1

we are a small charity who would like to see all the latest incoming enquiries from our website in one place when we log on to civicrm in wordpress.

We have created a general enquiry form (Caldera Forms) which does send an email direct to the specified charity email address, and does create an individual record at the backend of civicrm, but none of them show up in the activities screen when we log in.

It would be very useful to be able to see in one place the messages that we need to deal with as they come in.

Grateful in advance for any help on this please.

2

As @petednz mentioned, it does sound like that your entries are being merged. You can check what dedupe rule Caldera form is using under the Contact 1 processor. if you didn't create a dedupe rule that always create a new record, then it is likely that it will use an existing rule that merges the new entries. To create a dedupe rule that doesn't merge, you need to get to CIVICRM and go to Contacts>Find and Merge Duplicate Contact and create a rule under the Individual Section. Click Add Rules for the section and i suggest the following entries:

Rule Name = Always No Merge

Usage = General

Reserve = No tick

Field = Address Name

Weight (same row as Address Name) = 10

Skip the rest of the rows

Weight Threshold to Consider Contacts 'Matching':100

the idea is to set a dedupe rule that will never be matched, more on how the dedupe rule works is here: https://docs.civicrm.org/user/en/latest/common-workflows/deduping-and-merging/

then go back to Caldera Contact 1 Processor and refresh the browser. You should see the new dedupe rule "Always No Merge" listed there for you to select. Any new entries would be a new record now. However, if the records do belong to the same individual, you would have the merge the records manually.

1

Do you create Activity from Caldera form when user submits the Enquiry form? If not than you will need to add Processor to create an activity against the contact who submitted the form.

2
  • HI, I have added a civicrm activity processor Nov 3 '20 at 9:40
  • Sorry, forgot to say that it does not make any difference. Nothing at all shows in the activities screen, so not sure what I'm doing wrong? I also have the contact processor attached, and as I said before, the emails come through to the domain email address no problem. Nov 3 '20 at 11:38
0

There are several ways to get a single view of the new messages. if you are using activity processor, then setting it up to record as an associated activity with the contact record should work (https://github.com/mecachisenros/cf-civicrm/blob/master/docs/processors.md). The other ways are to use the tag processor to add tags or use a group processor to add the contact to a designated group. you can then use the CIVICRM dashboard to be updated on new entries.

However, Activity Processor should work, perhaps you want share how you setup the processor, it should be similar to the link i listed above.

10
  • I have the activities processor set up as follows: Contact Link Link to Contact 1 Select which contact you want to link this processor to. Activity Activity Type Initial Enquiry Activity Status Completed Campaign Activity fields Subject Nature of enquiry [nature_of_enquiry] Activity Date date:Y/d/m Duration Location Details Comments / Questions [comments_questions] Is Starred Created Date date:Y/m/d Modified Date Tags Attached Files No advanced_file or file or cf2_file in form Cases Is Activity Overdue Target Contact ID Source Contact ID Assignee Contact ID Nov 5 '20 at 9:22
  • Nothing ever appears in the main activities screen when you log on, but if you click on the double headed arrow in the top right corner of the activities dashlet, it opens into a larger activity dashlet window and shows the latest form submitted. The problem there, is that it shows submissions over several months i.e.11th Feb, 11th April, 11th May by one applicant even though it has only just been submitted once just now, it the merges all of this under the current submission date. It also shows on the bottom, 1 of 6 records but the next etc keys do not work so you cannot flick between records Nov 5 '20 at 9:28
  • Have just worked out what it means by 1-6 of 6 entries. It is referring to the number of entries of the one single record as follows: Contact Merged Contact ID 203 has been merged and deleted. Dog, Mad Dog, Mad n/a November 2nd, 2020 8:41 PM Completed ViewEditDelete Contact Deleted by Merge Contact ID 203 has been merged into Contact ID 202 and deleted. Dog, Mad n/a n/a November 2nd, 2020 8:41 PM Completed ViewEditDelete Nov 5 '20 at 9:44
  • Initial Enquiry Test Dog, Mad n/a n/a May 11th, 2020 12:00 AM Completed ViewEditDelete Initial Enquiry Test Dog, Mad n/a n/a April 11th, 2020 12:00 AM Initial Website Enquiry ViewEditDelete Initial Enquiry Test Dog, Mad n/a n/a February 11th, 2020 12:00 AM Initial Website Enquiry ViewEditDelete Initial Enquiry Test Dog, Mad n/a n/a February 11th, 2020 12:00 AM Initial Website Enquiry ViewEditDelete Nov 5 '20 at 9:44
  • Firstly I don't understand why it's merging with other files when this enquiry has only just been created, and secondly, I don't understand why it does not register to day's date 05/11/20 anywhere when that is the date the enquiry was created? Nov 5 '20 at 9:46

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