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Mapping touchpoints for accurate reporting and data management
Adding Newfound Emails from an Activity to a Mapped Record
Adding Newfound Emails from an Activity to a Mapped Record

Push new emails you capture through activities like event registration, gifts, forms submission, etc. to the mapped record

Sarita Markande avatar
Written by Sarita Markande
Updated over a week ago

Mapping is a crucial activity for reporting on engagement, enriching your database, and seamlessly moving data between Almabase and any external system.

Here's how mapping helps you enrich your database by adding any newfound emails to your records.

When a touchpoint (i.e., a gift, an event guest, a form entry, etc.) is unmapped, it means either of two things -

  • The person doesn't have a record on almabase OR

  • There is already a record for the person, but the email address they used to connect with you is not on the database.

Either way, it is a new email you didn't have before -- and an opportunity to enrich your database with the latest contact information!

Depending on which of the above cases it is, you will either -

  • Create a new record OR

  • Map the touchpoint to an existing record and add the new email to it.

Creating a new record is quite straightforward.
Let's see how you add a new email when you map to an existing record.

Step 1: How to add new emails to a mapped record

  • If the touchpoint (i.e., guest, gift, or form entry) is unmapped, first click on the Unmapped button, and then click on "Confirm mapping. Also, add email to the record". This will add the newfound email to the record that you've mapped to.

  • If you're unsure if you want to add the email to the record right now, you can always choose just to finish the mapping and come back to it later.

  • If you do so, and the activity is already mapped, you'll find a list of touchpoints with newfound emails within the New Emails tab at the bottom. From here, if you hover over the mapped record, you'll see an option to Add Email.

Step 2: Setting Email type, choosing preferences

This is an important step →. After you select the email type, there are two options to decide if you notify the user and whether this email is being added as Primary.

  • NOTE: All bulk emails you send to the community via the communication center will only go to the primary email on any record.

Select these toggle options based on your use case and click on Add Email.» Proceed, Add to record.

Read on below to understand how these toggles work.

Option 1:

Turn ON the toggle 'Notify the user & ask to set preferences -

  • In this case, we'll send an email to existing emails on the user's record to verify if this new email actually belongs to them.

  • We'll also ask the user to choose which of the emails they want to set as their primary email.

  • The new email will immediately be added to the user's record as a non-primary address with the email status Allowed for transaction.
    Going forward, wherever this person uses this new email, it will be auto-mapped.

  • Once the user verifies themselves, they will also be allowed to log in with this new email address. Depending upon the preferences they set, the email status will change accordingly.

Option 2:

Turn OFF the toggle 'Notify the user & ask to set preferences'

  • No email notification will be sent to the user. You are responsible for verifying that this email address is theirs.

  • The email address will be added to the record with the email status Unknown.

  • The user will be allowed to log in and verify themselves using this new email to access the platform.

You can decide whether or not this new email is Primary.

If Mark as Primary is toggled ON

  • You are deciding on behalf of the user that this should be their primary email for contact rather than asking them to make this choice by notifying them.

  • All communications from the platform will now go to this address since the email address will be added to the record as their primary email.

If Mark as Primary is toggled OFF

  • The email address will be added to the record as a non-primary address, with the email status Unknown.

  • Any communications from the platform will continue to go to whichever email is currently set as the primary address.

  • NOTE: If this is the first email for the record, then both these toggles are turned ON by default and can't be changed. Since it's the first and only email on the record, we'll set it as primary, and the user will be notified to verify the address and set up preferences.

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