Transferring data from Profiles to Contact Records

Transferring data from Profiles to Contact Records

Contact Form Settings: Enable data to transfer from Contact Records and Profiles

Your organization may wish to auto-populate (or transfer) data from one contact record into a new contact form, or from an existing profile into a new contact form. You may wish to do this for any number of reasons, depending on the needs of your organization.

To enable data to auto-populate in a new contact form from another contact record, or from a profile, the following criteria must be true for all fields you wish to transfer:
  1. The Categories, Groups, and Fields you wish to populate are named exactly the same in both contact records, or in the contact record and profile
  2. The Group setting 'Available in Help Seeker Profiles, and will transfer in from existing Contact Record' is enabled
After the above criteria is met, you can transfer information into a new contact form in any of the following ways, depending on the settings configured in your system:
  1. Creating a Related or Child Contact Form
  2. Selecting a Past Contact Record and clicking the link to 'Use this help seeker's information...'
  3. Selecting an existing Profile
    1. Note, you must ensure your Profiles have been setup with the appropriate custom field selections made on the Background tab for each Profile
How to enable the setting 'Available in Help Seeker Profiles, and will transfer in from existing Contact Record' 
  1. From the main Calls page click the 'Manage Contact Records' button
  2. The page reloads with the main Contact Record Form Management Tool page
  3. Find the Contact Record form you wish to edit, under the name of the form click the link 'Edit this Form'
  4. You need to enable this setting for each Group, so first select the Category the Group you wish to edit is under
  5. Click the name of the the Group you wish to edit once it's visible
  6. Select the checkbox next to the setting 'Available in Help Seeker Profiles, and will transfer in from existing Contact Record' and click Save
  7. Repeat these steps for each field you wish to transfer from a past Contact Record or Help Seeker Profile into a new Contact Record
After this setting is enabled in any Contact Record form, from the page where you enable this setting click the 'Overall settings for this Contact Record form' link at the top of the page to adjust the following settings under the 'Data Transferring' section, if you wish:
  1. Overwrite fields transferring in from Help Seeker Profile: When new Help Seeker profile is selected, overwrite any values already entered already in Contact Record with values that are coming in from the newly selected Help Seeker Profile
    1. In other words, when this setting is disabled it will make it so answers entered in Contact Records BEFORE a profile is selected are retained, even if the answers selected are different than the values found in the profile
  2. Overwrite Contact Record fields: When choosing 'Use this Help Seekers info in Contact Record you are composing', overwrite any values already entered in Contact Record
    1. In other words, when this setting is disabled it will make it so answers entered in Contact Records BEFORE a past Contact Record is selected are retained, even if the answers selected are different than the values found in the past Contact Record
Note, regardless of how these settings are configured, whatever selections are made in the Contact Record AFTER a profile is selected are always retained. The settings above only apply to selections made in the Contact Record BEFORE a profile is selected.

Troubleshooting: Why does the same field appear multiple times on the Background tab of Help Seeker Profiles?
The setting 'Available in Help Seeker Profiles, and will transfer in from existing Contact Record' controls which Groups (1) appear on the Background tab of Help Seeker Profiles, and (2) are transferred from an existing contact record into a new contact record.

Since the setting was originally designed to serve these two purposes, this means sometimes your organization may find some Groups appear multiple times on the Background tab of your Help Seeker Profiles, depending on how your settings have been configured.

Your organization may have contact records that are setup where you want data from an original or past contact record to be automatically transferred into a new contact record. Depending on the number of contact form versions your organization has setup in your system, and depending on the Groups configured to transfer from a past contact record into a new contact record, the same Group may appear multiple times in your Help Seeker Profiles. Each Contact Record Version the setting is enabled in, the Group will appear one time.

For example, imagine you have the following three Contact Form Versions in your system: (1) Call Log, (2) Text Log, (3) Chat Log, and you have configured your forms so answers for the 'Age', 'Gender', and 'Suicide Type' Groups in all three forms will automatically transfer.  Since the setting is enabled for each Group three times (once in each form), each Group will appear three times in the Help Seeker Profile.

If the same Group appears multiple times in your Help Seeker Profiles, and the Profile may be used to populate any of your organization's contact form versions, you must make selections for each Group in each Contact Form Version in the Background tab of the Help Seeker Profile.  This may seem like duplication of effort, but it is needed in order for the data to transfer into the contact records correctly.  If a particular Help Seeker Profile will only ever be used to populate certain contact form versions, you can just fill in the Groups for those contact form versions and ignore the others. 

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