Creating and Editing Related Contact Data Sets

You set the options for a related contact data set in the New/Edit Related Contact Data Set dialog box. This dialog box includes two tabs:

• Relationship tab
• Contact Mapping tab

Options Available in a Related Contact Data Set

Option Name	Description
Relationship Tab
Relationship	Specifies the type of relationship to create. A data set can only create relationships using a single type. Create a separate related contact data set for each relationship type you want to populate. For details, see Selecting the Relationship Type. The list of relationship types corresponds to the set of relationship types created in your environment. You can add and edit relationship types using InterAction Administrator. For details, see the Configuring InterAction guide.
Allow Editing in InterAction	Indicates whether users in InterAction are able to edit the relationship in InterAction, provided they have adequate access rights. If this option is not selected, Application Collaboration locks down the relationships created using the data set. For more information, see the following: Allowing InterAction Users to Edit the Data Control Whether Users Can Edit the Relationships Created by a Data Set
Initialize as ‘Former’ relationship	Indicates that all relationships added by the data set are set as former relationships. If this is not selected, the relationships are current relationships.
Reconcile relationship data removed from the external system	Indicates whether Application Collaboration should handle deleted/outdated relationships by either deleting them or making them former. You select the option you want using the radio buttons under Rows not staged for update should be. Selecting this option has a big effect on harvesting; you must harvest all relationships every time instead of just changes. For details, see Identifying Outdated Relationships.
Rows not staged for update should be
Removed from InterAction	Indicates that outdated relationships are completely deleted from InterAction. When Application Collaboration transforms the data set, previously-created relationships that are missing from the harvested data are deleted. Before selecting this option, see the following: Updating Relationships that No Longer Apply Identifying Outdated Relationships
Modified to reflect a ‘Former’ relationship	Indicates that outdated relationships are left in InterAction but marked as former relationships. When Application Collaboration transforms the data set, previously-created relationships that are missing from the harvested data are marked as former. Before selecting this option, see the following: Updating Relationships that No Longer Apply Identifying Outdated Relationships
Contact Mapping Tab
Name	Specifies the name of the data set. The name must be unique among all data sets in the data source. The name you specify is used in the name of the harvesting table for the data set. See Naming Data Sets.
Map: [Relationship Type Left Side] Drop-down list	Specifies the method you want to use to find the contact on the left side of the relationship. The name of this section is the name of the relationship type you select on the Relationship tab. For example, if you select Board Member, this section is called Map: Board Member. For details, see the following: Finding the Contacts to Update with Related Contacts Mapping the Left and Right Sides of the Relationship
Map: [Relationship Type Right Side] Drop-down list	Specifies the method you want to use to find the contact on the right side of the relationship. The name of this section is the name of the relationship type you select on the Relationship tab. For example, if you select Board Member, this section is called Map: Board Members Include (the converse type for the Board Member type) For details, see the following: Finding the Contacts to Update with Related Contacts Mapping the Left and Right Sides of the Relationship

Create a Related Contact Data Set

1. Select the data source for the data set from the console list.
2. Click or choose Data Set > New > Related Contact.

3. From the Relationship list, select the relationship type to create.

   For more information, see Selecting the Relationship Type.

4. If you want users to be allowed to edit the data in InterAction, select the Allow Editing in InterAction check box.

   This only applies to the data brought in using this data set. For more information, see Control Whether Users Can Edit the Relationships Created by a Data Set.

5. If the data set is for creating former relationships, select Initialize as ‘Former’ relationship.

6. If you want to use the data set to update outdated relationships, select Reconcile relationship data removed from the external system and then do one of the following under Rows not staged for update should be:

   To	Do This
   Completely delete outdated relationships from InterAction	Select Removed from InterAction
   Leave outdated relationships in the database, but mark them as former	Select Modified to reflect a ‘Former’ relationship

   Caution: Selecting to reconcile relationship data affects harvesting; you must harvest all relationships every time instead of just the changes. When Application Collaboration transforms the data set, previously-created relationships that are missing from the harvested data are either deleted or marked former. For more details, see Updating Relationships that No Longer Apply.

7. Choose the Contact Mapping tab.
8. Enter a Name for the data set. This must be unique among data sets within the same data source.
   • Using the relationship type as the name for the data set makes it easy to distinguish the purpose of different related contact data sets within a data source. For example, call a related contact data set for populating board member data Board Members.
   • If the data set is for creating former relationships, include that in the name (for example, Former Board Members).
   • For more information about data set names, see Naming Data Sets.

9. Under the Map: section on the left side of the dialog box, select the method you want to use to find the contacts for the left side of the relationship:

   To	Do This
   Use a system ID provided by the data source	Select Data Source System ID
   Use an additional field value, such as client number or employee code	Select Additional Information, then select the field to use for mapping from the drop-down list
   Use the internal InterAction contact ID	Select InterAction Contact (Listing ID)

   For more information, see Finding the Contacts to Update with Related Contacts.

10. Under the Map: section on the right side of the dialog box, select the method you want to use to find the contacts for the right side of the relationship:

    To	Do This
    Use a system ID provided by the data source	Select Data Source System ID
    Use an additional field value, such as client number or employee code	Select Additional Information, then select the field to use for mapping from the drop-down list
    Use the internal InterAction contact ID	Select InterAction Contact (Listing ID)

    For more information, see Finding the Contacts to Update with Related Contacts.

11. Choose OK to close and save the data set.

Edit a Related Contact Data Set

Changing the options for an existing data set deletes all data in the corresponding data set table. You need to rerun your harvesting routine to repopulate the table. If changing the options also changes the structure for the table, you also need to revise your harvesting routine.

1. Select the data source in which the data set belongs from the console list.
2. Right-click the related contact data set () and choose Edit.

3. Change the fields as needed.

   For details about the fields in a related contact data set, see Options Available in a Related Contact Data Set.

4. Choose OK.

Control Whether Users Can Edit the Relationships Created by a Data Set

This option only controls the related contacts populated using the data set.

If you allow edits, a user with sufficient access rights can change the following for any relationship populated using Application Collaboration:

• The relationship type
• The relationship description
• The former indicator

Note that a user’s changes to the description are overwritten by the harvested description if you reharvest and transform the data.

Changing the relationship type in InterAction essentially breaks the connection between the external system and InterAction versions of the relationship. For example, assume you use Application Collaboration to create a Board Member relationship between Erica Bloom and Justus Software. If a user changes the relationship type to something else (such as Receives Services from), the next time you harvest and transform the data, Application Collaboration creates a new Board Member relationship between Erica and Justus Software. The previously created relationship that the user changed is not overwritten.

If you do not allow edits, the relationship type, description, and former indicator are locked down, regardless of a user’s access rights. In general, you should not allow edits if you are using Application Collaboration to update the relationships on a regular basis.

For more information about this option, see Allowing InterAction Users to Edit the Data.

1. Select the data source in which the data set belongs from the console list.
2. Right-click the related contact data set () and choose Edit.

3. Do one of the following:

   To	Do This
   Allow InterAction users with appropriate access rights to edit the relationship data from the external system	Select the Allow Editing check box
   Lock down the relationships from the external system so InterAction users cannot edit it	Clear the Allow Editing check box

4. Choose OK.

Changing this option for the data set does not make any contacts previously populated with the data set editable. You must reharvest the data from the external system and transform it to see the change for existing contacts.

Delete a Related Contact Data Set

Deleting an existing data set deletes the corresponding data set table.

1. In the console list, right-click the related contact data set () and choose Delete.
2. When prompted, confirm the delete.
3. Update any harvesting routines to remove any references to the corresponding table.