By default when a contact completes a form we perform a lookup based on email address and last name to check for any existing records. This setting is found in  Admin>System>Interaction>Perform duplicate contact lookup. 

If you uncheck this option, all new form submissions will create a new contact record in InterAction.

• If we cannot find a match we submit a new contact to InterAction. Your data change management process takes over.
• If we find exactly one match, then we update this contact in InterAction.
• If we find more than one match, we limit the number of returned possible matches to the oldest ten records based on the InterAction Contact ID for further processing. 
• Within the possible duplicates or the ten oldest duplicates, Vuture compares the first name. If we find an exact match we will update this contact in InterAction. 
• If we don't find any exact matches at this stage then the very first (oldest InterAction record) will be updated if Admin > System > InterAction > Pick the first duplicate is enabled.
• We then send an email to the data stewards highlighting a possible duplicate and which contact was chosen as a match. To add or change the email address you can find this Admin>System>InterAction>Data steward email address

 

Contact company update

By default Vuture will attempt to update a contact's company whenever the contact submits a form. The setting for this can be found  under Admin.System.InterAction.Pass the companyName to editListingNames.  

If a contact misspells their company or spells it differently to what you have in InterAction this can cause duplicate companies. You can uncheck this setting to prevent this from happening. Preferable behaviour is to uncheck the setting.  Therefore don't pass the company name.  

When the value is unchecked we will look up whatever the user entered into the company field.  If there is one company with that name we will use that company ID, instead of the name, to link the person with the company.  If there are several matches we will continue passing the company name and let IA decide.

(The system was originally set to create a new company record.  When we created a configuration option we set the default to On so it didn't change existing behaviour.)

 

If you disable the duplicate contact lookup setting as well as this option it will create a new contact with the company field in their contact but the contact will not be associated with a new company.

 

Prefilled Forms