Converting Constituents to Relationships

Joanne Felci · March 2022

I know you can convert a relationship record to a constituent but can you go the other way? We have hundreds of spouse records that did not need to be a full constituent record and would rather they be relationship records but do not want to have to create them all if there is an easier way.

Anyone know if this can be done and how

Sandy Moore · March 2022

Hi Joanne. I can tell you how I do this; there may be others who do it differently or know a different way.

First though, be aware that if you do this, you must be careful not to lose spouse data accidentally. Only experienced trained RE users should do this. Here goes:

Open the spouse record from the primary constituent tab and open “relationship" in the menu bar. You will see an option that says “Break link with (the spouse)."
Choose this option, BUT MAKE SURE YOU CHOOSE BREAK THE LINK ONLY at this point. don't break link and delete.
Once you break the link, the basic demographic data for the spouse is brought into the primary constituent's record as a non constituent spouse.
Now, go back to the separate spouse record. Since it is no longer linked, you will need to find it - the arrow in the relationship record won't work anymore.
Double check that you have everything you need from that record. That any separate gifts have been merged, desired contact info and attributes etc transferred.
Once you are certain there is nothing you need from the old spouse record, you can delete it.

Joanne Felci · March 2022

Thanks for the reply! I was hoping there was a magic button but this would work, depends how much work we want to put into it.

Joanne Felci · March 2022

Are you doing this from Web view? I'm not seeing the Break Link with Spouse that you mention. Could you do a screen shot of what you mean?

Joanne Felci · March 2022

never mind screen shot - I figured it out ?

JoAnn Strommen · March 2022

I used similar process and worked pretty well for cleaning up quite a few old records that had not been properly handled.

I think I did work on spouse record first as I remember using the break link and delete record option.

Sandra Moore · March 2022

JoAnn Strommen:
I used similar process and worked pretty well for cleaning up quite a few old records that had not been properly handled.
I think I did work on spouse record first as I remember using the break link and delete record option.

Yep, that works too! ? In fact, I tend to use this order more now, but when training, I encourage delete last until they are experienced. Then, if they miss something, they can still grab it. Practice without irreversible consequences. Eventually, we all get to the point where knowing what to move and how to move it is second nature.

Sandra Moore · March 2022

Joanne Felci:
Thanks for the reply! I was hoping there was a magic button but this would work, depends how much work we want to put into it.

If you have many many of these to clean up, you can do a mass export/import/update using the Admin/Import tool. But, setting that up requires care and testing records. It will be far easier to understand exactly what you need to export/import/update after you have fixed a couple dozen of these manually and worked through the different scenarios that exist depending on what kind of activity has taken place in the years their records have been separate. If anyone is pressing you to get this done, one of my favorite explanations is “this is a project, not a task.” And this definitely is a project! A good, careful, focused day long project at least if you are dealing with hundreds, not a two hour job.

Joanne Felci · April 2023

does anyone happen to know if there is a way to do a similar thing for Events - for example we have thousands of full const records that only have an event record on them - no gifts, no notes, nothing else. Can these be converted to a participant record on the event and then delete the const record? I want a record of who was at the event but after so many years of no gifts and just this event on their record it seems a waste.

I guess I could export their data and then import them as participant records on the event then delete the const records but I wondered if there was an easier way or what do others do

Converting Constituents to Relationships

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