Old (Legacy) communication info needs to be converted to the newer format. (See this post for more details:
https://www.approvedworkman.com/forum/index.php?topic=2260.0.) We have provided a conversion utility that will streamline the 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. To convert records:
Select a record in the Legacy grid:
- If the contact info is no longer needed, click the "Delete Legacy Record" button in the toolbar (or use the right click pop-up menu option) to remove it. (This may be needed if there were multiple records for Mom's cell phone that were each linked to a different clubber. Only one needs to be converted.)
- To keep the contact info, click the "Convert Legacy Record" button in the toolbar to open the conversion dialog.
Conversion dialog: Data from the Legacy communication record is shown as read-only text for each field to use as a reference. Complete the information for each field as follows:
Contact Name:
- if the person is already in the database as a member of this household (like a leader who is also a parent) - select the person in the 'Contact Name' dropdown list of all household members/contacts.
- if the person is NOT already in the database (like a parent who is not a leader) - click the "Add New Contact" button at the top of the dialog. You will need to provide a minimal amount of data, such as Name, Gender, Contact Type and Relationship. When the person is added, the name will show in the Contact Name field.
- if the person is already in the database, but as a member/contact in another household (like a leader who will be an emergency contact for this household) - click the "Add Contact from Another Household" button at the top of the dialog. Select the person from the 'Contact from Another Household' dropdown list of all members/contacts and complete the Relationship and Contact Type or the person for THIS household. When the person is added, the name will show in the Contact Name field.
- for a Home Phone or a shared email address, select "Household" as the Contact Person.
Type, Phone number/Email address, Carrier, OK to Text and Private:
- populated based on the existing record
- Note: some existing values for Type may be invalid (i.e. 'Emergency' which is now a Household Contact Type or 'Phone' which should use 'Cell Phone' in most cases). Select a new value from the dropdown list.
