Deceased Person Tool

The Deceased Person Tool is a tool for quickly identifying and updating records that might need to be updated when an individual passes away.

Basics

  • The tool provides many possible areas to update, but each item is optional - the tool doesn't force you to do anything specific with the data. To understand what each option affects, hover over the option to see help text.
  • If an option is not applicable to the individual, the checkbox is greyed out and cannot be selected. This simply means that there isn't any available information to make a decision on (e.g., you won't have the option to transfer Donations to a spouse if the individual was single).
  • If an option is applicable, the checkbox defaults to unchecked (no action). Defaults for checkboxes cannot be set but must be chosen at each use as situations vary.
  • The New Participant Type default is set in the COMMON,defaultParticipantType Configuration Setting, and can be updated by a SPoC.
  • The tool must be launched from an open Contact record. It's designed to update one record at a time, so it cannot be launched from a selection of records.
  • A Contact can be removed from their Household or stay in it, see more information below.
  • If the Contact doesn't have an existing Participant record, one will be created with the selected Participant Type and an End Date of the date the tool was run.
  • If the Contact had any current Attributes they will be end-dated using the date and time the tool was run and append the Notes field with: End Dated By Deceased Person Tool.
  • If the Contact had a User account, the password will be made null upon using the tool preventing future logins with that User account.
  • SPoCs can grant user access by Configuring Tool Permissions.

Using the Deceased Person Tool

  1. Go to Contacts > open desired Contact record.
  2. Click Tools > Deceased Person Tool:
    • Review the possible changes. Options default to unchecked (no action), but you can change any desired item.
    • Choose the desired Participant Type.
    • Click Save.
  3. Close the tool.

Reviewing

If you want to make sure that someone reviews any Contact that is marked deceased so that it can be reviewed and any follow up can be initiated, here is a simple Process you could create:

Transferring Donations

For Donations to be transferred to a Spouse the following must be true before launching the Deceased Person Tool:

Deceased Individual AND Spouse must:

  • Both have Contact Status of Active
  • Both be in the same Household
  • Both be Head of Household
  • Both have Contact Marital Status of Married
  • Both have a Married Contact Relationship record in common

If you find that donations have not been properly transferred after using the Deceased Person Tool, reset all the values above and run the Tool again; the donations should transfer.

Households- To Remove or Not to Remove

Leaving deceased individuals in a household can have an undesirable impact in different areas of the Think Ministry applications. Here is the best practice for determining whether an individual should be removed from their Household or stay in it:

  • If the deceased individual IS the last one in their household, leave them in their household in order to maintain their last known address.
  • If the deceased individual IS NOT the last one in their household, remove them from the household. Otherwise they show up in places like label reports and in Check-In.

If you choose the option to Remove Deceased From Household (default), the system removes the individual from their original Household record. However, the existing Care Care/Household Care Log records remain linked to the original Household and are unaffected. If this option is not available, then the Contact is in the Household without any other Contacts. If you want to remove the Contact from the household first finish using the Deceased Person tool, then edit the Contact record and clear the Household field.

Reporting

If you have a Participant End Date and a Contact Status of Deceased, both of those values can be pulled into (or used as a filter for) a custom view.

Video Topics

0:21 - Launching the Tool
0:30 - Reviewing Options

Tags: Video

Last Modified: 8/16/2019

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