Connecting a Form With a Person

Associating Entries with People

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

  1. Navigate to "More > Forms."
  2. Click "View Entries" under the name of 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 are found, Breeze will attempt to automatically associate the entry with the corresponding profile.

Create People from Form Entries

At times 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 into 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 "More > Forms."
  2. Click "View Entries" under the name of 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 automatically populate the fields based on the submitted form data.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")
  • An 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 "More > Forms."
  2. Click "View Entries" under the name of 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.

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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Comments

29 comments
  • There is no "connect" under the name of the form respondent - it just says "not connected to a profile" with nothing to click.  Can you help?

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  • Hi @erika!

    Absolutely! This sounds like a permission setting issue that is not allowing you access to be able to edit the entry. This is a simple fix that I am happy to help with! In order to connect the name, the permissions for Edit Entries needs to be selected under Forms as seen below: 

     

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  • Hi - me again - I'm not seeing "Edit Entries" in Forms at all - can you advise?  Thanks so much.

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  • @erika

    I think this is best answered through an email from Support. Please be looking for one soon! 

    Happy Breezing!

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  • By looking at the members account how do I know the children have filled out their form? How can it be linked?

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  • Hey @Alma, when viewing the profile of someone who has filled out the form, you'll see some options on the left.  Click the "more" dropdown and then select "forms". 

    Any form that has been linked to an individual will show up here. 

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  • Is it possible to connect one form to multiple profiles? For example, we have one child/youth registration form per family, so it denotes an option to put information in for "child 1, child 2, etc" if families have more than one child. Would we be able to connect those forms to each child's profile, or would we have to do a separate form for each child? Thank you!

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  • Hey @necchurch! At this time that is not a current feature of our forms in Breeze. When syncing a form result to a profile, Breeze will only allow for one profile to be created from the results.  While you can use one form to register multiple people for one event. If you are wanting to connect the form to each child's profile best practice would be to have each person fill out their own form. 

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  • I created a form that has the necessary information to create a new profile for a new member. The birthday field is not carrying over to the profile. How can I make that happen?

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  • @asstclerk

    No problem! You'll want to make sure that you're using the correct Verbiage (Birthdate) so that Breeze can recognize what the information is. If you use this, you should be good to go!

    Blessings!

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  • We are trying to use forms to update our volunteer profile information.  We have about 10 ministry areas, with 5-10 possible ministries under each area.  We have created profile fields for each area with checkboxes for the possible ministries under the area.  Now I've created a form that duplicates the fields and checkboxes.  When a connect the form to a profile it seems to work fine to check the boxes in the profile--but the reverse doesn't seem to be true.  We anticipating using this form annually with people changing what they are willing to do. That means if the form is blank, then the checkbox in the profile should be "unchecked".  Doesn't seem to work that way.  Help!

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  • Hey @techsupport!

    Thanks for reaching out. Happy to help! Would you be able to reach out to our Support team with a few more details?

    What is the checkbox named? What is supposed to be checked and what is not supposed to be checked? A screenshot and a few examples would be most helpful so that we can see if this is unexpected or expected behavior.

    We will figure this out together!

    Happy Breezing!

     

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  • Is it possible to "not" have Breeze automatically associate the information in a form with profiles?

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  • @Inathan

    Great question! If Breeze recognizes a profile within the platform, it will automatically associate. However this can be disconnected if you choose. Unfortunately, there is no way to prevent it from trying to make this association.

    We apologize for any inconvenience that this may cause!

     

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  • Manual association without connection: 

    Can't connect people, their names do not appear automatically and when I add the first and last name manually, the rest of the info doesn't appear under new person, just added. 

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  • In creating a form for parishioners to update contact information... we keep both mailing address and physical address or alternate address in our system. We have snowbirds who go south and also a few who have PO Box for mailing. If I drag the address field over into the form but rename it mailing address... will Breeze still associate it with a person in the address field? Or do I have to keep the term "address" and explain in a note to the person filling out the form that this field is for mailing address?

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  • @kathleencapshaw

    The address field in Forms will only connect to the primary address field in the Profile. Take a look here for a better example of how to do this: https://a.cl.ly/yAu24koz 

    Cheers!

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  • Hi.. thanks for the video... in your example with the text box and secondary address... that is how I planned to do it but I was unsure if I renamed the address field to mailing address and the field in Breeze was still address would they connect to each other?

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  • @kathleencapshaw

    Nate here with Breeze Support.  Great question!  And you're on the right track here.  So, unless you update both of them to mailing address, they will not connect to each other.  Breeze will only recognize, and therefore connect, those fields that match 100%.  

    Breezy Blessings!

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  • It would be really useful to get a notification when there is a form entry that needs to be connected to a person in the database, sort of like how you get a notification in the On-Line Giving section that a donation needs to be matched to a donor. Right now, I can't tell they need connecting until I actually open the forms.  It should also direct you to the form that need connecting.

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  • @office


    I'm glad you asked! In the Form Settings, you can set an email to have notifications sent. This won't be specific to the ones that need updating or matching, but it will at least give you a notification system to know that the form is being filled out and there could be potential updates that need your attention.

    Hoping that helps!

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  • Hello - I would like to piggyback on the comment by @office on June 30th. I have the same question/ comment and would love a way to see an overview or snapshot of persons needing to be connected within forms instead of having to open each form. We have approximately 50 forms running at any given time and this would be a nice feature to save time and keep the data updated.

    Thanks!

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  • Hey @skaraba!

    Thank you for this additional feedback! We so appreciate this! I love this idea and would love for you to share it with our whole team! Check out how you can do that here: https://app.breezechms.com/features 

    Happy Breezing!

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  • May I speak with a person?

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  • Hey @jwgems!

    Absolutely! We would be more than happy to speak with you! :) 

    This resource provides all the ways that we are available to serve you! Feel free to click on this link and choose your preferred contact method: How Do I Contact Breeze?

    We look forward to speaking with you soon!

    Blessings,

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  • We use Breeze Forms to capture online orders for our public suppers. The form collects a person's name, e-mail, address, phone, dinner selection and method of payment. The e-mail address is required so we can send a confirmation of the order.

    We just had a report from one of our members who said that a few months ago they placed an on-line order for a meal for another member who does not have e-mail - but in the form, since it is required, she used her own e-mail.  The problem is that we recently used Breeze to send out our giving statements via e-mail and the person who placed the order received her own statement as well as the giving statement of the person she ordered a meal for a few months ago.

    The situation appears to be the following (names are fictional):

    Jane is a member but has no e-mail setup in her People record.

    Ruth is a member who does have an e-mail setup in her profile.

    Ruth placed an online order for Jane.  In the order, she put Jane's name in the name field and her own (Ruth's) e-mail in the e-mail field.

    When the order was placed, Breeze sent Ruth the confirmation of the order she placed for Jane.

    When the giving statements were sent out via e-mail, Breeze sent the giving statements for both Jane and Ruth - to Ruth.

    I checked the People record for "Jane" and it now shows "Ruth's" e-mail in her contact information.

    I suspect that when Ruth placed the order and used Jane's name in the Name field of the form, Breeze updated Jane's contact information with Ruth's e-mail.

    Is there a way to prevent Breeze from updating a person's record automatically?  Would the answer be to simply give the field names in the form a different name than the field in the users record?  Example: when creating the form, create a field named "confirmation_email" rather than just "e-mail"

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  • Hi @larryholman!

    I can imagine this being such a headache when the wrong person was sent a statement! I'd love to answer these questions and offer some assistance to prevent this from happening again!

    I'll be reaching out to you directly, as I believe I'll be better able to serve you in that way :) 

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  • Hi!

    I have my church members completing an intake form on our website to get them into Breeze CRM. So once they complete the form, click connect and add a New Person, some of the data from the form doesn't pull over in the new person profile. Can you please help?

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  • Hey @carlos! 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.

    Hope this is most helpful!

    If you have more questions, please reach out to support@breezechms.com

    Happy Breezing,

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