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Data Project Services: https://help.pm.leapevent.tech/a/1304409
This article outlines add-on services that can be purchased at an additional cost. If your organization is brand new to PatronManager, this may already be included in your contract - check with your Project Manager if you're not sure!
What's included in these projects?
Our Data Team will assist in identifying and merging duplicate Account and Contact records using a robust, third-party tool called DemandTools. This project consists of an initial merge of clearly identified duplicate Accounts, a review period where your team will be able to edit a list of remaining, potential duplicate Account matches, and a final deduplication of your Account revisions and any Contact matches that live in the same Account, as the result of the merge.
This project is available at two levels:
Standard Account/Contact Deduplication
Includes:
- Standard internal Account merge passes (Rigid, Semi-Rigid, and Loose search terms used to identify clear duplicate matches)
- Two (2) files of potential duplicate Account matches for your team to review, including Potential Duplicates by Address Match and Potential Duplicates by Name Match
- Final merge based on your team's revisions
- Merge of all duplicate Contact records living within the same Account, based on Name and Email
- Limit of 50,000 Accounts in your overall database
Great question! This can be found by navigating to the Setup menu and searching for "Storage Usage" in the Quick Find searchbar. Look for Accounts in the "Current Data Storage Usage" section.
Advanced Account/Contact Deduplication
Includes:
- Standard internal Account merge passes (Rigid, Semi-Rigid, and Loose search terms used to identify clear duplicate matches)
- Advanced internal Account merge passes (in-depth cross-search of matching Contacts living in separate Accounts)
- Two (2) files of potential duplicate Accountmatches for your team to review, including Potential Duplicates by Address Match and Potential Duplicates by Name Match
- Final merge based on your team's revisions
- Merge of all duplicate Contact records living within the same Account, based on Name and Email
- Limit of 50,000 Accounts in your overall database
Great question! This can be found by navigating to the Setup menu and searching for "Storage Usage" in the Quick Find searchbar. Look for Accounts in the "Current Data Storage Usage" section.
"What if I have more than 50,000 Accounts in my database?"
The cost of this project is based on database size and is assessed in batches of 50,000 records. If your database contains more than 50,000 Accounts, we'll need to assess your project at a higher rate on a case-by-case basis. When you submit your Project Request form, we'll reach out to you with a quote for the higher project cost.
Qualification of Contact records that are entering your database from an outside source is crucial to your organization's database maintenance. Whether your organization has let manual qualification slide for a while, or if you've just recently had an influx of new signups, you might be feeling overwhelmed by the amount of qualification work ahead. With a Bulk Qualification, our Data Team will qualify your outstanding unqualified records en masse, giving your team a clean slate for future qualification.
This project is available at three levels:
Basic Bulk Qualification
Includes:
- Qualification of all outstanding, unqualified Signups
- Limit of 1,000 records
Standard Bulk Qualification
Includes:
- Qualification of all outstanding, unqualified Donations, Ticket Orders and Signups
- Limit of 2,500 records
Advanced Bulk Qualification
Includes:
- Qualification of all outstanding, unqualified Donations, Ticket Orders and Signups
- Limit of 10,000 records
Please note: We are unable to auto-qualify the following record types:
- New Subscription orders
- Memberships
- PatronTicket Orders that include an add-on Donation
- Any records from outside product integrations, such as Classy or CourseStorm
Whether you have a list of new patrons in an Excel file or you'd like to make a bulk update to your existing records, our Data Team is here to help!
This project is available at three levels:
Basic Data Update
Includes:
- Update of existing data from a file containing Salesforce record IDs
Requirements:
- File must be submitted in .xls or .csv format (or provided as a report directly in PatronManager)
- File must include Salesforce ID of the record being updated
- File headers must either correspond with existing Salesforce field names/API names or be formatted to our Data Template
- Limit of 50,000 records, or "rows" in your data file
Standard Data Update or Import
Includes:
- Update of existing data or import of new data from an external source
Requirements:
- File must be submitted in .xls or .csv format
- File must be formatted to our Data Template
- Limit of 50,000 records, or "rows" in your data file
Advanced Data Update or Import
Includes:
- Update of existing data or import of new data from an external source
- Consult and re-formatting of data from a raw export from your legacy system or external source
Requirements:
- File must be submitted in .xls or .csv format
- Raw export from your legacy system or external source must meet basic Salesforce data structure requirements (e.g. one transaction per row)
- Data can be submitted in multiple files, provided that the data originated from the same legacy system and is formatted in the same way between files.
- Limit of 50,000 records, or "rows" in your data file
"What if I have more than 50,000 records to import or update?"
The cost of this project is based on database size and is assessed in batches of 50,000 records. For example, if your file contains 80,000 records to be updated, we'll assess the Standard project cost of $500 for two batches, for a total of $1,000.
Each PatronManager account starts out with a limit of 10 GB of data storage. Every record created in your database takes up a small amount of data storage, which can add up over the years. If you've reached your data storage limit, we recommend either purchasing additional storage or archiving unnecessary records.
Head on over to the setup menu and search for "Storage Usage" in the Quick Find searchbar. In the top section, you'll see the total amount and percentage of Data Storage currently being used. In the "Current Data Storage Usage" section, the highest storage-users will be found at the top of the list.
Certain records, such as Donations, Ticket Orders, and Payment Transactions will need to stay in your system for financial purposes. However, we recommend basing your archive criteria on one or more of the following objects:
Accounts and Contacts
If it's been a while since you've last cleaned your contact list, you might have many patron records that contain little to no useful contact information, which serve no purpose in your database. We also recommend taking a good look at records of patrons who haven't interacted with your organization in more than 5 years, as they're also good candidates for an archive project.
Campaign Members
Campaign Member records are the junction record between a Contact and a Campaign, which shows the patron's response and open/click rate. We recommend archiving any Campaign Members that are older than 6 months.
Seat Instances
Seat Instances are often one of the biggest consumers of data storage and have the most effect in an archive. Each seat in your venue is created as its own record connected to your Venue map, which can then be purchased by a patron; once an event has passed, the seat instances are no longer necessary. Once archived, you'll still be able to see where a patron sat by viewing the Item Detail on their ticket, which retains a text value of their seat location.
This project is available at three levels:
Basic Record Archive
Includes:
- Export file(s) of record details to be archived
- Deletion of archived records from your PatronManager database
- Limit of 10,000 records
Standard Record Archive
Includes:
- Export file(s) of record details to be archived
- Deletion of archived records from your PatronManager database
- Limit of 25,000 records
Advanced Record Archive
Includes:
- Export file(s) of record details to be archived
- Deletion of archived records from your PatronManager database
- Limit of 100,000 records
"What if I have more than 100,000 records to archive?"
The cost of this project is based on database size and is assessed in batches. Before sending an agreement, we'll review your project scope and will let you know what the cost difference will be based on your individual project.
How much does it cost?
| Project | Basic | Standard | Advanced |
|---|---|---|---|
| Account/Contact Deduplication |
not available |
$500 (up to 50,000 records) |
$1,000 (up to 50,000 records) |
| Bulk Qualification | $250 (up to 1,000 records) |
$500 (up to 2,500 records) |
$1,000 (up to 10,000 records) |
| Data Update or Import |
$250 (up to 50,000 records) |
$500 (up to 50,000 records) |
$1,000 (up to 50,000 records) |
| Record Archive | $250 (up to 10,000 records) |
$500 (up to 25,000 records) |
$1,000 (up to 100,000 records) |
How long does this project take?
Project timelines may vary, but you should anticipate a 4-6 week turnaround time for any Basic or Standard data project, or 6-8 weeks for Advanced data projects. Your Data Specialist will provide a project time estimate after reviewing your specific project scope.
Ready to get started?
Great! To initiate this project, fill out this survey to let us know which items you'd like to purchase and provide some initial customization information. Once we have your information, a Project Manager will reach out with billing information to get started.
Please note: For the safety of your patrons' personal data, we cannot accept files submitted by email attachment. If your project requires the submission of a data file, we will provide a link to a shared folder on Box.com to upload your file securely.