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How do I find and link contact records?

If you have been using Caselle Connect and you want to start using the Master Contacts list in System Management, you should run Find and Link Related Records. Find and Link Related Records will search the existing database for matching records to include in the master list.

 

Before you get started

Begin setting up the Master Contacts List by searching the contact information stored in other the contact table for other Connect applications.

Then review the newly compiled Master Contacts List and add any contacts missing from the list.

1. Run Find and Link Related Records.

2. Review the Master Contact List (System Management > Master Records > Setup/Modify Contacts).

3. If the Related Contact List is missing records, you may need to add the records manually.

 

Finding and linking contact records

1. Open Caselle Connect System Management > Master Records > Find and Link Related Records.

2. Set up the Include Inactive Accounts checkbox.

An inactive account is an account with a termination date loaded in the account.

Do you want to include inactive accounts?

  • Yes, include inactive accounts in the master list. Click to select Include Inactive Accounts.

  • No, do not include inactive accounts in the master list. Click to select Include Inactive Accounts.

 

3. Choose the Print option.

Use Print to print a report that will show you the transactions that will be included in the export file. Select the checkbox next to a transaction type to include it, or clear the checkbox to exclude it

What is the Print option?

  • I want to create the master list. Select No Report as the Print option. Running the routine will apply search for related records and add the related records to the master list.

  • I want to create the master list AND print a report. Select Report as the Print option. Running the routine will add the related records to the master list and print a report of the related records.

  • I want to print a report. Select Report Only as the Print option. Running the routine will print a report of the related records that will be added to the master list. This option will not add the related records it finds in the database to the master list.   

 

4. Click GO (CTRL+G).

The related records have been linked.

 

Do the names on the master contact record have to match exactly the name in the subsystem?

You do not need to have an exact match between the master contact record and the contact name that is saved in a subsystem. You will have to link the records manually. However, to automatically link the related records to the master contact, use the same exact name and address.

To manually add a record to a master contact, use the options on the Related Contacts tab in Setup/Modify Contacts (Connect System Management > Master Records > Setup/Modify Contacts). See the help topic titled How do I add a record to the related contacts list?

 

 

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