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Connecting a Form With a Person

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Associating Entries with People

Breeze will automatically attempt to associate an entry with the corresponding profile.1 If Breeze is unable to find a match automatically, you can associate an entry manually by using the following steps:

  1. Navigate to "Forms."
  2. Click "View Entries" under the form you'd like to view the results for.
  3. Click "Connect" under the name you'd like to associate.
  4. Click "Existing Person" to select the person in the database who filled out the form.
1 Our automatic association looks first for a match of the person's name. If found, Breeze will look for a matching email address or street address. If either of these is found, Breeze will attempt to associate the entry with the corresponding profile automatically.

Create People from Form Entries

It may be helpful to create a new person's profile based on the information they provided in the form. This may help when:

  • A church has created a form primarily for adding new records to Breeze
  • An individual registers for an event, and that individual was not previously in the database

To create a profile based on a form entry:

  1. Navigate to "Forms."
  2. Click "View Entries" under the form you'd like to view the results for.
  3. Click "Connect" under the name you'd like to associate.
  4. Click the "New Person" button; Breeze will display fields for adding in that person and attempt to populate the fields based on the submitted form data automatically.1
  5. Modify any information as desired and click "Create Person." 

Disconnect Form Entry from a Profile

At times it may be helpful to disconnect a form entry from a profile based on the information they provided in the form. This may be helpful when:

  • A church has connected the entry to the wrong individual in the database (See note above, "Associating Entries with People")
  • Individual registers for an event but does not need to be eligible for check-in to the event (Check out Event Check-in Eligibility  for more information)
  • A church wants the information from the form but does not want to connect the profile to the database
  1. Navigate to "Forms."
  2. Click "View Entries" under the form you'd like to view the results for.
  3. Click "View" next to the name of the individual you'd like to disconnect.
  4. Click "Disconnect" in the right corner.
A profile has to be connected first before you will be able to disconnect the entry from the profile. If you do not see the option to disconnect after following the steps above, the profile may not have been connected yet.
If Breeze cannot find someone in your system with the information submitted in the form, it will give you the option for manual association, where you are then able to connect them to someone already in your database or add someone new! Breeze will automatically attempt to make an association between a form entry and profile when the following fields are filled, in both in the form and in the profile:

  • Name

  • Email and/or Address

Here's an example of what this looks like:
mceclip0.png

1 When looking to match the profile fields with form fields, Breeze looks for matching field names. For instance, if your profile field has a "Gender" field and you create a "Gender" field in your form, Breeze will see and attempt to reference that when matching the fields.
For example: If you create a profile field that is a "Text" field for "Allergies" then your form must also have a "Text" field that's called "Allergies" for that data to transfer over. Any alternate spelling, extra spaces, or extra characters (such as a ! or ?) will break the connection. They must be exact. Information can be pushed from a form entry to update an existing profile or can be used to create a new person profile.

Breeze will only attempt to make an Automatic Association when a form entry is not attempting to update, add, or remove information from a Profile. If new data is being introduced in the form entry that is not in the entrant's Profile, then Breeze will either offer a manual association with suggestion or manual association without suggestion.

A few field names have special behavior associated with them; for a list of special field names, see below:

Field Name Description
Home Phone Form fields with this name will map to the profile's "Home" phone number field
Work Phone Form fields with this name will map to the profile's "Work" phone number field
Mobile Phone Form fields with this name will map to the profile's "Mobile" phone number field
Cell Phone Form fields with this name will map to the profile's "Mobile" phone number field
Phone Form fields with this name will map to the profile's "Mobile" phone number field
Birthdate Form fields with this name will map to the profile's "Age" field (expects a date format)
Birth Date Form fields with this name will map to the profile's "Age" field (expects a date format)

 

 

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