eAddress Changes Sync

eAddress Changes is a scheduled job designed to update contact records in Prospect2 to reflect email address edits made in Tessitura. It's ideal for capturing changes made by staff or by patrons themselves through an online portal, such as a 'My Account' page, and works in the background on a ‘set-it-and-forget-it’ scheduled basis. Allowing this process to update an existing Pro2 contact record with their new email address, preserves valuable contact history and prevents the potential creation of a new, separate record in Pro2. This functionality also assists with ‘debouncing’ a former Hard bounced contact with a new, valid email address.

How it Works

The eAddress Change process is an automated workflow that runs on a schedule you determine. You can think of it as a sequence of logical steps designed to ensure data is updated accurately and efficiently.

Step 1: Identifying Changes in Tessitura

At each scheduled interval, the sync begins by querying Tessitura audit logs. It specifically looks for any edits made to an email address that have occurred since the last time the job ran successfully. This ensures that only new changes are processed each time.

The process is designed to be flexible. It identifies a direct edit to an existing email address in Tessitura, but it also cleverly handles a common alternative workflow: when an old email is inactivated and a new one is added to the same constituent within a five-minute window. By recognizing this sequence as a single "change," the sync supports organizational procedures where existing email records are preserved rather than overwritten.

Step 2: Finding the Correct Contact in Prospect2

Once a change is identified in Tessitura, the process takes the former email address and uses it as unique identifier to search your Prospect2 account. Its only goal is to find an existing contact record that matches that previous email address.

Step 3: Updating the Existing Record

If a matching contact is found in Prospect2, the sync performs the final step: it updates that existing contact record by replacing the old email with the new one. This method is key to data integrity, as it ensures all of the contact's valuable history—such as email engagement and automation history—remains intact on their contact record in Pro2.

Setup and Management

Activation and Scheduling

To begin, you must first activate and schedule the sync on the eAddress Changes page within your Tessitura Integrated dashboard. You have two options for scheduling: choose "Once Daily" to run the job at a specific time each day, or select "Multi-Daily" to run it at set hourly intervals, such as every 1, 2, 4, 6, 8, or 12 hours. Once you have configured the schedule to your preference, click the "Activate" button to save your settings and enable the job. You can update the run frequency at any time, and the ON/OFF toggle allows you to easily pause or resume the job without losing your saved schedule.

On-Demand Actions

There are several on-demand actions available which allow you to Run Now to process the sync prior to the next scheduled run, Preview changes waiting to be processed in the next run, or view the complete Audit History of changes made to the job.

Actions on a Successful Update

When a contact's email address is successfully updated, a Tag Pro2_EAddress_Change will be added to the contact for easy tracking and segmentation. Additionally a note will be added to the contacts’ Recent Activities log to document the change. The note will follow the format: stephenlynch@lynch2.com changed to slynch@lynch2.com via Prospect2 eAddress Change processing. 

Debouncing a Hard Bounced Email

The process includes special logic for handling contacts whose former email address and contact record were previously Hard bounced in Pro2. When the former Hard bounced email is edited with a new email in Tessitura, upon the next scheduled eAddress Changes job run, the Hard bounced status will be removed, therefore ‘debouncing’ the contact record. 

These contacts are tagged with both Pro2_EAddress_Change and Pro2_EAddress_Change_Hard_Bounced. 

It is important to note that the system does not alter List subscription statuses for any List(s) the contact was on prior to the hard bounce and will need to be manually updated by a staff member or having the contact submit a preference form. Click here to learn more about debouncing. 

While the eAddress Changes handle most debouncing scenarios, it's designed to process an email change (from stephenlynch@lynch2.com changed to slynch@lynch2.com).

Patrons who have confirmed their original, hard bounced email address (stephenlynch@lynch2.com to stephenlynch@lynch2.com) is now valid, it will be skipped in this process. The Custom Screen is the necessary tool for this immediate, single-email re-activation scenario.

Reviewing Activity Log Job Results 

Processing reports of each job run will be added to the Activity Log in your Tessitura Integrated Dashboard. This report breaks down the results into several categories so you can see exactly what happened.

Success

These are records that were updated without any issues. The report will show the old email, the new email, and confirm the update was successful.

Exceptions (Not Retry-Eligible)

These are permanent failures for the specific job run. This can happen for two main reasons: the Old Email Does Not Exist in Prospect2, or the New Email Already Exists on a different contact record. In these cases, the system will not attempt to process the records again, and manual intervention may be required.

Failures (Retry-Eligible)

These are temporary failures, often due to transient system issues like a brief connection problem. A record marked as an "Exception" is deemed "retry-eligible." The system will first attempt to process the record a few more times during the same job run. If it continues to fail, it will be marked as a retry-eligible failure in the report and automatically included in the next scheduled job run. You generally do not need to take any action on these.