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Updating People from Form Entries

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Often it can be helpful to update a new person's profile based on the information they provided in the form. This may be helpful when:

  • Someone fills out a registration form, and their phone number differs from what you've stored in their profile
  • You want to collect specific information, like allergies and have it transferred to a field in their profile

To update 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) to connect the form entry with a profile in the database.
  4. If any form data doesn't match their profile data1, Breeze will prompt the user to ask if they want to update the profile based on the form data. Note: When this connection is made, it cannot be undone. A helpful solution might be to export your people data before connecting the forms so that you don't accidentally replace data with no way to restore it.

 If you need to update a profile that's already been connected to a form:

  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 entry you'd like to have updated the profile.
  4. In the bottom left, click the arrow next to the "Edit" button and select "Update Profile."

Linking Form Responses to Breeze Profiles:

In order for the information on your Form to update the information in your profiles, there needs to be an exact match of the following items:

  • Name & Spelling of the Field
  • Type of the Field
  • Order of the Options (if Dropdown, Multiple Choice, Checkbox, etc.)

If you use multiple "Email," "Address," and "Phone" fields and you do not rename them something like Person 1 Email, Person 1 Address, or Person 1 Phone, the system will use the last Email, Address, Phone field as the one it uses to connect and update the profile with.

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:mceclip3.png

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 a suggestion or a manual association without a suggestion.

For more information on how this is done, check out this Help Center article:
Connecting a Form with a Person

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
Name Only one native "Name" field can be used per form. If you need to collect multiple "names" you will want to use a text box field to collect additional names. 
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)
Middle Name This field does not automatically map from forms to profiles. You will need to manually add middle names to individual profiles after form entries are processed.
  1. Navigate to the individual's profile in Breeze.
  2. Click on "Edit" to modify the profile.
  3. Enter the middle name in the designated field.
  4. Save your changes.

When looking to update or connect to the Grade/Graduation Year profile field in Breeze, you will want to use the a drop down field with the label of "Grade" on your form, including the grade options you would like to collect. The graduation year currently cannot be collected and connected from Forms to the profile. If you need to collect the graduation year, we suggest you add a customized profile field called "Graduation Year" and have a matching field on your form. Then, you can filter the form entries and use the action panel to update the native field "Grade/Graduation Year"

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