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On the Information tab, click Parishes & Facilities > Data Transfer > Set the Options Used in Synchronization. There are tabs with synchronization options to define what information your diocese receives from the parishes. The selections you save here apply to all parish records.

Additional Field Information

Family Parish ID/Env. Number

  • Parish ID/Env. Number Should be Synchronized Always — Sync the parish ID/envelope number every time you run the synchronization process.

Family Phone

  • Import Family Phone Numbers from New Families in Parishes — Sync family phone numbers from new Church Office families into DioOffice. If you select this option but choose not to import phone numbers from the parishes, phone numbers from existing families are not synchronized.
  • Import Family Phone Numbers from the Parishes — Sync phone numbers from existing Church Office families into DioOffice. If you select this option but choose not to import phone numbers from new families, phone numbers from new families are not synchronized.
  • Export Family Phone Numbers to the Parishes — Sync all family phone numbers from DioOffice into Church Office.

Family Email

  • Import Family Email Addresses from New Families in Parishes — Sync email addresses from new Church Office families into DioOffice. If you select this option but choose not to import email addresses from the parishes, email addresses from existing families are not synchronized.
  • Import Family Email Addresses from the Parishes — Sync email addresses from existing Church Office families into DioOffice. If you select this option but choose not to import email addresses from new families, email addresses from new families are not synchronized.
  • Export Family Email Addresses to the Parishes — Sync all family email addresses from DioOffice into Church Office.

Family Status

  • Import Family Status from the Parishes — Sync family statuses from existing Church Office families into DioOffice.

Misc. Options

  • Check the Entire Diocese for a New Family — Checks all existing records when syncing new families. This takes more time but could result in better matches.
  • Address Check includes Mailing Address — Checks mailing addresses along with street addresses. This takes more time but could result in better matches.
Additional Field Information

Do Not Sync Member Information
No member information is synchronized.

Just Head and Spouse Simple Information
Sync simple information for the head and spouse including name, birth date, deceased date, gender, and marital status.

All Member General Information
Sync all member information including name, birth date, relationship, religion, marital status, grade, and ethnicity. Selecting this option displays additional options:

  • Remove members that are no longer at the Parish — Deletes the records of members whose records have been deleted by the parish.
  • Member Safe Environment Information — Select if you collect data for safe environment.
  • Require the Parish to Map Parish Member Keywords to Diocesan Keywords — You can require parishes to map their keywords to yours when they upload data to the web service. This eliminates conflicts when your diocese uses different keywords than the parishes and maintains consistency between your keywords and the parishes' keywords. Blank values are sent for any keywords that are not mapped by the parish.
  • Member Phone Numbers — Include member phone numbers in the sync.
  • Member Email Addresses — Include member email addresses in the sync.
  • User-Defined Keywords — Parishes can synchronize user-defined keywords with your diocese as long as the keyword list titles match in both programs. For example, if a parish set up a "Religion" keyword list and the diocesan program also has a "Religion" keyword list, that information can be synchronized.
    If you select a diocesan user keyword, select Require the Parish to Map their 'Keyword Name' to Diocesan Keywords if you want the parish to send the data to first map each of the parish's keywords to an existing diocesan keyword. Since parishes can use different keywords than your diocese, this makes it easier to incorporate the information into your database. Blank values are sent for any keywords that are not mapped by the parish.

In the Financial tab, you can view a table containing a synchronization record of funds that includes the synchronization transfer direction, fund name, and fund dates. Click a Transfer Direction column entry to display a drop-down arrow with fund transfer options.

The Validation Script text box is located below the synchronization record table. This text box is where the diocese can set terms for what the program verifies in each fund that is synchronized.

The Mobile Access tab contains multiple check box options for the contact information you want to upload to the PDS web service. Also, if your diocese uses the PDS Mobile App, there are options to set what information your parish staff can view through mobile access. Once uploaded, the contact information can be retrieved with a mobile device on the PDS Mobile App.

Each time you make a selection in the Mobile Access tab and click Save, the program displays a message asking if you want to update the PDS web service with the selected contact information. For more information about the PDSMobile application, see Set Permissions to View Information on Mobile Devices.

Sacramental Registers

Additional Field Information

Synchronize Sacramental Registers — Transfer your Sacramental Registers information between DioOffice and your PDS Office programs.

Useful Information

To do this, make sure you select the sacramental register option in DioOffice and your PDS Office program(s).

You can set up "rules" to automatically clean up your parish data before syncing. This saves you the time of fixing it manually once it's in DioOffice.

  

Additional Field Information

Correct Capitalization when all caps
Changes all uppercase to only capitalize the first letter of each word. For example, "GREEN, AMY" is changed to "Green, Amy". "32 PINE ST" becomes "32 Pine St".

These are only corrected if the entire field is uppercase. So names like "McCOMB" or "deCRUZ" are not changed.

Replace & and / with 'and' in titles
If titles have an ampersand (&) or a slash (/), those are replaced with the word "and". For example, "Robert & Linda" or "Robert/Linda" is changed to "Robert and Linda".

Recalculate...
Just like you can recalculate these names in the Name dialog box, the sync can automatically adjust names to fit the proper format:

  • Mailing name — Title FirstName LastName. For example, Mr. John Aaron.
  • Formal salutation — Title LastName. For example, Mr. Aaron.
  • Informal salutation — FirstName. For example, John.

Replace 'Street' and 'Avenue', etc. with 'St' and 'Ave', etc.
If addresses have the type of street spelled out, it's replaced with the proper abbreviation. For example, "Juniper Lane" is changed to "Juniper Ln". "Vine Boulevard" is changed to "Vine Blvd".

Remove punctuation from the addresses
All punctuation is removed. For example, "S. Park St." is changed to "S Park St". "Apt. 23" is changed to "Apt 23". "P.O. Box 645" is changed to "PO Box 645".

Return Data Rules corrections to Parish
Send the changes that were made by the data rules back to the parish. If selected, the action on corrected records is set to Both Get and Send Data. Next time the parish syncs, it receives these in a list of pending changes.

Hide records that match after Data Rules
If the data rules you select change a record to match the diocesan record, you can hide those parish records so they don't show up in the list. For example, the parish record for "ADLER, PATRICIA" is corrected to "Adler, Patricia". Now it matches the "Adler, Patricia" record in DioOffice. You probably don't want to see that record in the list since it does actually match.

Additional Rules
You can add your own rules for name, address, and city/state fields. These are only replaced if the entire word matches the Match field. Let's say you want to replace "and" with "&" in name fields. The name "Andrew and Andrea" is changed to "Andrew & Andrea", not "&rew & &rea".