Users want to know how to link and merge records when Raiser's Edge and Luminate Online are integrated using the RELO plugin. What are the best practices and scenarios to consider when processing event data.
Any new or existing constituents from Luminate Online (LO) will sync to the RELO plugin to ensure your two databases are equalized. Before you process constituent information in RELO, you can view any possible duplicate records and choose to merge that information as a single record, or save them as separate records. You can also manually link the constituent information from Luminate Online to an existing record in The Raiser's Edge (RE) to avoid potential duplicates. Users should ensure their default search criteria is correct (navigate to the Options button, Constituent Matching) by selecting the appropriate fields to match potential duplicate records syncing to RE.
When you merge constituents in RE that are linked to constituents in LO, the constituents are merged in LO as well. In RE you have the option to merge and delete the secondary record during a merge. When a linked record in RE is deleted this triggers the Luminate Record to be marked as 'removed'. As a best practice, when you have two records in RE, always merge into the RE record that contains LO information (such as a Luminate ID). The merge will take place in RE and any changes to the record will sync to LO, but it will not remove the record. If both records in RE contain LO info, then merge the older record in to the newer record. In this case, the newer record would be the surviving record.
TeamRaiser When a pair of records is identified within RE that need to be merged it is important to look at the linked LO records and determine if one of the LO records must be kept. Most often your constituents are only interacting with one of the duplicate records from Luminate. Users need to consider this when choosing what Raiser's Edge record to keep as the master record. If you merge the other way, the record that the constituent was interacting with will no longer exist. This can lead to loss of personal pages, lost data, and a changed username and password, for example.
Data to check to identify the record the constituent may be interacting with. • Last Login date • Last TR registration Date • Last Gift Date • Is there a password configured? • Is the username a series of numbers (likely autogenerated) or something that looks human generated, e.g. an email address.