Where Extra Values Display on a Person’s Record¶

Extra Values display in the following places on a person’s record:

1. Profile > Extra Values tab - Standard Extra Values display by default

2. Profile > Extra Values tab - click Show Adhoc Values to display those

3. Profile > Entry tab - Information Card section

4. Profile > Member tab - Extra Membership Data section

Exports and Reports¶

The blue Toolbar that displays when viewing a list of people (or an individual person) has the option to download the Extra Value Excel export.

If you want a report showing all Extra Values with data and also show the date the EV was added, you can add a custom SQL Report to your database using the instructions in the following help article.

Special Extra Values¶

TouchPoint has some special Extra Values that have specific functions. These Extra Values can be added to your database if you choose:

• Parent Extra Value - to connect a non-custodial parent with a child for email purposes

• PIN# Extra Value - for use with checkin

• EnvelopeNumber Extra Value - if you do not upload a file with the People ID# you can add an extra value to use when posting contributions

• Deposit - you can waive or lower the deposit amount required for an individual for an online registration by using a special Ad Hoc Extra Value that includes the Involvement ID # for the Involvement and the amount of the deposit. This only applies to Join Involvements but not Registration Forms.

Create a Standard Extra Value Field¶

Step 1

Go to a people record, Profile > Extra Values tab.

Click the green + Add Extra Value button.

Step 2

Select the Type from the dropdown. This is the type of data you will be storing. See below for the options and explanations.

Enter the field Name (This is just the name of the Extra Value field, not the value/data.)

Important

This name should not contain spaces, punctuation, or special characters. It should also be fairly short, because TouchPoint has exports that use these Extra Value names as column headers.

If you want to limit those who can view and edit this Extra Value, enter a Visibility role. Otherwise, leave this field empty. See caution message above.

If you have selected the type Dropdown or Checkbox an additional text field will open. That is where you enter the values, each one on a separate line.

Click Save when you are finished.

Note

The Visibility role can be an existing user role, such as Edit, Attendance, or Membership. Or, you can create a new User Role just for this purpose. For example: Create the user role of Pastor and assign that role to your ministers for confidential type of data. See caution message above.

Types of Extra Value Data¶

When creating a new Standard Extra Value, you will have the options defined below.

Header

This is not an Extra Value, but is actually a header you can use to group sets of Extra Values.

Example: If you have several Extra Values relating to a person’s Membership, you could have a header named Membership and put all the Extra Values relating to that under that header.

HTML

This type stores raw HTML content. The value is entered as plain text (no editor provided). This can be useful for storing pre-formatted HTML snippets.

HTML Editor

This type allows you to add custom content using a rich text editor. This might be helpful for storing images, documents, or any other custom (HTML) content on a People record or Involvement.

Link

This type stores a URL/link. It will display as a clickable link on the Extra Values tab.

Text (single line)

This type allows you to create a text field with a field name and various values with one line of text. These will not create a dropdown in Search Builder.

Example:

Extra Value Field = Disciple-Maker

Value = Robert Smithson

Each person can have only one data-type Extra Value Field of the same name. When you search for these in Search Builder, you select the Condition named ExtraValueText and enter the field name and the value and use the standard string comparison operators to search.

Text (multi line)

This type allows you to create a text field with a field name and various values with basically unlimited text. These will not create a dropdown in Search Builder.

Example:

Extra Value Field = Prayer Requests

Value = any text you want to enter. You may want to enter a date beside each new entry, putting the newest at the top.

Each person can have only one data-type Extra Value Field of the same name. When you search for these in Search Builder, you select the Condition named ExtraValueText and enter the field name and the value and use the standard string comparison operators to search.

Dropdown

This type allows you to specify multiple values for one Extra Value. Only one value can be selected for a person.

Example:

Extra Value Field = Worship Service

Values might be 9:30, 11:00, or Varies.

These values will display in a dropdown in Search Builder on the Extra Values tab when you select the condition ExtraValueCode.

Checkbox

This type allows you to create an Extra Value with either True or False value. This does display in Search Builder in the dropdown when you select the Condition ExtraValueCode.

Example:

Extra Value Field = Minister

Check the box if True.

This displays as Minister:True in the dropdown in Search Builder when you select the Condition ExtraValueCode.

Checkboxes

This type allows you to specify multiple values, and individuals can have more than one selected. These create a dropdown in Search Builder.

Example:

Extra Value Field = Membership Process

Values might be Interviewed, Scheduled, or Completed.

These values will display in the dropdown list in Search Builder on the Extra Values tab when you select the condition ExtraValueCode.

Integer

This type must be an integer/number. The special EnvelopeNumber Extra Value is an Integer type.

Example:

Extra Value Field = EnvelopeNumber

Value = 2891

In this example, the number would be the person’s envelope number from a previous database. In Search Builder, you would select the Condition named ExtraValueInt and type EnvelopeNumber:2891

Date

This type will present a date picker.

Example:

Extra Value Field = Ordination

Value will be 10/30/2011

In Search Builder, you would select the Condition ExtraValueDate and type Ordination:12/31/1999 as the value.

Data

This type stores larger data content. It is similar to multi-line text but is intended for storing larger amounts of data. These will not create a dropdown in Search Builder.

A few things to note when you create Extra Value Fields:

• If you want a dropdown to display in Search Builder so you can select the Extra Values you are looking for, use the Dropdown, Checkbox, or Checkboxes as the type of Extra Value.

• The Text (single line) and Text (multi line) types of Extra Values do not create dropdowns in Search Builder, because the values for each person would be different.

To Arrange Extra Values in a Specific Order¶

When you click the Edit button next to the +Add Extra Value button, you will see a list of all Standard Extra Values that display in the pop up.

Click and hold on the three horizontal lines to the left of the EV Name to slide the EVs into the order you want them to appear. After changing the order, click Save Ordering at the bottom of the pop up window.

Delete Standard Extra Value Fields¶

Extra Values Summary

This summary report is where you can view how many people have a specific Extra Value and where you can also delete these EVs.

Step 1

Go to People > Reports > Extra Values > People. This will display a page listing all the Extra Value Fields with the count of records containing that Extra Value.

Step 2

Click the red Delete button beside the Extra Value. You will then see an “Are you sure?” prompt. Click Yes, Delete it, or Cancel, if you’ve changed your mind.

Warning

Deleting an EV this way permanently deletes data from the PeopleExtra table. For Code (dropdown) and Bit (checkbox) types, only the specific value you selected is deleted. For Int, Date, and Text types, all entries for that field are removed across all people records. However, if the Extra Value is a Standard EV, the field definition itself is not removed — the field will still appear on people records but with no data. See below to remove an EV definition entirely from people records.

People Records

You can also delete an extra value field by going to a person’s record.

Step 1

Go to Profile > Extra Values on an individual’s record.

Step 2

Click Edit

Step 3

This will display the list of all Standard Extra Values. Click the Trashcan symbol beside the one you wish to delete. You have the option to delete any data associated with that Extra Value, by checking the box Remove data too?.

Note

By deleting a Standard Extra Value through the People record, you are deleting it from ALL people records. If you choose to check the box Remove Data too?, the associated values will be permanently deleted. If you do not check the box and later add the EXACT Extra Value back into your database, the previous value will be reinstated where available.

Search Builder

You can also clear Standard Extra Values or delete Ad Hoc Extra Values by running a search in Search Builder for specific Extra Values:

Step 1

Run the search to find the appropriate people.

Step 2

Selecting Toolbar > Gear > Delete Extra Values.

Step 3

Select the Extra Value type from the dropdown (Text, etc.) and / or enter the name of the extra value in the Name box.

Either check the box to delete all values or enter the specific value in the Text Value box. Then click OK.

If the Extra Value is Ad Hoc, it will delete that Extra Value on the records of everyone in your search results. If it is a Standard Extra Value, the values will be cleared out but the Extra Value will not be deleted.

Note

For a dropdown Standard Extra Value, choose the type Code. For a checkboxes Standard EV, choose Checkbox. If you have any concerns, please reach out to Support for assistance.

Note

To delete Family Extra Values using Search Builder, after selecting Delete Extra Values check the box Delete from family records instead of person.

Create an Ad Hoc Extra Value Field¶

Step 1

Go to a people record, Profile > Extra Values tab.

Click the Ad Hoc Values link.

Step 2

Select the green + Add Extra Value button.

Step 3

Select the Type from the dropdown. This is the type of data you will be storing. See explanation above for the options and further explanations.

Extra Values During a Merge¶

When merging duplicate people records, all Extra Values from the From Record (the duplicate being deleted) are moved to the To Record (the record being kept). If both records have an Extra Value with the same field name, the system cannot overwrite the existing value, as that could result in data loss. Instead, it preserves both values by renaming the moved Extra Value, appending _mv (short for “moved value”) to the field name.

For example, if both records have an Extra Value named Allergies, the To Record will end up with two Extra Values: Allergies (the original) and Allergies_mv (the one brought over from the From Record). If there were already an Allergies_mv on the To Record, the system would append _mv again, resulting in Allergies_mv_mv, and so on until the name is unique.

Corrected Visibility Role logic, added missing EV types (Link, HTML, Data), corrected navigation path, clarified delete behavior and merge behavior