How to Process Contacts during Form Approval

Overview

When Approving Form entries there are a number of ways you can process the contact data that has been collected.

You can choose which option to use for each contact on the Form using the dropdown menu next to How to Process this Contact:

The Options that are presented will in part be determined by:

• What data fields are used on the form (Person Name, Organisation/Household Name)
• If there is a Single contact (Only the Primary Form data)
• If there are Multiple Contacts (Primary Form and Repeating People Blocks)

"How to Process this Contact" Options:

Below is a list of all possible options that may be presented when selecting how to process a contact. Your form will only display the options relevant to the current form entry.

If your Form has no Repeating Blocks:
(Click an option for more information)

1. Create or Update an Existing Contact

2. Create a new contact and add to an existing Organisation/Household

If your Form uses Repeating Blocks
(Click an option for more information)

1. Create as new Organisation/Household or update an existing contact

2. Create as a new contact, and link to existing contact as an additional Organisation/Household

3. Create as a new contact, and link to “Primary” as an additional Organisation/Household - (Shown when not a primary tab)

4. Update an existing contact, and link to “Primary” as an additional Organisation/Household - (Shown when not a primary tab)

5. Create as a new Organisation/Household or update existing contact. Other people in this form entry are part of this Organisation/Household

6. Create as a new contact and add to an existing Organisation/Household

7. Create as a new contact or update existing contact, and add to "Primary" - (Shown when not a primary tab)

8. Create as a new contact and add to the Organisation/Household specified in tab “x-x” - (There is one for each of the other Repeat Tabs)

Forms without Repeating Blocks

If your form does not make use of repeating blocks, then the entries will only contain data for a Single contact Record. This can either be:

• A Person contact - When you use the Persons Name field; with or without the Organisation/Household Name field.
• An Organisation/Household Contact - When you use the Organisation/Household Name field and do not use the Persons Name field

Create or Update an Existing Contact

Use this option when you want to either Create a new Person or Organisation/Household contact, OR Update an existing contact using the data from the form.

You will then see two or three options below this, depending on whether a possible match to an existing contact has been found

1. Use found matches - This shows a list of any matches infoodle has found based on the data entered in the form. You can check the details or click View to see a preview.
Click Assign to apply the changes on the form to this contact.

2. Create a new person OR Create a new Organisation/Household contact
Click Create if you want to create a new contact using the data on this form.

If there is Person name fields, you will either see the option to create a new person.

If there is and Organisation/Household Name field AND there is no Person Name fields, you will see the option to create a new Organisation/Household Contact.

3. Search infoodle to merge the form data with this person
This works similar to the Found Matches, but it allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.

Create a new contact and add to an existing Organisation/Household

When using this option the data specified in the form is always used to create a new contact record, it cannot be used to update an existing record.
The new contact is then added to the Organisation/Household that you specify.

Use the Search box to search for a contact from the Organisation/Household you want to add to. The new Contact will be added as a member of this Organisaton/Household.
Click Create to create the new contact using the data on this form.

Example: A Staff Member (Richard Smith) is added as a new Contact, and is added to the same Organisation/Household as their Business (Smiths Catering Services).

Forms With Repeating Blocks

All fields on the Main Form (not within a repeating section) relate to one single contact (Person or Organisation/Household). Each repeat block (and the fields with it) are identified as separate Person or Organisation/Household contacts.

A block is the area that is created by the form builder and you can have more than one block to contain different repeats (e.g. Parent Data and Child Data). The Index is the items created by the form filler which means how many repeats of a block there are (e.g. 2 Parents & 3 Children).

During Form Approval, the contact on the Main form is referred to as the “Primary”, the repeats are identified by their counts, which is Block number and Index number (e.g. Repeat x-x).

Each repeat and primary will have their own tab in the approval area, and each needs to be Processed in some way.

Create as new Organisation/Household or update an existing contact

Use this option when you want to either Create a new Person or Organisation/Household contact, OR Update an existing contact using the data from the form.

You will then see two or three options below this, depending on whether a possible match to an existing contact has been found

1. Use found matches - This shows a list of any matches infoodle has found based on the data entered in the form. You can check the details or click View to see a preview.
Click Assign to apply the changes on the form to this contact.

2. Create a new person OR Create a new Organisation/Household contact
Click Create if you want to create a new contact using the data on this form.

If there is Person name fields, you will either see the option to create a new person.

If there is and Organisation/Household Name field AND there is no Person Name fields, you will see the option to create a new Organisation/Household Contact.

3. Search infoodle to merge the form data with this person
This works similar to the Found Matches, but it allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.

Create as a new contact, and link to existing contact as an additional Organisation/Household

The new contact will be created with their own, new Organisation/Household (including any address data etc. - This will be their Main Organisation/Household.

They will also be added as a member of the Organisation/Household that you specify - This will be their Additional Organisation/Household.

Use the Search box to search for a contact from the existing Organisation/Household, that you want to Link this new contact to.
Click Create to create the new contact using the data on this form.

Example: A Staff Member (Jonathan Bravo) is added as a new Contact, with his own home address and contact data (J & J Bravo), but also added additionally to the Organisation/Household of the Business they work for (Smiths Catering Services).

Create as a new contact, and link to “Primary” as an additional Organisation/Household

(Only Shown when not a primary tab)

The new contact will be created with their own, new Organisation/Household (including any address data etc.) - This will be their Main Organisation/Household.

They will also be added as a member of the Organisation/Household selected/used for the Primary tab on this form - this will be their Additional Organisation/Household.

Example:
A Staff Member (Jonathan Bravo) is added as a new Contact (using the Primary tab on the Form); Jonathan has his own Address & Household details.
Jonathan's Adult daughter Laura is also added as a new contact (using Repeat 1-1); Laura has her own, different Address & Household details, but is also added additionally to Johnathan's Household.

Update an existing contact, and link to “Primary” as an additional Organisation/Household

(Only Shown when not a primary tab)

This option allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.

The Contact selected will retain their existing Organisation/Household, which will be updated with data from the Form, such as Address data - This will be their Main Organisation/Household.

They will also be added as a member of the Organisation/Household selected/used for the Primary tab on this form - this will be their Additional Organisation/Household.

Example:
A Staff Member (Jonathan Bravo) is added as a new Contact (using the Primary tab on the Form); Jonathan has his own Address & Household details.
Jonathan's Adult daughter Laura is already a in the database, and her record is updated (using Repeat 1-1); Laura has her own, different Address & Household details, but is also added additionally to Johnathan's Household.

Create as a new Organisation/Household or update existing contact. Other people in this form entry are part of this Organisation/Household.

Use this option when you want to Firstly, either Create a new Person or Organisation/Household contact, OR Update an existing contact using the data from the form, And Secondly you want to ensure that at least one of the other contacts from this form entry are added to the same Organisation/Household as this contact.

For this contact, you will then see two or three options below this, depending on whether a possible match to an existing contact has been found

1. Use found matches - This shows a list of any matches infoodle has found based on the data entered in the form. You can check the details or click View to see a preview.
Click Assign to apply the changes on the form to this contact.

2. Create a new person OR Create a new Organisation/Household contact
Click Create if you want to create a new contact using the data on this form.

If there is Person name fields, you will either see the option to create a new person.

If there is and Organisation/Household Name field AND there is no Person Name fields, you will see the option to create a new Organisation/Household Contact.

3. Search infoodle to merge the form data with this person
This works similar to the Found Matches, but it allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.

Create as a new contact and add to an existing Organisation/Household

When using this option for how to process a contact, then the data specified in the form is always used to create a new contact record, it cannot be used to update an existing record.
However, the new contact is then added to the Organisation/Household that you specify.

Use the Search box to search for a contact from the Organisation/Household you want to add to. The new Contact will be added as a member of this Organisaton/Household.
Click Create to create the new contact using the data on this form.

Create as a new contact or update existing contact, and add to "Primary"

(Only Shown when not a primary tab)

Use this option when you want to Firstly, either Create a new Person or Organisation/Household contact, OR Update an existing contact using the data from the form, And Secondly you want to ensure that this contact is added to the same Organisation/Household as the contact from the Primary tab.

For this contact, you will then see two or three options below this, depending on whether a possible match to an existing contact has been found

1. Use found matches - This shows a list of any matches infoodle has found based on the data entered in the form. You can check the details or click View to see a preview.
Click Assign to apply the changes on the form to this contact.

2. Create a new person OR Create a new Organisation/Household contact
Click Create if you want to create a new contact using the data on this form.

If there is Person name fields, you will either see the option to create a new person.

If there is and Organisation/Household Name field AND there is no Person Name fields, you will see the option to create a new Organisation/Household Contact.

3. Search infoodle to merge the form data with this person
This works similar to the Found Matches, but it allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.

Create as a new contact and add to the Organisation/Household specified in tab “x-x”

(There is one for each of the other Repeat Tabs)

Use this option when you want to Firstly, either Create a new Person or Organisation/Household contact, OR Update an existing contact using the data from the form, And Secondly you want to ensure that this contact is added to the same Organisation/Household as the contact from the selected Repeat (x-x) tab.

For this contact, you will then see two or three options below this, depending on whether a possible match to an existing contact has been found

1. Use found matches - This shows a list of any matches infoodle has found based on the data entered in the form. You can check the details or click View to see a preview.
Click Assign to apply the changes on the form to this contact.

2. Create a new person OR Create a new Organisation/Household contact
Click Create if you want to create a new contact using the data on this form.

If there is Person name fields, you will either see the option to create a new person.

If there is and Organisation/Household Name field AND there is no Person Name fields, you will see the option to create a new Organisation/Household Contact.

3. Search infoodle to merge the form data with this person
This works similar to the Found Matches, but it allows you to search your database for the matching person you want to update with the data from the form.
Click Assign to apply the changes on the form to the selected contact.