Re-Categorising Data

From time to time it is necessary to re-categorise data in your database. While ChilliDB makes this easy to do, it can create issues for you in various sections of ChilliDB which you may not be aware of and should review before making any changes.


Here are some things to be aware of:




Custom Fields Section "Visible For Types" configuration If you are re-categorising data, be sure to check your Custom Fields, specifically the "Visible For Types" values to ensure that you are including all of the Contact Types you intend to capture Custom Fields for, before you re-categorise your data.




For example: If you capture a Section of Custom Fields called "XYZ Information" only for Contacts of Type "A", and you decide to re-categorise all Contacts in your database of Type "A" to Type "B", then you need to modify your Custom Field "Visible for Types" to include both "A", and "B" so that those fields and the data they hold will be maintained. If you don't then, ChilliDB will remove the content of those Custom Fields as technically, they do not match the "Visible For Types" configuration mappings.




Reports Reports can use Filters based on Categorisation settings. You should review any reports for Filters based on Categorisation settings.




Example: If you have a list of Contacts of type General Practitioners, then you re-categorise your General Practitioners, you need update your report or have the ChilliDB HelpDesk do it for you so it returns the correct data.




Module Configurations Some modules allow you to define a subset of Contacts or Organisations to select from. Sometimes these limit those down to matching Categorisation. You should review the Configuration of each of your modules which have a "Configuration" menu item under them in the menu to ensure they remain correct before making the changes.




Example: Ataps looks for General Practitioners based on Contact Categorisation. If you re-categorise your General Practitioners, then you need to re-configure ATAPS so it finds them.




Data Mining, Visualisations Data Mining can use Filters based on Categorisation settings. You should review and Data Mining Searches and Data Sets for Filters based on Categorisation settings.




Example: If you have a list of Contacts of type General Practitioners, then you re-categorise your General Practitioners, you need update your Data Mining Searches and Datasets or have the ChilliDB HelpDesk do it for you so it returns the correct data.




With 3.2 of ChilliDB, Visualisations are available which use Data Mining, so they may be affected by your re-categorisation.




Post Save Actions If you use Post Save Actions to place people onto Distribution Lists, or perform some calculations based on the Categorisation, then you should review your Post Save Actions and may have to update them or have the ChilliDB HelpDesk do so for you so they continue to work.




Example: You have a Post Save Action which puts all Contacts of type General Practitioner on a specific Distribution List, then you re-categorise your General Practitioners, you need update your Post Save Action to handle the new Categorisation.

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