If an email address is not in Personify360, staff users can create an
"anonymous" contact tracking record for that email address in
Personify360. From the Contact Tracking screen, the "For Constituent"
column in the search results grid will be blank for anonymous records,
as shown below.
This allows staff to access the full list of anonymous records in Personify360
for reporting and tracking. The anonymous contact tracking records are
assigned to the staff member that selected the "Select Save"
or "Save" option and the staff user can choose to research or
re-assign the anonymous contact tracking record to another staff member
that is responsible for that sort of research. If such research is successful,
staff users can create a new constituent record or update an existing
constituent from the "anonymous" contact tracking record.
The only way anonymous records can be created in Personify360 is if on the General tab you checked the Automatically creates an 'anonymous' activity when a selected email address is not recognized in Personify checkbox and the user selects "Save". However, this setting can be overridden on a case-by-case basis by selecting the Select Save feature. For more information on the difference between "Save" and "Select Save", please see Save vs. Select Save.
Once an anonymous record is created in Personify360, it is assigned to the staff member who selected to save the record in the plug-in. As long as the Private checkbox was not checked while the contact tracking record was being created, any staff member who has access to contact tracking can view/edit this record.
If no one makes an effort to research these items, the staff can still report on them. If the research is conducted and an existing constituent is found and that particular email address was not on file, you can grab them for the Contact Tracking record, so it is no longer anonymous. If the research did not uncover an existing constituent, but that user has enough details within the body of the email to create a new constituent record, then staff can complete this task from the Customer Chooser. The email components will be saved into the Contact Tracking record the same way that they are for known customers and the email address is stored in "Person Contacted" column on anonymous records so it is easier to find.
To see how to update an anonymous record in Personify360, refer to:
· Creating a new constituent in Personify360 from an anonymous record.
· Updating an existing constituent in Personify360 from an anonymous record.
In
order to avoid too many emails or personal emails in Personify360, in
the Anonymous records to be created, in the Domain
Settings tab, you may want to include email domains in this field
to avoid an anonymous contact tracking from being created. Additionally,
staff members that do a lot of automatic saving can also choose to exclude
the domains of their family and other contacts that may email them but
should never result in a contact tracking record being created on this
tab. As a best practice, you do not want to enter domains, such as "gmail.com,
yahoo.com, etc." in this field, because it would exclude all email
addresses with that domain. However, if you send personal emails to individuals,
you can enter the specific email address in this field, so a contact tracking
record does NOT get accidentally created (e.g., johnsmith@gmail.com).