What is Legacy Communication Info?
Given that most people have cell phones and email addresses these days, including many clubbers, AWdb has updated how it gathers and stores Contact Info. 'Legacy Communication information' refers to records stored using an older format.
Below is a summary of the differences between the old (Legacy) contact records and the new contact records along with information about the conversion process.
Definitions:
Member: a person who participates in Awana as a clubber or leader. A member can have a status of 'Active', 'Inactive', etc.
Contact: a person who may need to be contacted in relation to the household (i.e. a parent or person to contact in an emergency) but does not participate in Awana as a clubber or leader. A contact will have a status of 'Contact'.
Differences:
Legacy:
- Contacts not added to the database
- Phone/email records included:
- name of the person it belonged to
- the relationship of the person to the household
- indication of an emergency phone number
- link to a specific club member (optional)
- All communication records associated to the household
New:
- Contacts added to the database with the following information:
- Household Contact Type (Head of Household, Parent, Child, Emergency, etc.)
- Household Relationship (Father, Mother, Son, Daughter, Aunt, Uncle, etc.)
- Phone/email records primarily associated to a person
- Home Phone or shared Email Addresses may be associated to the household
Automatic Conversion:
During the update process, the Household Contact Type / Relationship were set as follows for existing members:
Leaders - Head of Household / Adult
Clubber - Child / Son or Daughter
NOTE: clubbers will always use Child / Son or Daughter; leaders can be edited, for example if a leader is also a parent, the record can be changed to Parent / Father or Mother.
Manual Conversion:
Old records need to be converted to the newer format. We have provided a conversion utility that will streamline that process. If Legacy communication records exist for a household, they will be shown in a separate grid at the bottom of the E-Contacts (Phones/Email/Other) dialog for the household. Select a record in the Legacy data grid, then click the "Convert Legacy Record" button in the toolbar to open the conversion dialog.
For additional information about converting records, see this post:
https://www.approvedworkman.com/forum/index.php?topic=2260.0
