There are many ways to search for existing and add new People records to your IQ database. The Find/Add Person action lets you search for records, check for duplicates, and add records and is useful when sending mail. The Quick and Advanced Search options let you perform actions on multiple records, for example merging, updating, sending same letter to found records, and so forth. You can also use manual sets to add and check for duplicate records when you're responding to a large mailing.
To find or add a People record:
Click the My IQ or People tab.
Select the Find/Add Person action.
Type full or partial name and address information in the Name and Address label field. Note: You can also search by phone number by including p: in front of the number (i.e. p:7032060030). This will search for both primary and non-primary numbers regardless of type (Home, Business, Cell, etc.) The phone number can be entered with or without any formatting. So searching for p:7032060030 or p:703-206-0030 would find (703) 206-0030, 703.206.0030, etc.
To enter partial information, type the name (Last, or First Last). You can include some part of the address if you want to further narrow the search:
John Smith
22306
To enter the full name and address, type the information as you would type the name and address on a label, with the name on the first line, the address on the second, and the city, state and ZIP Code on the third. For address blocks with more than three lines, you must use a line key (n:, t:, o:, etc.) to identify the nameline, title, organization, etc. See the help information below the Name and Address field for a complete list of line keys which can be used for searching for and/or adding a people record.
IQ will search for a nickname, if no matches are found for the First Name. So, for example, if you searched for Thomas Smith and none were found, IQ will search for Tom Smith and Tommy Smith.
IQ automatically enters the city, state, and ZIP Code when you type only the ZIP Code.
IQ automatically parses address lines. If you're entering a business address, prefix the title with t: and the organization with o: to place the information in the correct fields.
IQ automatically uppercases the first word of every name part. To force lowercase of a word, type a carat ^ in front of a word and type it in the correct case, for example, ^de Gaulle.
IQ properly stores two-word names in the correct field when you connect them with an underscore, for example Mary_Beth or Mac_Taggart.
IQ places a period after the prefix or any single character you enter in a name field.
IQ recognizes a line that includes both an at sign (@) and a period (.) as an e-mail address and places the information in the correct field. IQ will also check to make sure the e-mail address does not contain any spaces or special characters, other than an at sign (@), a period (.) or an underscore ( _ ). You can add a People record that contains nothing but an e-mail address, which can be used only for e-mail correspondence.
If you want to type the name and address directly into fields instead of using label entry, click the GO button without typing anything in the label field. This launches the New Person page with all fields available and empty. Remember that no duplicate searching is done in this instance.
Click the GO button after you've typed the name and address in the label field. An automatic search is done, and any exact or possible matches appear below the label. Use the scroll bar or > link to view all records. Note: If you entered an address that cannot be validated against the Address Checker database, you're notified with an error message. Click OK and then verify that you've entered the address correctly.
Click the New button if none of the records match the one you're looking for and you want to create a new People record from the name and address information you entered in the label. When you select this option, a new record is created, and the name and address information is parsed into fields on the New Person page. Focus is on the No Match button so that if you want to create a new record, simply press the ENTER key.
Click the Mail button next to a record that matches the one you've entered. This lets you create a mail record for an existing People record. The new mail record appears on the People Record page.
Click the WF button next to a record that matches the one you've entered. This lets you create a new workflow for an existing People record. The Default Template for New Workflow appears if you have selected one in user Preferences, otherwise the Select Template page appears.
Click the Household button next to a record of another individual at the same address as the one you've entered. This lets you link your new record to an existing household. The new record appears on the Add to Household page.
Click the name link in the Full Name column to open an existing record to change it. Note: If the people record does not contain a name the link is No name information.
Select an action for the record you've found or added.
To save the new record, select the Save and Close action.
To save the new record and add another People record, select the Add Another action.
To exit without saving the information, select the Close action.
Note: You can also add a People record before or after searching for an existing record with the Add Person action on the Quick or Advanced People searches or the People Search Results page. If you use the Add Person action without searching for an existing record first, it is recommended that you use the Duplicate Check action within the People record to search for possible duplicates. When Duplicate Check is selected in a newly entered People record, IQ saves the name and address information and then uses that information to search for potential duplicates. Duplicate Check uses the same search logic as the Find/Add Person action. If any potential duplicates are found, IQ displays them in the Merge Potential Duplicates dialog with the option to Merge immediately or Merge Later.