Keywords: company records; association; disassociate; DCM tickets; data change management; read only; InterAction;
Contact records on InterAction being disassociated from Company records
When a client receives a registration or a preference form from you and completes their details on the form, that data is submitted back to InterAction by Vuture.
If your client changes the Company they work for on that form, for example enters just Barclays instead of the record you have (which may be something like Barclays Corporate Finance) InterAction believes that they have moved Company because the new record does not match.
The resulting action that the database takes is to disassociate them from Barclays Corporate Finance and associate them with a record (if it can find one) called Barclays instead. If it cannot find a Barclays, or there is any doubt about which Barclays if there are several, it will create a Data Change Management ticket of Unassociated Company and ask the Data Steward to find the correct company and associate the person to it.
Depending on the level of DCM set which applies to the contact, the ticket could be rejected quite quickly.
If you are experiencing an issue in InterAction where contacts are disassociated from, then re-associated to, their company on every form submission, even if they didn't change anything in the form then please contact Vuture Support as there is a configuration setting ("Admin.System.InterAction.Pass the `companyName` to `editListingNames`") that passes the company name to each InterAction request which can solve this problem.
Prevent people being disassociated on the RSVP Prefilled Form
One way to prevent people from being disassociated from their current company is to make the Company field “read only” on the RSVP Prefilled form.
This means that the client would be unable to enter the Company name in short form, or overtype the Company name you hold.
There is a potential drawback to this. It means that clients could not correct for themselves the way you are holding their Company name and could not therefore contribute to the accuracy of your database. If, for example, a Company has recently changed its name from Barclays Ltd to Barclays Plc, your clients would not be able to edit that on their copy of the RSVP form.
To mitigate this, you could include a link to another form where the prefilled contact fields are not “read only” so for those people who specifically wish to “Update my details” they can.
Prevent people being disassociated on the RSVP Blank Form
The suggested solution of making some fields “read only” will not work on the blank form. You cannot make any of the fields “read only” on a blank form or they will remain blank.
If your client forwards your invitation and RSVP form to a colleague who is already known to you and on your database, when the colleague completes the RSVP it is likely that they will not enter exactly the same details as you are currently holding for them. Typical of this problem is people entering just Barclays, for example, in the Company field, not Barclays Corporate Finance. If this happens, they will cause a disconnect on InterAction and generate the Unassociated Company DCM ticket. They will then have to be re-associated with Barclays Corporate Finance by the Data Steward.
How can InterAction DCM assist?
In every instance of InterAction there is a DCM rule set called Default DCM. This is often switched off. DCM rule sets are then applied to contact collections such as Client, Key Client, Prospect and so on, with varying levels of management called Highly Managed, Managed or Partially Managed and Unmanaged.
Vuture respects all DCM rules that are set on your InterAction. If a contact who is a Client attempts to change their details via Vuture, InterAction will recognise that they are a client and the appropriate DCM rule set will apply. If, however, a contact does not belong to a contact type or folder that has DCM applied to it, and the default DCM rule is switched off or too weak, then no DCM will apply and changes to the data will be accepted without generating a ticket.
One suggestion from Vuture therefore, is that you ensure the Default DCM rule set is switched on and covering contacts who may not be in folders which are covered by other DCM rule sets. This will increase the number of DCM tickets you have to handle, so work with your LexisNexis client adviser and discuss this possible solution with them before you undertake it. Making the prefilled contact fields on your forms Read Only is going to be a solution that carries less impact on your Data Steward's time.
