Automatically calculate direct contact demographics using CRM data in PEARS.
The Auto Calculate feature populates demographic data for a direct contact record by pulling matching data from CRM contact interactions.
1
Navigate to Direct Contacts
From the PEARS homepage, hover over the Engage menu and click Direct Contacts.
2
Open a Direct Contact record
Click the direct contact record that needs demographic information.
3
Go to Demographics
Click the Demographics link within the direct contact details to open the demographics page.
4
Click Auto Calculate
Click the Auto Calculate button. The button appears dark green when matching CRM data exists.
PEARS uses the following criteria to determine which CRM data to include:
Unit — CRM notes for persons whose unit matches the direct contact record.
Program Area — CRM entries with matching program areas.
Date Range — CRM notes falling within the specified date range.
NOTE: CRM notes marked "Internal use only" are excluded from the calculation.
5
Save
Click Save and Continue or Save to preserve the calculated demographics.
How the Calculation Works
Total Contacts — Each qualifying CRM note adds to a running total representing interactions within the date range. A "contact" equals one interaction with a person.
Communication Methods — The system counts applicable CRM notes by communication method type.
Demographics — For each qualifying CRM note, associated demographic data (gender, age, ethnicity, race) increments by 1.
TIP: Organizations not collecting demographic data will see "Unknown" recorded for those categories.
