Managing New Contact Rule Collections

Where new contact rule sets are used to define which users are being managed and what process the rules apply to, new contact rule collections define exactly what happens to the contact when it is added to the firm list. Rule collections specify all of the following:

• Whether InterAction checks for matching contacts in the firm collection
• Configuration options related to matching contacts, including how to handle potential duplicates and conflicting contact information
• How new contacts are added to the firm list, including the source folder for the contact
• If company contacts are automatically created when a company contact cannot be found matching the company listed on a person contact
• How data stewards are notified about new contact information, for example, you can configure the rule collection to create Data Change Management tickets when possible duplicate contacts are found

For more information, see the following sections:

• Provided Rule Collections
• Using Contact Matching in New Contact Rules
• Creating Associated Companies

Provided Rule Collections

Because rule collections provide many settings that can greatly impact your contact information, InterAction provides several rule collections out of the box. You can configure these rule collections to meet the needs of your organization, however you cannot create new rule collections.

New Contact Rule Collections

Collection	Description
Ongoing Data Maintenance - Default	This rule collection should be used for your default User to Firm Contact Sync rule set. It is designed to control the ongoing additions of contacts to InterAction, when the contacts are added to a user’s contact list in his or her Outlook contacts or PDA, and then contributed to the firm list later.
Ongoing Data Maintenance - New User	This new contact rule collection includes the settings required to appropriately contribute a user’s contacts to the firm when initially rolling out InterAction to a new user. When new users are added to InterAction, you typically should monitor the user’s first 30 days of use to ensure that the user is entering good contact information. This rule collection is configured to manage new contacts users contribute to the firm list by providing the most notification for data stewards. This rule set typically manages the contacts contributed to the firm list after the initial load of the user’s contact information as well as any contacts a user adds to his or her contact list in Outlook or a PDA.
Data Quality Services	This rule collection is used during the initial data load and cleansing process if you use LexisNexis InterAction’s Data Quality services or the data cleansing services of an LexisNexis InterAction partner.
Web Client New Contact Wizard - Default	This rule collection should be used for your default Web Client new contact wizard rule set. It is designed to control the ongoing additions of contacts to InterAction through the new contact wizard.
Web Client New Contact Wizard - New User	When new users are added to InterAction, you typically should monitor the user’s first 30 days of use to ensure that the user is entering good contact information. This rule collection is configured to manage new contacts users enter in the Web Client new contact wizard by providing the most notification for data stewards.
IAIQ Contact Mining - Default	This rule collection should be used for your default IQ 2.x Contact Mining rule set. It is designed to control the ongoing additions of contacts to InterAction by InterAction IQ 2.x contact mining and signature capture. For more information on using Data Change Management to control contacts added to InterAction by InterAction IQ 2.x contact mining and signature capture, see the InterAction IQ 2.x User Guide.
IAIQ Contact Mining - New User	This rule collection includes the settings required to appropriately contribute a new user’s contacts added to InterAction by InterAction IQ 2.x contact mining. When new users are added to InterAction, you typically should monitor the user’s first 30 days of use to ensure that the user is entering good contact information. This rule collection is configured to manage new contacts added by InterAction IQ 2.x contact mining and signature capture by providing the most notification for data stewards. For more information on using Data Change Management to control contacts added to InterAction by InterAction IQ 2.x contact mining and signature capture, see the InterAction IQ 2.x User Guide.

For details on the settings provided with each rule collection, see the Loading Data into InterAction guide.

Using Contact Matching in New Contact Rules

When adding new contacts to InterAction through User to Firm Contact Sync, you can configure the synchronization process to check for contacts in the firm list that match the contact that is being added. In most situations, you should use contact matching, however you may wish to not attempt to match contacts when doing your initial data load and cleansing if you are working with a third party to cleanse your contact data.

You can configure new contact rule collections specified for User to Firm Contact Sync to match the new contact with contacts already in the firm list using different sets of criteria. In most cases, you should set InterAction to match contacts based on the contact name. When this option is selected, InterAction attempts to match contacts using the matching logic described in How Are User Contacts Matched with Firm Contacts?.

Note: When you are performing your initial data load and cleansing, you may wish to use different matching logic including matching by unique contact identifier. Typically, this matching is only used in certain situations where your organization has used the user contact export feature to set UCI values for contacts.

If you choose to attempt to match contacts when they are added to InterAction, you also must specify new contact match rules including the following:

• Where the new contact is set as suspect, how data conflicts are handled
• If no matching contact is found, how the contact is added to InterAction
• If possible matching contacts are found or if more than one matching contact is found, what occurs

The options available let you configure the level of management you want to have over the contact information. For example, you may select options that do not proactively notify data stewards of new contacts for your default rule sets and select configuration options that send tickets to data stewards for rule sets defined for new users.

New Contact Match Rules

Rule	Options
Data Conflict	This rule only applies if the contact being added is set as suspect. For more information on suspect contacts, see How Contact Data is Handled During an Initial Load of User Contacts. For contacts that are not suspect, the user’s information overwrites the organization’s information or is added to the firm contact. In nearly all implementations, all new contact rule collections should be set to Send a ‘Data Conflict’ ticket to the Data Change Management Inbox. The other options, user overwrites firm and firm overwrites users, should only be used in situations where you have made a concerted data cleansing effort in one of the two data sources and can guarantee that all the contacts in that data source have better, more accurate contact information. For example, if a user’s contacts are cleansed in Outlook before they are synchronized with InterAction, you may choose to use the Update the contact in the Firm List with information from the contact in the user contact list option.
No Contact Match	When a contact cannot be matched with a contact in InterAction, the rules defined for no contact match determine how the contact is added to the system. Typically, you choose the Link the contact into the New Contact Review folder option in addition to the Add the contact to the Firm List folder option. If you are setting up a rule collection for a new user, you may choose to source the user’s contacts in the New Contact Review folder. It is required that all users have Read access to the New Contact Review folder. This is the setting out of the box. Additionally, your new contact rule collection for new users should also specify to Send a ‘New Contact’ ticket to the Data Change Management Inbox. If the contact is being added to InterAction by InterAction IQ 2.x contact mining or signature capture, see the InterAction IQ 2.x User Guide for more information on configuring this option.
Possible Contact Match	Possible contact match options only apply if more than one exactly matching contact is found or if one or more contacts are possible, but not exact matches. Typically, you should choose the Send a ‘Possible Duplicate’ ticket to the Data Change Management Inbox option in addition to the Add the contact to the Firm List folder option. For some new user situations, you may choose to Link the contact into the New Contact Review folder. If the contact is being added to InterAction by InterAction IQ 2.x contact mining or signature capture, see the InterAction IQ 2.x User Guide for more information on configuring this option.

 

Creating Associated Companies

When a person contact is added to the firm list, InterAction automatically attempts to match the company value on the person contact with a company contact in InterAction. For example, if a user adds the contact Jane Warner at Stanford Industries and Stanford Industries is not found in InterAction, InterAction can automatically create a new company contact. This feature is available for contacts added through User to Firm Contact Sync or the new contact wizard. Associated companies cannot be created for contacts added by InterAction IQ 2.x contact mining or signature capture.

Note: Creating company contacts automatically is only available when creating new contacts. It is not available when editing existing contacts.

If you choose to create a company contact, the company contact is added to the firm list or the New Contact Review folder, depending on which folder you had chosen to add new contacts for the rule collection. When the company contact is created, InterAction adds the following information to the company and shares those fields back to the person contact:

• Company name
• Business address

The rules used to create a new company contact vary depending on whether you are using contact matching. For rule collections that specify to use contact matching, rules can be defined for what occurs if there is a possible matching company found in the firm list vs. what occurs if no matching contact is found in the firm list.

Company Association Rules

Rule	Description
Contact Matching
No Contact Match Rule	Defines whether a company contact is created if no matching company contact can be found for a person contact being created. For rule collections created for User to Firm Contact Sync, you should typically set InterAction to not create a company contact and to send an ‘Unassociated Company’ ticket to the Data Change Management Inbox. This is recommended because in many cases a matching company may not be found because the user has not entered the correct name for the company. When a data steward reviews the ticket, he or she can search for a company and associate the person or create a new company. When performing your initial data load, you may choose to create a new company in these situations because you are planning a major cleansing effort in which you merge duplicate contacts.
Possible Contact Match Rule	Defines whether a company contact is created if one or more contacts are found in the firm list that are possible, but not exact matches. In most situations, you should set InterAction to not create a company contact and to send an ‘Unassociated Company’ ticket to the Data Change Management Inbox. This is recommended because in most cases, the data steward can properly identify which company contact is the appropriate match for the company.
No Contact Matching or Web Client New Contact Wizard Rule Collection
Company Association Rule	The option defines whether a company contact is created using the information from a person contact. When defining rule collections for User to Firm Contact Sync that do not use contact matching, you should specify for a new company contact to be created and linked into the New Contact Review folder. It is required that all users have Read access to the New Contact Review folder. This is the setting out of the box. When defining rule collections for the Web Client New Contact Wizard, you should choose to create a company contact. You should also specify to link the contact into the New Contact Review folder.

Tip: Your New Contact Rules Should Reflect the Experience of Your Users

All Users Experienced

If all your Web Client users are well trained, you can be more assured that the users have identified potential matches for the associated contacts if they exist. Therefore, you can choose to automate the creation of a company contact when no match is found.

Set up a new contact rule to auto-create a company contact and generate new contact notification Data Change Management tickets. The data steward can then ensure that the records are being created correctly and in the appropriate situations. If the data steward finds that associated companies are being created incorrectly, choose the next scenario.

Users at Various Levels

Train experienced users, who may be entering a number of business cards as new contacts on behalf of professionals, to enter the contact’s company contact first, followed by the person contact. This way the correct associations are created immediately.

Less experienced users should enter the person contact only. Then, a new contact rule should generate an unassociated company contact ticket each time a person is created with an unassociated company. This way the data steward can verify that there is not already a company in the database for this person.

Edit a Rule Collection

1. Log on to InterAction Administrator.
2. From the main window entity list, double-click Data Change Management Configuration.
3. Choose New Contact Rule Sets.
4. On the Data Change Management New Contact Rule Sets dialog box, choose Rule Collections.
5. On the Data Change Management New Contact Rule Collections dialog box, select the rule collection you wish to edit and choose Edit.

6. Modify the settings.

   • To change the New Contact Match Rules, choose Edit in that section.

   • To change the Company Association Match Rules, choose Edit in that section.

   For more information on the options to configure, see Managing New Contact Rule Collections.

7. When finished, choose OK.