The membership database has fields that have relationships to each other, and these relationships are not automatically enforced by the Wild Apricot system.
These checks are run at least quarterly.
If you are running these checks as part of preparing the Membership Report, you will want to return to instructions for preparing the report when finished.
Run the Saved Search "Check Contact Info Present".
If any record is found, it means that we have neither an e-mail address nor a postal address for someone, so we can't communicate using our normal processes. If we have a phone number, you might try calling to see if they will give us a US Postal or e-mail address. If there is no phone number, try the ASU Directory to see if they are listed there with some contact information. Since the membership is active on this person, it should be possible to find contact information either from HR (for introductory members) or from a check or credit card record (for renewal members).
Criteria for this search: Street and E-mail are both empty, Member Status is "Active".
Run the Saved Searches "Check Full Address 1", "Check Full Address 2", and "Check Full Address 3".
These will list anyone who has a street address but is missing City (test 1), State (test 2) or Zip (test 3).
If some are found and the problem cannot be remedied by contacting the person or looking up the Zip code for the address or any other means, uncheck "Prime Times Newsletter". If the person is an active member and also has no email address, treat this the same as "missing all contact information". If the person is a Lapsed member, archive their record.
Criteria: Member Street address is not null, one of the others is null.
Run the Saved Searches "Check Postal Address for PT 1" and "Check Postal Address for PT 2".
If any records are found, it means that we don't have a valid US Postal address for someone who has requested Prime Times.
If we're unable to obtain a valid postal address by contacting the person by phone or e-mail, uncheck "Prime Times Newsletter" in the "I Want to Receive" field.
Criteria for these searches:
1 - Member Status is "Active", Prime Times Newsletter is checked in "I Want to Receive" and Postal Address on File is Invalid.
2 - Member Status is "Active", Prime Times Newsletter is checked in "I Want to Receive", and Street Address is empty.
Run the Saved Search "Check Email Enabled".
If any records are found, it means that this member has a valid email address, but all email to the person is disabled. All current members with e-mail addresses in our database should have e-mail enabled so that they can receive workflow e-mails such as membership renewal notices and event registration confirmations.
Enable Email for the person (you should see a message in a pink box about this, and be able to click on it to enable).
The criteria for this search are: Email Delivery Disabled and E-mail not empty and Member Status is "Active".
Run the Saved Search "Check Email Non-Member".
People who show up in this have event announcements or e-mail blasts enabled, but they are not active members and should not be receiving emails from ASURA.
Turn off (uncheck) the Wild Apricot settings so that they don't get these emails.
Criteria: Member status is not "active" and Email preferences include "Send event announcements" or "Subscribed to emailings".
Run the Saved Search "Check Email Address Problems".
If any records are found, it means that we've tried to send e-mail using the address and the e-mail could not be delivered (bad e-mail address, usually).
You can try sending an e-mail to the person to see if it bounces -- it's possible the error was not with the address, but with a server somewhere. If the e-mail bounces and we're unable to obtain a valid e-mail address by contacting the person by phone, delete the bad e-mail address. Then use the Email settings tab for the person to disable all e-mails, and if necessary change settings in "I Want to Receive" so that all three e-mail only communications are unchecked.
Criteria: Email Delivery = "Recent email delivery failed" and Member Status is "active".
Run the Saved Searches "Check E-mail Empty 1" and "Check E-mail Empty 2".
Members found have one of the settings in "I Want to Receive" that suggest they want to receive e-mail notices (1st test) or have the Wild Apricot setting for event announcements or for e-mail blasts on (2nd test), but there is no e-mail address for them.
If we cannot obtain a valid e-mail address, uncheck the e-mail-related settings in "I Want to Receive" and disable e-mail communications in the Wild Apricot settings.
Criteria:
1 - Member status is "active", Email is empty, and "I want to recieve" has one of the e-mail communications check.
2 - Member status is "active", Email is empty, and Email preferences has either "Send event announcements" or "subscribed to emailings" checked.
Run the Saved Searches "Check Email Blast Settings 1"
Returned records have "I Want to Receive" items that require e-mail blasts checked but the Wild Apricot setting enabling e-mail blasts is turned off.
To correct, the nicest thing to do is to contact the person and ask whether they want to receive obituary notices or E-News. The latter is what they receive with "Other ASURA Communications". Otherwise:
Criteria: Member Status is "Active" and "I Want to Receive" has Obituary Notices and/or Other ASURA Communications checked, "Email blasts" is not checked.
Run the Saved Search "Check Email On Deceased".
This will find anyone who has a Deceased Date and an e-mail address.
First make sure the deceased date is actually for the member, and not for the spouse -- probably it is for the spouse if the Surviving Spouse/Partner field is yes. You can also check our obituaries. If the date is for the member, delete the e-mail address so that we don't mail to them. If it is for the spouse, make sure that is noted in the comments and then delete it.
Criteria: Email not empty, deceased date on or after January 1, 1900, contact is not archived.
Run the Saved Searches "Check Event Notice Settings 1" and "Check Event Notice Settings 2".
Records that are found have inconsistent settings in "I Want to Receive" and Wild Apricot's "Event Announcements" regarding notices about upcoming events.
Change Wild Apricot's "Event Announcements" setting to match the setting for "Upcoming Event Announcements" unless it appears that the member turned off Wild Apricot's setting via an unsubscribe link or via his/her own profile. You can check for the latter in the the "Login details" of the "Contact details" tab that displays when you edit or display a person's record.
Criteria: Member Status is "Active" and "Event Announcements" is checked but "Upcoming Event Announcements" is not (1st test) or vice-versa (2nd test).
Open the Saved Search "Check Intro Member Renewal Dat" and set the Renewal Due date to On or before June 30,xxxx, where "xxxx" is next calendar year. Set the "Member Since" to on or after January 1, yyyy, where "yyyy" is the current calendar year.
Introductory members who show up have been added this year and have not been given the right free introductory period -- they have been shorted by a year. Change the Renewal Due date to be July 1 of next year.
Criteria for this search: Member Status is "Active", Membership Level Is "Introductory Member", Renewal Due is on or before June 30 of next year and Member since is on or after January 1 of this year.
Open the Saved Search "Check Intro Level Set" and set the "Member since" date to On or after:
If anyone appears, it means that they either should be Introductory members because they have joined this year, or their "Member since" date is incorrect. Look at the Notes for the person, on the right side of the Contact details tab. I you see "Renewal processed..." it means that they have paid dues.
Criteria for this search: Membership level is not Introductory Member or Honorary Member, Member status is Active, Member since is On or aft (date as described above).
Open the Saved Search "Check Renewal Level Set". Set the "Member since" date to On or Before December 30, xxxx, where "xxxx" is:
Anyone who is listed should be researched to determine whether their Membership Level should be set to Introductory, or whether the "Member Since" date is in error. The first place to look is on the list of Notes for the person -- on the Contact details tab.
Criteria: Membership Level is Introductory, Member since is on or before the beginning of the current Introductory membership period, and Member status is active. Note: December 30 is used instead of December 31 because of an idiosyncrasy in Wild Apricot, which finds people with January 1 dates when December 31 is used.
On the Contacts "Simple search" tab, Filter by "non-members".
Records found will normally be the result of event registrations. Determine whether the person is actually a member by checking name and whatever other information is available, usually phone number. Email address is probably not reliable, as this may just be an alternate email from what was used in the membership record.
Criteria: Renewal due is empty and Membership level is not Honorary.
Run the Saved Search "Check Active Deceased Prior Yr".
This will find records for people who died before this membership year, but who have Member Status of "Active".
Change Member Status to "Lapsed" unless they have paid for the current year. If they did, it may be that the deceased date was entered in error -- perhaps it was the date of the spouse's death. In that case, the date should be deleted and the spouse's death should be recorded in the comments.
Criteria are Deceased Date on or before start of this fiscal year (July 1 with year = last fiscal year) and member status is active.
Run the Saved Search "Check Poss. Current Employee".
This will find members who have one field that indicates they are retired, but others that suggest they may not be.
If you know the person has actually retired you should put in a date retired -- we would probably have that since these are Introductory members.
If the person is not retired (check the ASU directory), you can change the "Retired From" field to "Not Retired".
Criteria: Retired From is "ASU", Date Retired is empty, Member Status is Active, and Membership Level is Introductory.
Run the Saved Search "Check Missing Retired From".
This will find people who have a date retired but do not have an indication of where they retired from.
Determine whether to check one of the "Retired From" boxes or whether perhaps there should not be a "Date Retired", e.g. if the person is a current ASU employee, not yet retired (e.g., the "Not Retired" box is checked). In the latter case, make sure the "Not Retired" box is checked and delete the Date Retired.
Criteria for this search: Member Status is "Active", Membership Level is not "Honorary Member", Date Retired is on or after January 1, 1990, and "Retired From" has no choice selected except possibly Not Retired.
Now run the Saved Search "Check Missing Retired From 2". This will find any remaining retirees who lack a "Retired From" indication.
If this turns up anyone, probably you should just set the "Retired From" to "ASU" if they have a date retired, and possibly to "Not Retired" if they are likely a current employee.
Criteria for this search: Member Status is "Active", Membership Level is not "Honorary Member", "Retired From" has no choice selected.
Run the Saved Search "Check Employment Category".
This will find members who do not have a valid Employment Category specified,
Try to figure out what category they likely belong in, probably by searching for them on www.asu.edu. If you cannot determine which they are, choose "staff". If you look at their form or their record in an import file and see a category that we do not have, contact the database manager.
Criteria: Member Status is "Active", Membership Level is not "Honorary Member", Employment Category is not "Faculty", Employment Category is not "Admin Faculty", Employment Category is not "Staff" (etc. for each valid Employment Category).
Updated 29 Jan 2022 by Connie McNeill