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Transfer Data

Set the Synchronization Options

In addition to the general family or financial information, you can select what other information can be synchronized with the parish.

  1. On the Parishes & Facilities tab, click Data Transfer > DioNet Web Service > Set the Options Used in Synchronization.
  2. There are tabs with synchronization options to define what information your diocese receives from the parishes. The selections you save here apply to all parish records.
    1. On the Family tab, select the options you want.
      • Parish ID/Env. Number Should be Synchronized Always—Sync the parish ID/envelope number every time you run the synchronization process.
      • Import Family Phone Numbers from New Families in Parishes—Sync family phone numbers from new Church Office families into DioOffice. If you select this option but choose not to import phone numbers from the parishes, phone numbers from existing families are not synchronized.
      • Import Family Phone Numbers from the Parishes—Sync phone numbers from existing Church Office families into DioOffice. If you select this option but choose not to import phone numbers from new families, phone numbers from new families are not synchronized.
      • Remove Duplicate Phone Numbers from Import—Don't sync the same phone number when it's listed multiple times for existing Church Office families.
      • Export Family Phone Numbers to the Parishes—Sync all family phone numbers from DioOffice into Church Office.
      • Import Family Email Addresses from New Families in Parishes—Sync email addresses from new Church Office families into DioOffice. If you select this option but choose not to import email addresses from the parishes, email addresses from existing families are not synchronized.
      • Import Family Email Addresses from the Parishes—Sync email addresses from existing Church Office families into DioOffice. If you select this option but choose not to import email addresses from new families, email addresses from new families are not synchronized.
      • Export Family Email Addresses to the Parishes—Sync all family email addresses from DioOffice into Church Office.
      • Import Family Status from the Parishes—Sync family statuses from existing Church Office families into DioOffice.
      • Check the Entire Diocese for a New Family—Checks all existing records when syncing new families. This takes more time but could result in better matches.
      • Address Check includes Mailing Address—Checks mailing addresses along with street addresses. This takes more time but could result in better matches.
    2. On the Member tab, select whether to sync no member information, just the simple information for head and spouse (including name, birth date, deceased date, gender, and marital status), or the general information you select for all members.
      • Remove members that are no longer at the Parish—Deletes the records of members whose records have been deleted by the parish.
      • Member Safe Environment Information—Select if you collect data for safe environment.
      • Require the Parish to Map Parish Member Keywords to Diocesan Keywords—You can require parishes to map their keywords to yours when they upload data to the web service. This eliminates conflicts when your diocese uses different keywords than the parishes and maintains consistency between your keywords and the parishes' keywords. Blank values are sent for any keywords that are not mapped by the parish.
      • Member Phone Numbers—Include member phone numbers in the sync.
      • Member Email Addresses—Include member email addresses in the sync.
      • User-Defined Keywords—Parishes can synchronize user-defined keywords with your diocese as long as the keyword list titles match in both programs. For example, if a parish set up a "Religion" keyword list and the diocesan program also has a "Religion" keyword list, that information can be synchronized. If you select a diocesan user keyword, select Require the Parish to Map their 'Keyword Name' to Diocesan Keywords if you want the parish to send the data to first map each of the parish's keywords to an existing diocesan keyword. Since parishes can use different keywords than your diocese, this makes it easier to incorporate the information into your database. Blank values are sent for any keywords that are not mapped by the parish.
    3. On the Financial tab, your funds display in the grid. Select whether to transfer the data for each fund. If needed, you can set terms for what the program verifies in each fund that is synchronized in the Validation Script text box.
    4. On the Mobile Access tab, select the options for the contact information you want to upload to the PDS web service. Also, if your diocese uses the PDS Mobile App, select which information your parish staff can view through mobile access.
    5. On the Sacramental Registers tab, select Synchronize Sacramental Registers if you want to transfer this information between DioOffice and your PDS Office programs.
    6. On the Data Rules tab, you can set up "rules" to automatically clean up your parish data before syncing. This saves you the time of fixing it manually once it's in DioOffice.
      • Correct Capitalization when all caps—Changes all uppercase to only capitalize the first letter of each word. For example, "GREEN, AMY" is changed to "Green, Amy". "32 PINE ST" becomes "32 Pine St". These are only corrected if the entire field is uppercase. So names like "McCOMB" or "deCRUZ" are not changed.
      • Replace & and / with 'and' in titles—If titles have an ampersand (&) or a slash (/), those are replaced with the word "and". For example, "Robert & Linda" or "Robert/Linda" is changed to "Robert and Linda".
      • Recalculate...—Just like you can recalculate these names in the Name dialog box, the sync can automatically adjust names to fit the proper format. Select Recalculate mailing name to get Title FirstName LastName; for example, Mr. John Smith. Select Recalculate formal salutation to get Title LastName; for example, Mr. Smith. Select Recalculate informal salutation to get FirstName; for example, John.
      • Replace 'Street' and 'Avenue', etc. with 'St' and 'Ave', etc.—If addresses have the type of street spelled out, it's replaced with the proper abbreviation. For example, "Juniper Lane" is changed to "Juniper Ln". "Vine Boulevard" is changed to "Vine Blvd".
      • Remove punctuation from the addresses—All punctuation is removed. For example, "S. Park St." is changed to "S Park St". "Apt. 23" is changed to "Apt 23". "P.O. Box 645" is changed to "PO Box 645".
      • Return Data Rules corrections to Parish—Send the changes that were made by the data rules back to the parish. If selected, the action on corrected records is set to Both Get and Send Data. Next time the parish syncs, it receives these in a list of pending changes.
      • Hide records that match after Data Rules—If the data rules you select change a record to match the diocesan record, you can hide those parish records so they don't show up in the list. For example, the parish record for "ADLER, PATRICIA" is corrected to "Adler, Patricia". Now it matches the "Adler, Patricia" record in DioOffice. You probably don't want to see that record in the list since it does actually match.
      • Hide trivial changes—If you don't want the sync process to show trivial changes in records, you can hide these. Trivial changes include: Spacing differences; commas or periods in the name; commas, periods, pound signs (#), single or double quotation marks, or abbreviations (such as E for East) in the address; 5 digits versus 9 digits or the ZIP Code; differences in the order or types of phone numbers and email addresses.
      • Title Differences are trivial—If you selected the option to hide trivial changes, you can also select whether you consider title differences as trivial. If so, select both options to ignore title differences during the sync process. This skips over any differences involving "Miss", "Ms", "Mrs", "Mr", "And", and "&". Note that selecting this means the record for "Mr John Smith" will be matched with the record for "Mrs John Smith", and will not display for your consideration during the sync process.
      • Additional Rules—You can add your own rules for name, address, and city/state fields. These are only replaced if the entire word matches the Match field. Let's say you want to replace "and" with "&" in name fields. The name "Andrew and Andrea" is changed to "Andrew & Andrea", not "&rew & &rea".
    7. On the Automatic Sync tab, you can select options to allow the automatic synchronization to run overnight. This way, the sync doesn't disrupt you during your regular working hours. For details on these options, see Set Automatic Updates to Sync Overnight.
  3. Click Save.
DioOffice

Last updated: October 29, 2024