Add a Contact Rule/Organization Rule

The “Add a Contact Rule” and “Add an Organization Rule” features in the Contact module of Retention CRM help Associations, Chambers of Commerce and Non-profit organizations in effective contact management by maintaining a clean and accurate database of contacts, members, and other stakeholders, enhancing their data management and communication efforts.

General Functionality of “Add a Contact Rule” / “Add an Organization Rule” Features

This feature allows you to set up automated rules to identify potential duplicate contacts or organizations within Retention CRM. These rules work by assigning weights to specific criteria (e.g., email address, phone number, partial name match) based on their importance in determining a duplicate. Contacts or organizations that meet a predefined weight threshold are flagged for further examination, helping you maintain clean and accurate data.

Options Explained

• Rule Name: Enter a clear and descriptive name for the rule that reflects its purpose (e.g., “Strict Name Match”, “Email + Partial Address Match”).
• Usage:
  • General: This is the default setting for most use cases. It allows you to create rules that apply broadly to contact or organization data.
  • Reserved (Advanced): Caution: This setting should be used with discretion. Once marked as “Reserved,” a rule cannot be deleted, and its fields and weights become locked, preventing future modifications. It’s intended for system-critical rules defined by Retention CRM developers.
• Fields: These represent the specific criteria used to evaluate potential duplicates. Common fields include:
  • First Name
  • Last Name
  • Email Address
  • Phone Number
  • Address (Street, City, State, Zip)
  • Custom Fields (if applicable)
• Length: This indicates the maximum number of characters allowed for a specific field in the matching process.
• Weight: Assign a numerical value (e.g., 1-10) to each field, reflecting its significance in duplicate detection. Higher weights indicate a stronger indicator of a duplicate.
  • For example, a full name match might receive a weight of 8, while a partial address match might get a weight of 3.
• Weight Threshold to Consider Contacts ‘Matching’: Set the minimum total weight required for a contact or organization to be flagged as a potential duplicate. This threshold acts as a filter, ensuring only entries exceeding the defined level of similarity are identified.

Using “Add a Contact Rule” / “Add an Organization Rule” Features in Association Management

Here’s how a nursing association can leverage this feature:

• Rule Name: “Strict Nurse Match”
• Usage: General
• Fields:
  • First Name (Weight: 5)
  • Last Name (Weight: 5)
  • License Number (Custom Field, Weight: 8) (assuming nurses have unique license numbers)
  • Email Address (Weight: 3) (optional, as email addresses can change)
• Length: (Adjust based on your data, e.g., 50 characters for Name fields, 20 for License Number)
• Weight Threshold: 16 (Sum of assigned weights: 5 + 5 + 8 + (optional: 3) = 16 or 19)

This rule prioritizes exact matches in First Name, Last Name, and License Number, giving them higher weights. The email address is included for additional validation but carries less weight. A contact exceeding the threshold of 16 (or 19) would be flagged for review.

Additional Considerations for Associations, Chambers and Nonprofits

• You can create multiple rules with varying criteria to cater to different scenarios (e.g., a less strict rule focusing on name and email for initial checks).
• Regularly review flagged contacts/organizations to determine actual duplicates and take appropriate actions (merge, deactivate, etc.).
• Refine your rules over time based on real-world data and your organization’s specific needs.