Constituent Directory & Profile Management Guide

Target Role: Staff Members, Needs Processors & Partner Admins

The Constituent Directory serves as the master database of community members served across partner organizations.

Overview

The Constituent Directory enables staff to search individual records, update contact details, review historical assistance ledgers across partner sites, and perform manual profile deduplication.

graph LR
    Search["1. Search Directory"] --> Detail["2. Constituent Detail View"]
    Detail --> Edit["3. Edit Fields & DOB"]
    Detail --> History["4. Review Past Needs Ledger"]
    Search --> ManualMerge["5. 3-Step Manual Merge Wizard"]

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1. Searching Constituent Profiles

1. Select Constituents in the navigation bar or sidebar.
2. Enter search criteria:
   • Full or Partial Name (e.g. Maria Garcia).
   • 10-Digit Mobile Phone Number (e.g. 704-555-0199).
   • Email Address or Constituent ID.
3. Results display constituent avatars, primary phone numbers, email addresses, and total associated needs count.
4. Click any constituent card to open the Constituent Detail View.

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2. Constituent Detail View & Editing

The detail view compiles contact information and complete historical assistance into a 2-column workspace:

Contact Details Panel

• Profile Identification: Full legal name, copyable truncated UUID pill (e.g. ID: 5adfe4f4...9da6), and avatar initials.
• Editable Information:
  • First Name & Last Name
  • Mobile Phone & Email Address
  • Date of Birth: Interactive calendar picker.
  • Physical Address: Street Address, City, State, and ZIP Code.
• Saving Edits: Click Edit Fields, modify values, and click Save (requires needs:resolve or admin credentials).

Historical Assistance Ledger

• Lists all past community assistance requests associated with the constituent.
• Displays request reference numbers (e.g. DC-00912), status pills (Resolved, In Progress), category icons, and submission timestamps.
• Clicking any past need navigates directly to the corresponding Need Detail Workspace.

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3. The 3-Step Manual Merge Wizard

When staff identify duplicate profiles for the same individual (e.g. slight spelling variations or previous phone numbers):

1. Select Source & Target Profiles

   Click Merge Constituents from the directory to launch the merge dialog:

   • Source Profile (Duplicate to Delete): Search and select the redundant record that will be deleted.
   • Target Profile (Primary to Keep): Search and select the primary record that will be retained.

2. Resolve Field Conflicts

   The Field Conflict Resolver compares attributes side-by-side:

   • Use the radio selectors to choose which value survives for First Name, Last Name, Phone, Email, DOB, Street, City, State, and ZIP.
   • Merge Households Switch: Toggle whether all other household members and past needs from the source household are merged into the target household.

3. Confirm & Execute Merge

   • Review the final target profile preview card.
   • Review the irreversible action warning banner.
   • Click Execute Merge. The system merges past needs and interactions to the target ID and permanently deletes the redundant source record.