Use Data Automation

Rock ships with a powerful Data Automation job that automatically updates person and family records. This makes things a lot easier for you. The job settings are configured here on the Data Automation page, located at:

Tools > Data Integrity > Data Automation.

The Data Automation job uses these settings to update person and family records in the following ways:

• Reactivating individuals who are currently inactive
• Inactivating individuals who are currently active
• Updating which campuses families are associated with
• Moving adult children to their own families
• Updating Connection Status values
• Updating Family Status values

Updates are made to records when the Data Automation job runs. By default, the job is configured to run every Tuesday morning, but you can change that time to what works best for your organization. Also, note that the job is active by default, but the data automation types listed above are all disabled. The updates will run automatically once the settings are enabled.

OK, now that you have an overview of the job, let's take a closer look at the different types of data automation included in the Data Automation Settings screen.

Reactivate People

When the Reactivate People option is enabled, every person in the database who matches any of the following criteria (according to your selections) will have their record status updated from 'Inactive' to 'Active'.

• Any family member has made a contribution in the last: If any family member in any of the person's families has made a contribution during the selected time period.
• Any family member has attended a group that is considered a service in the last: If there's an attendance record associated with any family members in any of the person's families, and if the attendance is for a group of a type with the Weekend Service option set to 'true'.
• Any family member has registered for any event in the last: If any family member in any of the person's families has registered for an event during the selected time period.
• Any family member has attended a group of this type in the last: If there's an attendance record associated with any family member in any of the person's families, and if the attendance is for a group that's of any of the selected types.
• Any family member has logged into Rock in the last: If any family member in any of the person's families has logged into Rock within the provided time period.
• Any family member has submitted a prayer request in the last: If a prayer request has been submitted by any family member in any of the person's families during the selected time period.
• Any family member has a new value for any of the following person attributes in the last: If any of the selected person attributes have an updated value for any family member in any of the person's families during the selected time period. The person attributes are based on the ModifiedDateTime of the attribute value. You can choose to ignore specific attributes by adding the Key of the attribute to the Data Automation Ignored Person Attributes Defined Type.
• Any family member has an interaction of the following type in the last: If there's an interaction record for any of the selected types for any family member in any of the person's families during the selected time period.
• The person is in a specified data view: If the person is included in the selected data view.
• Exclude any person in a specified data view: This option acts as an override. Even if a person meets any of the previous criteria, if they are included in this data view, their record won't be updated.

When the Reactivate People automation runs, the Inactive Reason and Inactive Note fields for each person are cleared.

Inactivate People

When the Inactivate People option is enabled, every person in the database who matches all of the following criteria (according to your selections) will have their record status updated from 'Active' to 'Inactive'. Each person who's inactivated will also be inactivated in most of the groups to which they belong, including security roles. Once these people have been inactivated in their groups, there's no process to revert that change.

• The number of days that the records must be older to get considered for Inactivate process: This setting helps ensure that brand new individuals aren’t made inactive only because they haven’t had a chance to engage in any activities yet.
• No family member has made a contribution in the last: If no contributions have been made by any family members in any of the person's families during the selected time period.
• No family member has attended any group type that takes attendance in the last: If there are no attendance records associated with any family members in any of the person's families. Any specific group types whose attendance should be ignored by the automated process can be specified in the Ignore any attendance in the following group types field.
• No family member has registered for any event in the last: If there are no event registrations for any family member in any of the person's families within the provided time period.
• No family member has logged into Rock in the last: If there are no Rock logins for any family member in any of the person's families within the provided time period.
• No family member has submitted a prayer request in the last: If no prayer requests have been submitted by any family members in any of the person's families during the selected time period.
• No family member has a person attribute value updated in the last: If no person attribute values have been updated for any family member in any of the person's families during the selected time period. The person attributes are based on the ModifiedDateTime of the attribute value. Specific attributes you want the automated process to ignore can be selected in the Ignore any updates to the following attributes field.
• No family member has an interaction of the following type in the last: If there are no interaction records for any of the selected types for any family member in any of the person's families during the selected time period.
• The person is not in the following data view: If the person isn't included in the selected data view. This option can be used to make sure that certain people, such as staff members, are never inactivated.

When the Inactivate People automation runs, the Inactive Reason for each inactivated person is updated to 'No Activity' and the Inactive Note field is updated to 'Inactivated by the Data Automation Job on mm/dd/yyyy'.

Any person who's inactivated will also be inactivated in all of the groups they belong to, except for those that have a group type with the Don't Inactivate Members option selected.

Update Family Campus

The Update Family Campus option is available only if you have more than one campus.

When the Update Family Campus option is enabled, the attendance for every family will be evaluated. If the family is attending or giving to a campus other than the one that's currently configured for the family, the campus for the family will be updated. Let's look at how this works.

First, the Data Automation job evaluates the attendance records at a specific location for all members of the family in question to determine if that location has the greatest number of attendance records for the family. Next, the job looks at all of the contributions to campus-specific accounts made by members of the family, to determine if that campus has the greatest number of contributions. Finally, the job uses the following settings to help determine if the campus should be updated:

• Calculate campus based on the most family attendance to a campus-specific location in the last: Determines how far back attendance records should be evaluated. You can optionally exclude specific schedules from being used in this determination. You can also specify how many times a person should attend a campus before having their family campus updated.
• Calculate campus based on the most family giving to a campus-specific account in the last: Determines how far back transaction records should be evaluated.
• If the calculated campus for most attendance and most giving are different: Determines which campus to use if the campus to which the family gives the most isn't the same campus the family attends the most.
• Ignore any family that has had a campus update in the last: If the campus for a family has been updated within the selected number of days, the DataAutomation job will ignore the family.
• Ignore any update that would change campus: There may be scenarios where a family attends or gives to a campus other than the one with which they are associated. Exclusions can be added in this field to make the DataAutomation job ignore any specific campus changes based on attendance and/or giving.

Move Adult Children

When the Move Adult Children option is enabled, the DataAutomation job processes people who have a child role in one or more families, but also are of an "adult" age. The default adult age in Rock is 18. The job processes one person (not a group member) at a time. For each person, the job looks at all of the families that person belongs to and their role in each family.

• If the person is already an adult in any family, then they won't be added to any additional families, but they will be removed from all families where they are a child.
• If they are currently not an adult in any family, the job checks if they are the only person in any of their families.
  • If they are in a family by themselves, the person will only be updated as an adult in that family and the job will remove them from any other family where they are a child.
  • If they are not an adult in any family and are not the sole member of any family, a new family will be added, and the person will be added to that family as an adult. The person will also be removed from all other families where they are a child.

The job considers the following options:

• Should children only be moved if they have graduated?: If this option is checked, the job will first look at the graduation year for each person considered. If they don't have a graduation year, they won't be moved. If they have a graduation year in the future (according to the Grade Transition Date and the person's graduation year), they won't be moved.
• The age a child should be considered an adult: The age to consider a child an adult. The default setting is '18'.
• An optional known relationship that should be added between the new adult and their parent(s): You can add an optional relationship for the other adults in the original family to have with the updated person. The recommended setting, if you use this, is "Parent".
• An optional known relationship that should be added between the new adult and their sibling(s): You can add an optional relationship for the siblings in the original family to have with the updated person. The recommended setting, if you use this, is "Sibling".
• Should the new adult's home address be the same as their current family?: Check this box if the updated person's new family address should be the same as the Home address of the original family. The checkbox is selected by default.
• If the new adult does not have a home phone, should they use same number as their parent?: Check this box if the updated person's Home phone number should be the same as the Home phone number of the original family. The checkbox is selected by default.
• The workflow type(s) to launch for each person that is processed: Indicate any optional workflows that should be triggered for each person who's updated. The updated person will be set as the workflow's Entity. If the workflow has an OldFamily and/or NewFamily attribute, the job will set those attributes to the old/new family for the person.
• The maximum number of records that should be processed at a time: Set the maximum number of people to process on each run of the Data Automation job. The default setting is '200'.

The job also considers the "Lock as Child" option in the Edit Person Advanced Settings. If this option is selected on the person, they won't be made an adult by this job.

Update Connection Status

When the Update Connection Status option is enabled, you can update connection status values based on one or more Data Views. The status is set to one of the values listed below if the person meets the conditions of the data view.

• Member
• Attendee
• Visitor
• Participant
• Prospect

Update Family Status

When the Update Family Status option is enabled, you can update family status values based on one or more Data Views. The status is set to either Participant or Unknown if the family meets the conditions of the data view.

General Settings - Gender AutoFill Confidence

Included in the General Settings section of the Data Integrity Screen is an optional DataAutomation task to autofill gender. This task looks for individuals with an unknown gender and attempts to set the correct gender based on the person's first name. The process uses the minimum confidence level (think of this as an accuracy rate) entered in the Gender AutoFill Confidence field to automatically set blank genders while running the Data Automation service job. If the number is set to 0, genders won't be automatically determined. If the number is set to 99.9% (the default setting), only names with genders matching that 99.9% confidence level will be determined. If the individual is a child, the job checks the likely match for gender against the minimum confidence level. If the likelihood of finding a match is greater than the confidence level, the gender is updated. Otherwise, it's left unknown. Adults won't autofill with a gender that's already taken by another adult in the same family.