Portal Setup & Rollout

Database Administration

Since people can add themselves to your database from Portal, this raises the potential for duplicate records to be added to the database. You must be diligent about reviewing every new person added via Portal and take action ASAP to eliminate duplicates.

Identifying Duplicate Records:

Whenever a new person adds themselves through the Portal, they will appear as a New Portal User on the home screen of Elexio Database. To avoid duplicates, we recommend you review this area regularly. For instructions on using this area to change permissions, statuses, and so on, please see the "Portal and Mobile User Activity" heading at the bottom of our article on the Database Home screen.

Whenever an account is created via Text to Give, that account is given the status of Portal/Mobile, but is not given a role. This means they will not have access to the mobile application or portal by default. Because of this, these accounts also will not display in the home screen Smart Part. That is only for accounts with a Portal/Mobile security role, which cannot be added via Text to Give. To avoid duplicates here, we recommend using reports to identify these new accounts.

The Updated By info for those accounts will indicate "Text to Give", therefore you can run reports to find these accounts:

  • CS0123 can be run adding:
    • Updated By > equals > Text to Give filter (unless updated after text to give donation was made)
  • FCR3301 can also be run using:
    • SMS Donation > Giving Method
    • Status > equals > new Portal/Mobile user and
    • Status as of field

Additionally, we've created several reports you can use to find potential duplicate records. Under the Reports tab, keyword search for the report titled "Duplicate Names - CS0126" or "Duplicate Names with the Same Birthdate - CS0125." 

Merging Duplicate Records:

Elexio Database includes a Merge Tool which allows you to combine duplicates into one record. More Information about this tool is available here.

Profile Validation Smart Part:

When you enter Elexio Database, you will see the Profile Validation Smart Part. It allows you to quickly manage new users with Portal and Mobile access (usually created via Portal, Mobile, or Guest Giving). Use this Smart Part to make sure that newly created accounts are not duplicates and are set up with the appropriate Security Role and Status. You can quickly access their profile, filter them by Security Role, Status, and date added. You can also set processes (like sending follow-up letters). 

The Smart Part lists all people with either a Status of "New Portal & Mobile User" OR a security role of "Portal & Mobile (limited access)". The limited access role differs from the standard role in its restriction of access to contact info in Mobile, the inability to email users via Portal, and the inability to see the Portal Directory.   

You can use this tool to easily change status and role.

  • Change all users at once by clicking the Apply buttons at the top or you can change individual statuses and roles on each row.  
  • Once you have changed the appropriate information, click "Validate" to confirm. The next time you load the Home Dashboard, the validated user entry will no longer appear in the box. If you need to make further changes after validation, you can make them on the user's entry on the People General screen.
  • If a new user's entry does not need any changes, you can remove the new user from the Smart Part by hitting the "Validate" button. Reload the Home Dashboard for the entry to disappear.
  • If you would like to see a list of users with the New Portal and Mobile User status please use Custom Searches or Reports. We have already built a list for you called “New Portal & Mobile Users”.

Things to Note:

  • By default automated processes are activated and thus displayed with a tiny lightning bolt next to the status column. Keep in mind that if you have any automated emails or letters that are setup for selected statuses they will be sent unless you Clear the Automated Processes box.  
  • Because an email address is needed to access the software, if a donor did not provide an email address, you will not be able to assign them a security role.
  • If you want to remove a user from the Smart Part but don't want them to have access to the Portal directory, you no longer have to create a new role that restricts access to the Portal directory.  Go into the user's entry on the People screen, change their status to the one you created, and change their security role to something other than New Portal/Mobile User. 

Someone's information isn't displaying in Portal or Mobile. Why?

In order for someone to show up in the online directories in Portal and Mobile, they must meet two criteria:

  1. They must have a status that is included in the list of Status codes that are authorized to appear in the directories. 
    • For example, by default the Database allows the status codes of "Members" and "Regular Attenders" to be included.   
    • However, your church is free to choose any Status codes you wish to be included.  To change the list of statuses: 
      • In the Database go to: Administration > Codes > Status.   Select the status you want to include and make sure it is part of the code group called  “Include in Online Directory.”   This is a system group the Database and Portal use to control the directories.
      • You may want to go through each Status and check this setting.  For example, make sure you aren't including statuses of people who have left the church or died.

  2. They must have "Include in public directory" set in Portal (This is done by the user through Portal) or it can be changed in the Database (People > General Info > Include this person in the directory).
    • Keep in mind that someone may appear in the online directory in Portal and Mobile regardless of their privacy setting in number 2 above.   You can be granted permission to view people who are not included in the directory IF you have a security role (such as Power User, Standard User, etc.) that includes authorization to “View Private Information.”  
    • This permission should be granted to pastors and staff who can already see that info in the Database!  If you are an admin and want to check this Security setting:
      • In the Database from the Home screen click on Common Tasks > Manage Security Roles. Select a security role to work with, then go to the Portal section and check the view for “View private information.”   These setting will apply to the directory in Mobile too.  
    • If phone numbers, email addresses or other communications are not appearing in the directory for certain individuals it's because they are marked as private.  Each person needs to change their own privacy setting for each phone number, email address, etc.  OR the church staff can change it in the Database.  Just click on the pad lock icon next to each 

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Last Updated: 8/17/15

This article is intended for: Implementation Administrators