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IIA Sync Functionality

Updated

GrowthZone Configuration:

  • Under Setup>Intergrations>IIA Settings
    • Sync to External needs to be enabled
    • Sync From IIA to GZ needs to be enabled
    • IIA National Username needs to be populated
    • IIA National Password needs to be populated
    • Last Sync Node.  This is the last National ID
    • State Abbreviation – 2 character State abbreviation
    • State Name – Self explanatory
  • Under Memberships>Types
    • They need to have an Associate (Affiliate) and Agency (Member) memberships.
    • Under the Actions>Advanced Options>Custom Fields an Affiliate membership needs to have Sync as Affiliate = Yes, and Sync as Member = No/Null.  A Member membership needs to have Sync as Affiliate = No/Null, and Sync as Member = Yes.  Any other memberships should have these option set to No/Null.
    • There can only be 1 membership set to these.

 

DataRec Access:

  • Go to https://www.iiav.com/default.aspx
  • Login with:
    • UN: Growth.Zone
    • PW: 7Bt0cI8x
  • Once you have logged in, replace your browser URL with   https://www.iiaba.net/datareconciliation/login.aspx and click enter.
  • At this point click Refresh in your browser and resend the information.  You should now be at the DataRec home page where you can search for Agency’s and Agents. Video:  https://www.screencast.com/t/zZJxfP3Tp

 

Sync Timing:

  • National Tenant ID = 1113
  • Only contacts with the GZ status of Active/Courtesy are synced.  Non-members do not sync.
  • A Dropped record, will sync when it is dropped or re-activated.
  • Non-member records will sync when their status is changed to Active.
  • The GZ to DataRec and DataRec to GZ sync runs every 15 minutes.
  • Changes that are made in a State tenant are synced to DataRec, then they are synced to National tenant and possibly back to the contact record in the State tenant, based on the change that was made.
  • Changes that are made in National are synced to DataRec, then they are synced to the State tenant and possibly back to the National tenant, based on the change that was made.

 

  • Changes that are made in DataRec are synced to National and the State Tenant at the same time.

Note: Staff members that are at a State Association, could be making changed in both their GZ State tenant and DataRec, if they have access to both.  Only people at National have access to the National tenant.

 

Structure & Hierarchy

  • An Agency can have any number (0, 1, many) of Individuals/Users.
  • An Agency can also have any number of Branches. Branches are represented in GrowthZone by adding a contact as a Child Business of the Agency using a “location” system relationship type.
    • In GrowthZone, a child business can also have child businesses of its own. In DATA REC, there can only be one tier.
    • In GrowthZone, a child business can have multiple parent businesses. In DATA REC, a branch only has one parent Agency.
  • A Branch can have any number of Individuals/Users as well.
  • In DATA REC an Individual/User can only be part of one Agency or Branch.
    • In GrowthZone, an individual/user can be part of many organizations.

 

Fields & Contact Information

  • National ID
    • The National ID values are automatically generated and assigned by DATA REC. This is a read only field in DATA REC.
    • This field syncs to the Account Number field in GrowthZone.
      • In GrowthZone, you can edit the account number. This should NOT be done.
  • Mailing and Physical addresses (Line 1, Line 2, City, State, Zip)
    • The Mailing Address fields are required fields when creating a contact in DataRec, best practice is to always add this field when creating a new contact in GZ
    • The Mailing Data address fields sync to the corresponding fields in GZ using an address of the “Mailing” address type.  Similarly, the Physical address fields sync to the corresponding fields in GrowthZone using an address of the “Physical” address type. If the Mailing and Physical addresses are exact matches in DATA REC, they will sync to one address in GrowthZone using the “Physical and Mailing” address type.
      • In GrowthZone, contacts can have any number of addresses using any address type. However, to line up with DATA REC, there are only 2 supported scenarios: a contact with 1 “physical” address and 1 “mailing” address OR a contact with 1 “physical and mailing” address.  DO NOT HAVE MORE THAN ONE ADDRESS IN GZ SET TO MAILING ADDRESS, or PHYSICAL ADDRESS.
  • Phone Numbers
    • Similarly, Agencies and Branches only have 2 phone number types: Main and Fax. Individuals/Users have 5: Work, Home, Other, Mobile, and Fax.
    • The phone numbers quantities and types must line up with these in GrowthZone.
  • GrowthZoneID and GrowthZoneStateID
    • These fields are in DATA Rec
    • These fields do not need to be populated in DATA REC
    • GrowthZoneId points to the GrowthZone ContactId in the National tenant
    • GrowthZoneStateId points to the GrowthZone ContactId in the State tenant

 

Memberships

  • Contacts are ONLY synced to DATA REC if they have an active membership assigned. NonMember contacts don’t sync. Once a membership is assigned to a Non-Member Agency, it will sync to DATA REC and National Ids will be sent back to GrowthZone for the Agency and all Individuals.
  • In DATA REC, Agencies and Branches are assigned a status of Member, Affiliate, or NonMember. This status is set on the Agency and gets inherited by the Branch (and is read-only on the Branch’s contact record). The Member or Affiliate status syncs to GrowthZone by creating a “Member” or “Affiliate” membership, which is owned by the Parent Organization.
    • In GrowthZone, a membership can be owned by a Branch or an Individual. Contacts can also own multiple memberships. These are not supported scenarios in DATA REC.
  • In DATA REC, the Agency’s status can be changed by selecting a different status option from the dropdown.
    • In DATA REC you change a Member to a Non-Member or an Affiliate to Non-Member. To get the same result in GrowthZone, you must drop the Membership.
    • In DATA REC you change a Non-Member to a Member or a Non-Member to an Affiliate. To get the same result in GrowthZone, add a membership to the parent organization.
    • In DATA REC you change a Member to an Affiliate or an Affiliate to a Member. To get the same result in GrowthZone, you must drop a membership and add a new one (these steps MUST be done in this order) OR you can upgrade/downgrade a membership to a different membership type.

 

Individual & Agency Moves

  • In DATA REC, you can move an Individual/User from their Agency or Branch to a different Agency or Branch. 
    • In GrowthZone, the equivalent action to an Individual move is to expire, deactivate, or delete the role/relationship between an Individual and its Organization or child Organization and then create a new role/relationship between that Individual and the new Organization (these 2 steps MUST be done in this order).
  • In DATA REC, you can also move Agencies and Branches. A Branch can be moved to the State (which means it is converted from a Branch to an Agency of its own) or to a different Agency of the same State and with the same status. An Agency can ONLY be moved if it doesn’t have any Branches tied to it. If it doesn’t have any branches, it can be moved to another Agency of the same status and state (which means it is converted from an Agency to a Branch).
    • Here are the Agency move options and the equivalent actions in GrowthZone:
      • Moving a Branch to the State: In GrowthZone, end the relationship between the child organization and its parent
      • Moving a Branch to a different Agency: In GrowthZone, end the relationship between the child organization and its parent first and then add a relationship between the child Organization and its new parent (steps MUST be done in this order)
      • Moving an Agency to a different Agency: In GrowthZone, first drop the membership for the Agency that will be the Branch. Then add a relationship between the Branch and its new parent Agency.
    • GrowthZone does not have restrictions in place when creating relationships between different Agencies, so please keep DATA REC’s restrictions in mind when doing Moves.

 

What does not work well with the sync

  • If you create a new org, assign the individuals to it and then apply the memberships.  The sync does not send the contacts over in a particular order, so the org/individual relationship might not be created in DataRec.  Therefore, the DataRec to GZ sync could break up the relationship.  The same is true for a Parent/Child org relationship and the individuals associated with it.  The correct process is to create the Parent org and assign it a membership.  Wait for the Parent org to receive its National Id and then start to add the individual and Child Orgs.
  • In theory, the Contact Merge feature in GZ should work.  In general, we “should” be fine if they merge into the destination record (regardless of status). We will use that National Id and we will send a delete for the record we are marking as isdeleted. If the record we are deleting isn’t an active member in GZ, then in those situations we wouldn’t send anything SO they may have to clean that up the record in Data Rec as we won’t be able to.  In some cases, Data Rec will not honor our delete because they fall into this “special” group. No way for us to really know who is in that group.

 

Troubleshooting an issue

  • You will need to look at the audit log for the contact in T1113 and the corresponding State tenant.  Look at the timing of when an item was updated, by the sync.  Based on the times, you will have to determine where the change initiated from; T1113, State Tenant or DataRec.
  • Look at Setup>Misc>Event Log.  You can see what data was sent out and brought in by the sync and what contact records were updated.  Pay close attention to this as I found the system was acting upon org records that were marked as deleted, but their entry in the ContactRelationships table was still active.
  • Look at the ContactRoles and ContactRelationships tables for entries that are still active (IsDeleted = 0, EndDate is null).
  • In DataRec, search for the National Id on the contact record.  Look at the GrowthZoneStateId and GrowthZoneId to see what ContactId it is pointing to in GZ.  Again, these fields do not need to be populated in the DataRec.

 

You can find more documentation in Teams under GrowthZone Integrations>IIA>Files