Q1: We have imported a significant amount of data and now realize we have many last names, addresses, and city names that are in all caps. What is the best way to correct this using the tools available in MinistryPlatform?
The most efficient way to make changes of this nature would be to start with the Addresses noun in the Lookup Values section of the Platform. Very carefully use the Assign tool to make bulk changes to city names all at once (perform a search for all records with the first city name on your list, use Select All button, click the Assign tool, change ONLY the city name field to be proper case, click OK). There's no need to spend the time trying to select only the ones in all caps. All records chosen will be set to proper case, so selecting the ones already proper along with the ones in all caps will do no harm and save significant effort. Do this city name by city name until your list is complete. As a best practice, keep your bulk assignments below 1,000 records.

For the addresses, trying to mass assign them would be unwise, because what is typed in the field in the Assign tool replaces the entire field contents, which includes the house number. Instead, it is best to open a contact with the address in all caps, launch the Add/Edit Family Tool, and correct the address there. Doing so allows you to easily make corrections while normally working in the Contacts noun, as well as make additional all caps corrections to the last name for the entire family at once. While some data cleanup is simply tedious and cannot be avoided, doing so in this way will limit the duration of work necessary.

 

Q2: A user updated a record in our system incorrectly, but doesn't remember what record it was. Is there any hope of figuring out which record they updated?
Yes, the User Audit Log Detail report is very helpful in this case. A database administrator can go to Administration > Users and choose the User Audit Log Detail report. Indicate the date range, page and user to look at, then click View Report. A list of changes the user(s) made on a given page during the specified time frame will be listed.

 

Q3: I want to delete some records, but the Delete tool says that it's "unable to update or delete these records." Now what?
First and foremost, delete with care! Speak with your SPoC to make sure it's wise to delete records. But, if deleting is deemed OK, the error "unable to update or delete these records" means that the system won't let you delete the records because of the dependencies that exist. The dependencies have to be removed first and then the records can be deleted. For example, if you want to delete a record that has an outstanding Task associated with it, you'll want to complete the Task and then you'll be able to delete.

 

The re-assign option allows you to delete the current record or records and reassign any associated date (usually found on correlating sub-pages) to another record. This is usually helpful in a situation when duplicate records have been created. You can delete one record and reassign the associated records to the record you want to keep. It is often helpful to rename the record you are planning on deleting to something unique before beginning the process to help you determine which record is which in the process. Please remember that Deleting is a permanent action. Data restoration is a professional service. Click here to view the Professional Service article on restoring data.

 

Q5: What is the best way to update records when using the Fix view called Fix Proper Case on the Contacts data grid?
When fixing records that show in Fix Proper Case view please consider opening a record and then launching the Add/Edit Family Tool.  This makes it a snap to fix the Household Name as well as the Last Name on all the family members in one screen, click Save and the whole family will be updated. 

Q6: What is the best way to clean up records found on the "Fix-Same Email No Relationship" view?
If the records appear to be the same person, the Combine Contacts tool is recommended to merge duplicate records. If the records are different people but share an email address, a relationship should be created. Go to the Contact record, to the Relationship sub-page, and add an appropriate new relationship. If the two people do not appear to be related (should be extremely rare), the relationship could be marked as "Similar Records".

 

Q7: What safeguards are in place to ensure that email addresses are in the correct format:
Currently, the Portal, Platform, Tools, and Checkin will only accept email addresses that are formatted as *@*.* where the stars represent alphanumeric characters. 

 

Q8: I accidentally Mass Assigned records in error, what do I do?
Professional Services can assist with a Data Restore. Simply submit a support ticket with the necessary information to locate which data needs to be restored. Alternatively, you can use Views with Audit Log fields to locate the related records and Mass Assign the correct values. This View Example will give you a start on the columns you can use to help locate your data.