Record Type & Status Definitions

Gnosis person records are classified by two main fields, Record Type and Record Status, each defined below. If your system does not have any of these standard values, contact [e-mail].

Important Notes:

• It is important to manage these two fields appropriately, as only one list value can be applied to a single record. Please confer with Support before adding values to these lists. To track most roles/relationships properly, see Attribute Management.
• It is very important that all staff are using/updating these fields consistently.
• It is recommended to use a combination of these values for Reporting and Communications queries to achieve the most accurate and appropriate results list.

Record Type Values

Active

The person is actively engaged in their relationship or activity with your organization. This is the default value when a Gnosis user creates a new record in the database.

Inactive

The person, no matter the type of relationship, is no longer engaged in their relationship or activity with your organization. This could be due to the person moving out of the area or a life change making their continued involvement difficult, or for more intentional reasons, like a donor changing their giving practices. In these scenarios, it is recommended to set the person to Inactive in addition to opting them out of all communications. 

For organizations providing member services, you may wish to query records who have not attended programs since a certain date. With the help of Gnosis Support, the records returned may be updated to Inactive. 

Deceased

The person has passed away. See Updating Deceased Person Records for additional records updates.

Tribute Addressee

If a gift notification was requested by an online donor for their tribute gift, a new record for the notification name and address will automatically be created in the database and will be set to this record type. If this person becomes engaged with your organization, this field could be updated to Active at any time.

Online Donor

This is the default value applied when a record is created directly online during the donation process. If this person becomes engaged with your organization, this field could be updated to Active at any time.

Record Status Values

Verified General Public

This is the default value when a Gnosis user creates a new record in the database. This is the appropriate value for the majority of your database records.

Unverified General Public

This is the default value automatically applied when a person creates their own record online, likely from an online event registration or opting into a communications item. This type identifies the person's record may not have been touched by a Gnosis user and there is not a direct relationship established with this person, meaning they have not donated, and have not become a participant or volunteer.

If this person does become more engaged as a donor, participant, or other relationship, this record type should be updated to Verified General Public.

Participant or Member

This is the one value in the system to identify Participants/Members for tracking and reporting purposes. This value must be manually set for applicable records. This is a required field for CSC Affiliates using the ADAPT Report.