InterAction provides many different avenues and interfaces (Web, Windows, Mobility, import, advanced import, IMO, IQ, etc.) for gathering data, including new contact information. Data Minder provides two types of settings that define behavior throughout the system. They are:
- New Contact Minimum Required Fields
- Contact Suppression
New Contact Minimum Required Fields
Data Minder provides a means for the firm to define what minimum fields are required for a new contact to be saved. The fields are required for any new contact to the firm list or a user list.
By default, a person's last name is required and this setting cannot be unchecked. A [any] phone number or email address or both can be required. This configuration is handled in the Contact Control section of Data Minder and, as a system setting, is used throughout InterAction for all new contacts.
For details on how the Minimum Required Fields operates in Data Minder, see the Data Minder Guide.
Contact Suppression
Data Minder's Contact Control section also provides a means of removing contacts for data compliance purposes. It provides a mechanism so that when individuals request that their data be removed from the firm's system, that the contact data is removed and their request is retained so that they cannot be re-entered without their permission.
Contact Suppression is Off by default. It must be turned on by the firm should they need to use it.
When Contact Suppression is enabled in Data Minder, you can specify which fields to be used to match contacts for a contact suppression search. The default settings are last name and [any] email address. You can add phone number if you wish.
When Contact Suppression is enabled in Data Minder, new settings are available in the Administrator's Data Change Management Configuration section.
The settings in this section control the following:
- The email notification to users whose contacts have requested suppression
- How long until suppressed user contacts will be removed from user contact lists
- The scheduling of the database scan for contacts that have been suppressed
Configuring Contact Suppression in the Administrator
The Contact Control settings in the Administrator are not available until Contact Suppression is enabled in Data Minder.
Open the InterAction Administrator. Click Data Change Management Configuration in the main menu. The Data Change Management Configuration dialog opens.
Click the Contact Control button. The Contact Control Configuration dialog opens.
The settings available here allow you to specify the Email subject, Email content, schedule, and other settings for contact suppression. All areas provide default settings.
Email settings apply only to contacts in user lists. Contacts in the firm list are suppressed as soon as you click Suppress and confirm the action.
Click Email Subject to open the Edit Message Subject dialog. This defines the content to be shown in the subject line of email to users when one of their contacts is suppressed.
- Edit the field as you wish or accept the default setting and click OK.
Click Email Body to specify the content in the email message. This opens the Edit Message Content dialog. It shows the content natively in HTML, although the dialog provides a Preview button to see how the message will display in the email.
You can customize the message with details of the request by inserting a token into the message:
You can check the output of the message by clicking Preview:
When you have completed defining the content for the email message, click OK.
Click Other Settings button to open the Notification Service Settings dialog. This allows you to enter the email addresses [Sent From, Reply To] for the contact suppression emails. When you have entered the email addresses, click OK.
Click Schedule to open the Database Scan Schedule dialog. This dialog allows you to specify two settings:
the scheduling of the database scan for contacts that have already been suppressed
You can set up a weekly schedule [e. g., every Sunday at 5:00 PM] or a more frequent schedule [e. g., workdays—every Monday, Tuesday, Wednesday, Thursday, and Friday at 7:00 AM]. You can also choose to specify a scan frequency [e. g., every workday and every 8 hours].
- how long until suppressed user contacts will be removed from user contact lists
When the settings in this dialog are specified, click OK.
InterAction will also notify [by email] users if a user has added as a new contact someone who has requested suppression.
Click the Email Subject ... button to open the Edit Message Subject dialog. This is the subject line for email indicating that the user has added a contact who has already requestd suppression.
When the message subject is set appropriately, click OK to close the dialog.
Click the Email Body... button to specify the body content for the email. The Edit Message Content opens and allows you to set the email message content to be sent when users have re-entered a contact who has asked to be suppressed. Again, you can insert a token, edit the form completely, and preview the message to be sent.
When all settings for contact suppression are complete, click Close to exit the Contact Control Configuration dialog in the Administrator.