Connecting or transferring proposals between prospects

Cheryl Hebb · November 2017

Hi, Everyone,

I'm new to this site. This is my first question.

If we have a prospect and put a proposal on him, let's call him Mr. Donor...but then, he gets divorced from Mrs. Donor, and she's the one with the money. In that case, we have all the back history, notes, proposals, etc., on Mr. Donor. But now, we want to move them all onto Mrs. Donor's RE record. Without having to do this one note or proposal at a time, is there a way to make that general transfer in an easy way?

Thanks so much,

Cheryl Hebb

University of Victoria

Jen Claudy · November 2017

First, welcome to the Community! I hope this is your first of many posts.

Open Mr. Donor's record. Under the Constituent Menu, select the Merge function and choose the option of [Merge From Mr. Donor into...]. Search for Mrs. Donor's record, then select which sections you want to merge and be sure to leave the [Delete Source Constituent] checkbox UNCHECKED. Everything in those sections will move from Mr. Donor's record to Mrs. Donor's record. There may be some residual manual cleanup needed, because quite a few fields fall into the "Biographical" section, which you likely do not want to merge.

If you are moving Gifts and they are currently soft credited from Mr. to Mrs., you may want to do some additional research or testing. There is a checkbox to exclude soft credits, but I don't think I've ever had reason to use it, so I'm not sure how it works exactly. Depending on the amount of data you're looking at, you might want to create 2 dummy records, put some gifts & soft credits in, and play with merging them to test how RE handles the options you're choosing. Then do the real records (and delete the dummies). Or someone else may chime in with more information, should you need it.

Andrew Ludwell · November 2017

Hi and Welcome!

First, I'd like to agree with Jen. That's a great way of going about this.

Couple of questions:

Prior to recording the divorce, was the constituent record set up with Mr Donor as the primary (constituent record), and Mrs Donor was a secondary (non-constituent record)?
If so, does the information stored on the Mr Donor record all now relate to Mrs Donor?
- In this case, and depending on your data integrity/reporting/auditing policies, an alternative would be to change the Primary to be Mrs Donor and the Secondary to be Mr Donor and then creating Mr Donor as a constituent and ending the Relationship record. This avoids duplication of the information into two records.
- If you do this, record notes as to why and what you have done.

I would however remind you of the caveat of data integrity/reporting/auditing policies as it is important to consider that. But if there is no reason why the Primary wasn't set up as Mrs Donor, then there is no reason why it can't be going forward.

This whole thing is also dependent on whether you actually want the proposal etc. duplicated. In that case, just do what Jen suggests!

Jen Claudy · November 2017

Just to clarify...

Andrew has a good point, if your communication with Mr. & Mrs. Donor when they were a couple was as a household, Mr. Donor was entered as HOH and Mrs.as the Spouse for no reason other than one of them needed to be HOH and one of them the Spouse, then you could flip the names and make Mr. Donor a new record (or not, if you don't anticipate any further contact with him from your org).

AND...

If you use the Merge option I mentioned, it will not duplicate the Action/Note/data, it will move it. So if you have an Action on Mr. Donor's record and you use the Merge function, the Action will now be on Mrs. Donor's record, but no longer on Mr. Donor's record at all. And it's all or nothing...so ALL Notes move or ALL Gifts move, you can't pick-and-choose.

Again, I highly recommend creating some dummy records and testing this (or use a sample database if you have access to one). Using it and seeing what it does, exactly, is the best way to learn and feel comfortable with what you're doing.

Cheryl Hebb · November 2017

Many thanks, Jen, for your information. I will try this! Cheryl

Connecting or transferring proposals between prospects

Comments

Categories