Kavi Help CenterKavi® Members Help
| Appendix E. Predefined User Data Fields | ||
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Part IX. Appendix | 
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Table of Contents
Kavi Members tracks your organization's company, user and membership information. Data is added to the Kavi Members database through signup and membership application forms, Admin Tools or through the Upload Data tool in the Super Admin Area. Kavi Members database includes an extensive set of predefined data fields.
Field variables displayed in this table are used in the Upload Data tool. Slightly different versions of these variables are used for column headings in reports and email template variables. In the data reports these field names are prepended by 'user_' to distinguish them from similarly named company or membership fields. Email template variables are usually prepended by '$u_'.
Fields may be required by the Kavi Members database or the Upload Data process, as shown in the Required column. Each field description includes information about when it is required (if ever), descriptions of how it is used and any default value that is assigned automatically if the field is empty or the column is omitted from a data file when a company or user record is uploaded. Upload Notes provide hints on adding or editing this field in a data upload operation.
Note
Your organization is likely to use custom fields that aren't documented in the help.
Table E.1. User Data Fields
|
Field [database_column] |
Required | Notes |
|---|---|---|
|
Cell Phone [cell_phone] |
No | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
|
[company_contact_types] |
Upload Data: No. Database: Yes. |
Available Contact Types are assigned to classify the way a user represents their company to the organization. They may also designate special kinds of company representatives such as 'Primary Contact' who have a higher level of access than regular company representatives. Upload Note:This field is set to the designated default type(s) if not specified when uploading new users based on purpose. If you are populating the database for the first time and do not want to use the types installed by Kavi Members, you must add types through the Manage Contact Types tool before populating the database. |
|
Company Name [company_name] |
Upload Data: No. Database: Yes. |
The name of the company to which this user belongs. If this is an individual-based or mixed organization, this company may be added to the database solely to group individuals. Upload Note:When adding a user, the company must be added first, and the company name in the user record must be an exact match to a company that already exists in the Kavi Members database in order for a user to be added successfully. |
|
Deactivation Date [deactivation_date] |
No |
If a user has been deactivated, this field shows the date and time at which their status changed from 'active' to 'inactive' (in YYYY/MM/DD format). This applies only if the user's status is currently 'inactive'. If a user's status is set to 'inactive' then back to 'active' this field is cleared of the deactivated date. Upload Note:This field cannot be modified using the Upload Data tool. |
|
Display Publicly [display_publicly] |
Upload Data: No. Database: Yes. |
Available options are 1 ('Yes, share information') or 0 ('No, do NOT share information'). Upload Note:Defaults to '1' if not specified when adding users. If the organization's policy is to assume users want to opt out of sharing their information unless they have specifically opted in, or if the user's privacy preferences are known and the user has opted out, set this value to '0' to protect user privacy. |
|
FAX [fax_phone] |
No | A FAX number where the user can be contacted. The number must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
|
First Name [first_name] |
Upload Data: Yes. Database: Yes. | User's first name. |
|
Home Phone [home_phone] |
No | The user's home phone number must be at least 10 characters long and may only contain these characters: x)(0-9-+. This field is only available if Kavi Members is configured to collect home phone numbers. |
|
Image or Logo [image] |
No |
An image or logo in JPEG, PNG, or GIF format, no more than 20k in size and no larger than 200 x 200 pixels. Images can be displayed in rosters and directories. Kavi Members must be configured to collect user images for this field to be available. Upload Note:This field cannot be included in data files uploaded through the Upload Data tool. |
| [item_key] | Upload Data: Not used if the upload_action is 'Add'. Required if the upload_action is 'Edit' or 'Delete'. Database: Required. |
A unique identifier automatically assigned by Kavi Members to each person's record in the database. This allows different persons with the same name to be identified as unique individuals in the database. Every record in the Kavi Members database has an item key. Upload Note:The person.csv template that Super Admins download to add users to the database omits this column because it isn't required for Add operations. To edit or delete a user from the database through the Upload Data tool, the user record must have a valid, Kavi Members-generated key in the item_key field. |
|
Last Login [user_last_login] |
Upload Data: No. Database: No. |
The most recent date and time a user logged in. Kavi Members updates this field in a user's record when a user logs in. This field is available in Reports Tools, but isn't logged. It is also available as an event trigger for scheduled email and email templates. Upload Note:This field cannot be modified using the Upload Data tool. |
|
Last Modified [last_modified] |
Upload Data: No. Database: Yes. |
The most recent date and time a user's information changed. Every record in the Kavi Members database includes a last modified date. The database automatically updates this value every time it commits a change to a user record. Upload Note:This field does not appear in the person.csv file because it cannot be modified using the Upload Data tool. Kavi Members automatically assigns a last modified date on all records modified through the Upload Data tool. |
|
Last Name [last_name] |
Upload Data: Yes. Database: Yes. | User's last name (family name). |
|
Middle Name [middle_name] |
No | User's middle name or initial. |
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Password [password] |
Upload Data: No. Database: Yes. |
Passwords are used along with usernames to give the user access to protected areas of the Web site. Passwords must be at least 6 characters long and cannot contain these characters: #, @, ?, |, /. Upload Note:When using the Upload Data tool to add new users, this column will not appear in the person.csv template. Kavi Members will automatically generate and assign a new password for each user consisting of a random string of numbers and mixed-case letters. |
|
Primary Email [primary_email] |
Upload Data: No. Database: Configurable. |
The email address used to send the user a login link and other important information. This field must either be empty or unique for each user. Upload Note:If the site is configured to enforce accepted domains (i.e., the Check Accepted Domains option is enabled in the Configure Company Representative Signup Options tool), the Upload Data tool will provide a warning in the Upload Results Email if a user's primary email address does not match the company's list of accepted domains. |
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Purpose [purpose] |
Upload Data: Yes. Database: Yes. |
The user's purpose. The set of available purposes depends on site configuration. All sites include 'Staff Person' by default. Individual-based or mixed organizations with membership enabled will include 'Individual Member', and 'Individual Nonmember only if nonmember tracking is enabled. Company-based or mixed organizations include 'Company Representative'. Upload Note:The user's purpose must be compatible with the purpose of the company with which the user is associated.
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Receive Members Email [receive_email] |
Upload Data: No. Database: Yes. |
Available options are 1 ('Yes, subscribe to the members email list and send general announcements') or 0 ('No, do NOT send general members email'). Upload Note:Defaults to '1' if not specified when adding users. |
|
Salutation [salutation] |
No | Available options are 'Mr.', 'Mrs.', 'Ms.', 'Dr.' This is not the same as the user's Title. |
|
Secondary Email [secondary_email] |
No |
An alternate email address for this user. If Kavi Groups is installed, this address will be allowed to send email to any groups to which this user belongs. Kavi Members must be configured to collect secondary email addresses for this field to be available. Upload Note:This field only appears in the person.csv template if Kavi Members is configured to track secondary email addresses. |
| [signup_date] | Upload Data: No. Database: Yes. |
The date the user was first added to the database or became affiliated with the organization (in YYYY/MM/DD format). The signup date helps record an important event in the history of the relationship between the user and the organization. Upload Note:You can provide a specific date if the user is already affiliated with the organization at the time their record is being added to the database, or leave it blank to it automatically set to the current date. |
|
Status [status] |
Upload Data: No. Database: Yes. |
This value is either 'active' or 'inactive'. Users who belong to active companies will be able to login to protected areas of the Web site if they are also active and have acquired roles that grant access. Users who belong to inactive companies will be inactive and unable to login. Users with the purpose of 'Individual Member' and 'Nonmember who are active and have acquired roles that grant access will be able to login. Inactive users cannot login. Upload Note:Defaults to 'active' if not specified when adding users. |
|
Title [title] |
No | User's job title. If Kavi Groups is installed, this title will be visible on group rosters. This is sometimes confused with the Salutation. |
|
Upload Action [upload_action] |
Upload Data: Yes. Database: No. |
This column doesn't exist in the Kavi Members database, but is required in data files prepared for upload through the Upload Data tool. Upload Note:This field indicates the type of upload action to be performed on a record when processed by this tool: 'add', 'edit' or 'delete'. Upload action values must be all lowercase. |
|
[member_types] |
No |
Available User Types include Kavi Members default types as well as custom types specific to the organization. If the organization offers memberships for individuals, some of the User Types will be assigned automatically through Individual Membership Types. More highly privileged User Types will be assigned to users with the purpose of 'Staff and Administrator'. Upload Note:User Types are not required by the Upload Data tool, and there are few reasons why you would want to assign User Types on upload. If you are adding a user whose purpose is 'Staff or Administration' they are likely to require a high level of privileges and should be assigned a type that corresponds to their position in the organization. It may be easiest to assign these types through the Edit a User tool after upload. Mixed or individual-based organizations with membership enabled include 'Individual Member, but as a rule, you should not add types in the category 'General (through membership only)' during an upload—even if you are adding memberships—because these are assigned to individuals automatically as the memberships pass through the membership workflow. Mixed or company-based organizations will include users whose purpose is 'Company Representative', but these users are assigned Company Administration and Contact Types rather than User Types. Users with the 'Nonmember' purpose can be assigned a User Type if one has been defined specifically for this use. Some organizations define General types to group individuals by region, business sector or area of interest, etc. If this is the case in your organization, you may need to assign these types through the Upload Data tool. |
|
Username [username] |
Upload Data: No. Database: Yes. |
Usernames are used in conjunction with passwords to give users access to protected areas of the Web site. Usernames must be at least 6 characters long and cannot contain these characters: : #, ?, |, /. Upload Note:This column is ordinarily omitted from the data file when uploading. When users are added, Kavi Members automatically generates a unique username for each user based on their primary email address (if available) or a combination of the user's first and last names. If a duplicate username is generated, Kavi Members adds a number to the end of the username so it becomes unique. Users can change their usernames when they edit their information through the My Account tool. |
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Work Phone [work_phone] |
Configurable | This is the user's work phone. The phone number must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
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| Appendix D. Predefined Membership Data Fields |  |
Appendix F. Field Types |