Product: Omatic Cloud
Description: This solution presents instructions on mapping to "Edit if matched" in OC for BBCRM
In Omatic Cloud for BBCRM, you have the ability to control whether you'd like to edit existing BBCRM records with data from your source or add the incoming data to the constituent when a match is identified.
It helps to understand how records are matched when importing into BBCRM from the source system. When a constituent record is imported:
- If the record is NOT matched to an existing BBCRM constituent record, it is considered "new"
- If the record IS matched to an existing BBCRM constituent record, it is considered "matched"
If the constituent is matched, further match detection takes place for the data underneath the constituent record, based on the associated data’s match settings. For example, the incoming constituent record might have an associate email address. The “Constituent / Email Address” match settings might be configured as follows:
With these settings, the matched constituent’s email addresses will be evaluated to look for a match on the incoming “Email address” field. If the existing BBCRM constituent has an email address that matches the incoming “Email address” field, the incoming email address is considered “matched”. If the existing BBCRM constituent does not have a matching email address, the incoming email address is considered “new”.
When the top-level constituent record is matched, you can control whether the constituent fields are edited on the matched record—i.e. whether the incoming data is applied to the matched record.
- If this field is set to “true” (“yes” or “1” will also work), the constituent data on the incoming record is applied to the matched BBCRM record. For example, if the incoming “First name” or “Middle name” differs from the existing first or middle name, the existing record will be updated.
- If this field is set to “false” (“no” or “0” will also work), the constituent data on the incoming record is NOT applied to the matched BBCRM record. Using the example from the prior bullet point, the differing incoming “First name” and “Middle name” would not be applied to the existing record—the existing record would remain unchanged.
Note: The "Edit if matched?" only applies to the other fields in that grouping ("Last name", "First name", etc.). Other field groups (e.g. "Constituent / Email Address", "Constituent / Phone") are evaluated independently. This supports scenarios where a formula should NOT change a matched constituent's name fields but SHOULD apply other data changes (e.g. new email address, edit to an existing email address)
When associated data on the constituent record is not matched, you can control whether the incoming data is added as a new record to the constituent record.
- If this field is set to “true” and the associated data record is not matched, it will be added as a new record on the constituent. In the above example, this means the constituent email address would be added.
- If this field is set to “false” and the associated data record is not matched, no action will be taken—i.e. the incoming record will be ignored.
In more advanced scenarios, you might want to control whether a record is added or not, based on some value in the incoming data. For example, you might want to only add a physical address if it contains a street address. This would be configured as follows:
With the “Data transformation” configured something like this:
For any BBCRM destination formulas where the "Edit if Matched" field is mapped or defined to "true", the platform will disable the "Add New" button within the 1:1 Match Grid and the 1:Many Match Grids. This was completed to prevent any unwanted duplicates from being processed to BBCRM. Users will still be able to add new constituents when records are routed to the New Record Bucket.
However, if the formula does not have the "Edit if Matched" fields mapped or has the "Edit if Matched" fields defined with a value of "false" for BBCRM destination formula type, the "Add New" button will be enabled within the 1:1 and 1:Many Matching Grids.