RE" instead of just adding it to the records in the query? If so this is a huge problem, because according to RE we sent a Leadership Solicitation to a Kindergardener.  HELP!

Jen Claudy

If you send an email to parent@email.com and have the email address on both the parent's record and the student's record, when you push the data over, OLX only looks for matching email addresses.  So the Appeal Tag will go on both.  The Comment field on the Appeal Tag, however, will list the actual email address (i.e. parent@email.com) so you can tell which email address the message went to.


My recommendation would be to either remove the parent emails from the student records or change your SR1 & SR2 Phone Types to be Others rather than Emails.  They'll move to the Others Tab in the Phone Grid...I assume without any issues or extra steps...just change the Phone Number Type in Config > Tables > Phone Types.  I think this will stop those Appeal Tags but allow you to retain those email addresses on the student record.


Before you go thru cleaning everything up, I'd remove those Appeals from a test record, then see what happens when you push data over again from OLX.  If it works, then you can clean up the Appeals Tab on your student records.  Actually, I think you could probably Globally Delete all of your OLX Appeals, and then re-push the data for each message, and it will repopulate the parent records.  (Assuming that the test works and email addresses on the Others Tab don't get the Appeal Tag.)

Patti Hommes, bCRE-PRO

Jen Claudy:

If you send an email to parent@email.com and have the email address on both the parent's record and the student's record, when you push the data over, OLX only looks for matching email addresses.  So the Appeal Tag will go on both.  The Comment field on the Appeal Tag, however, will list the actual email address (i.e. parent@email.com) so you can tell which email address the message went to.


My recommendation would be to either remove the parent emails from the student records or change your SR1 & SR2 Phone Types to be Others rather than Emails.  They'll move to the Others Tab in the Phone Grid...I assume without any issues or extra steps...just change the Phone Number Type in Config > Tables > Phone Types.  I think this will stop those Appeal Tags but allow you to retain those email addresses on the student record.


Before you go thru cleaning everything up, I'd remove those Appeals from a test record, then see what happens when you push data over again from OLX.  If it works, then you can clean up the Appeals Tab on your student records.  Actually, I think you could probably Globally Delete all of your OLX Appeals, and then re-push the data for each message, and it will repopulate the parent records.  (Assuming that the test works and email addresses on the Others Tab don't get the Appeal Tag.)

Thanks Jen! That pretty much sums up what I had planned to do IF I can get rid of SR1 and SR2. I have to confirm with Student Billing, who created those email types, if they need to remain in RE. I still think it would be more logical to add the appeal based on the query used, not the actual email address.