Best Practices regarding account notes - eCommerce Duplicate Info Submitted Info Name:

Angela Holt
Angela Holt
Fifth Anniversary Kudos 1 Participant Facilitator 1
in Blackbaud eTapestry® General Discussions
Hello Folks!


Our database is cluttered with journal entries for duplicate information that eTapestry automatically records, so am I curious, does anyone have a recommendation on whether these entries should be kept within constituents journals or whether your organization deletes them after checking the duplicate information?


Here is an example of the type of JE Note that I am referring to:


eCommerce Duplicate Info

Submitted Info

Name: Paul Smith 2105226

Address Lines: 0071 Rolling Way

City: Fishers

State/Province: IN

Postal Code: 46037

Country: US

Email: etc etc @ etc.com

Voice: 1111111111


Matched Persona Info: Personal (Primary)

Name: Paul Smith 2105226

Address Lines: 0071 Rolling Way

City: Fishers

State/Province: IN

Postal Code: 46037

Country: US

Email: etc etc @ etc.com

Voice: 1111111111


Many thanks

- Angela

Comments

  • PATRICIA ALDRICH
    PATRICIA ALDRICH
    Ninth Anniversary Facilitator 1
    Great question. I'd love to hear what others say since we have this issue too. We keep the notes, mostly because we have a very small staff and are underresourced, and they clutter the database. But we aim to clean things up.

    Trish

    Ipswich River Watershed Assn
  • Gabriele Wessendorf
    Gabriele Wessendorf
    Tenth Anniversary Facilitator 1 Loyalty Badge
    I see no reason to keep many of the automatic note entries the database creates, especially in the case when two accounts are joined together; head of household or when you separate joined accounts. It is useless information since the system already tells you the account is joined in a household. When two accounts are merged together it creates an entry as well. I delete them all. It’s clutter and not pleasing to look at. Once in a great while I may keep the entry that merges two accounts together when the information is useful but generally it is not. I wish this would be eliminated or at least give the option.

    In the case of the AddressFinder (NCOA) routine, I think the note entry it creates is useful and relevant information, to know the previous address. This is one exception.
  • Angela Holt
    Angela Holt
    Fifth Anniversary Kudos 1 Participant Facilitator 1
    Thank you, Gabriele, for your response! I am finding that journal entry reports are such a mess from these additional data entries, which do not need to be there as really there is nothing to be gained from keeping them. I will however follow your suggestion regarding the address finder as these updates are useful.


    Patricia - thanks for responding too, it is helpful when people also share that they are experiencing the same issue, even if they do not have the answer! ☺


    Best

    - Angela
  • Peggy Skillicorn
    Peggy Skillicorn
    Eighth Anniversary Facilitator 1
    Hello-- I delete the duplicate info entries--- after scanning very quickly to make sure there isn't a minor difference--sometimes an email or phone number may have changed. I do not like my Journal page to be cluttered with these pieces of information that were necessary for recognition purposes, but are not necessary for any future purpose--- I have donors that regularly donate through our website and each time an ecommerce duplicate happens-- It is a wonderful double check, but not a needed permanent record. in my opinion
  • Theresa Williams
    Theresa Williams
    Fifth Anniversary Name Dropper Facilitator 1

    @Angela Holt Do you have to delete all of them individually?

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