Product: ImportOmatic
Description: Address Processing Rules are available under the Profile Navigation pane processing options within each profile in ImportOmatic. Setting these options allow the user to control address processing behavior. The range of control can include using the Similarity Simulator to indicate how sensitive IOM is to changes presented by incoming addresses as opposed to an existing address on the constituent record.  The user can also decide how to handle addresses regardless of the Similarity Score. Additional rule settings will also allow control over how IOM will handle a previous address when a new address record is being established.
Version: All
Environment: All

Answer:

Each Address Processing rule option is listed and explained below:

Starting with IOM version 2.3, there are options that do not take the Similarity Score into account.

A. Always add new addresses for constituent record type
B. Always show advanced address processing form

With these two options, IOM does not calculate the Similarity Score, it simply adds a new address, or shows the advanced address processing form.

Calculate Address Similarity Score. If new address scores below the Address Similarity Score threshold:

This option is in place to allow a selection to be made based on the following:

A. Always add new addresses for constituent record types
B. Show advanced address processing form
C. Always ignore new address information
D. Update Existing addresses that meet or exceed the Similarity Score with the new address data

In order to decide which option is best, the address data that is being imported should be considered.

Option A - "Add as a new address", will add each address that is mapped in the data file to be imported as the Preferred Home address unless you have mapped another type for the address or designated that the incoming address should NOT be the preferred address in your profile mapping.

Option B - "Show advanced address processing form", will allow the advanced address processing form window to appear when there is a "significant change" occurring within the address line. The advanced address processing form allows new address information being presented to the constituent record to be viewed, edited, or added with the user's approval instead of automatically adding without any input from the user, such as what occurs with Option A.

Option C - "Always ignore new address information", this option may be selected when the address is being mapped in the profile for matching purposes only and does not need to be updated to the database. This option will allow all address information, although mapped, to be ignored and not added to the database during the importing process.

Option D - "Update existing addresses that meet or exceed the Similarity Score with the new address data", this can be selected in addition to the above options. The above options are active when the new address data is below the similarity score. This option will update the existing address when the score is above the threshold.

There is also a check box located at the bottom of the "Addresses" processing rule options pane titled "Ignore New Addresses with No Address Block" - This option will allow IOM to skip prompting regarding blank addresses.

Making selections regarding the previous address: 

If a new address is being designated, IOM allows options to be set for how to handle the previous address under "New Preferred Address" in the profile navigation pane.

The options available in this section are as listed below (you may select as many of these options as needed):

A. Uncheck "Send Mail to this address" - This option will allow the Send Mail to this address button to be deselected on the previous address, so that it will no longer appear as an address where mail can be sent.

B. Set "Type" to (drop down table of address types available with this option) - This option will allow a type such as "previous address" or "former address" to be added to the address record that is no longer the preferred address record for the constituent.

C. Set "Date to" to current date and set "Date from" on new - This option will allow the "Date To" field on the previous address record to be populated with the date the import is run. At the same time, the "Date from" will be populated on the new incoming preferred address record.

D. Copy attributes to new address - This option will allow any address attributes from the now previous address record to be added to the new preferred address attribute tab on the address record.

E. Copy phones/emails to new address - This option will allow any phones/emails existing on the now previous address to be added to the new preferred address record.

F. Copy the data to a new alternate address record and update the existing preferred address record to preserve links when the imported constituent is an individual.

G. Copy the data to a new alternate address record and update the existing preferred address record to preserve links when the imported constituent is an organization.


Making Selections When The Same Phone/Email Type Being Imported is currently in use on the record:

Option A. Ignore New Value - This option allows IOM to view the record and compare the type that is mapped to the phone/email in the data file and if the type is already in use on the record the value from the data file will NOT be added.

Option B. Update Existing (checkbox) Move Old Value to an Attribute: (drop down menu of address attribute categories available) - This option allows IOM to view the record and compare the type that is mapped to the phone/email in the data file and if the type is already in use on the record, the phone/email associated with the type will be overwritten with the phone/email value from the data file. If the additional check box option is selected, before the existing value is overwritten, the existing value is moved to the address attribute tab and associated with the attribute selected in the drop down field, whether it is a phone number or email address.  ***Note: When the address attribute is selected, the address attribute selected must be both a table address attribute and linked to the phone type table in RE.

Option C. Add new value as attribute (drop down menu of address attribute categories available) - This option allows IOM to view the record and compare the type that is mapped to the phone/email in the data file and if the type is already in use on the record, the existing value will remain unchanged and the value being imported from the data file will immediately be added to the address attribute tab and associated with the address attribute selected in the drop down field, whether it is a phone number or email address. ***Note: When the address attribute is selected, the address attribute selected must be both a table address attribute and linked to the phone type table in RE.

Option D. Assign available matching phone type with a different number - This option allows IOM to view the record and compare the type that is mapped to the phone/email in the data file and if the type is already in use on the record, IOM will select a matching type and associate the matching type with the incoming phone/email value being imported to the record.

***Note: The format of the available matching phone/email type must be "label(space)#", For example - if the type that is mapped is "Home" and "Home" is found to be in use on the record already, IOM will look for an available matching type of "Home 1" "Home 2" or "Home 3". If the matching type is not in the correct format, IOM will be unable to locate an available matching type to use.

There are two other check box options that can be used with Option D:

1. Start at lowest number if specified phone type is in use -This additional option allows IOM to look for the lowest numbered available matching option in ascending sequence.

2. Create new phone type table entry if all matching types are in use  - This additional options gives IOM the ability to create the correctly formatted available matching type if it is unable to locate an available matching type to associate with the incoming phone/email value from the data file.

Refer to the ImportOmatic User Guide for additional information.