Partial record and full record settings determine what constituent data a volunteer can see and when.
If a volunteer's role allows them to use the "Search Constituents" function, they will be shown the partial record of any listed constituents. Once a volunteer is assigned or assigns themselves to a constituent, they can see the full record.
Partial Record
The partial record is the information your volunteers can see before they are paired with an assignment. This should focus on helpful information volunteers need to make an informed decision about whether they would like to select this constituent as an assignment or not. Information such as activities, location, their spouse, etc. can help a volunteer easily identify constituents and say “yes, this is my friend Joe!” or “yes, this is indeed Sasha from my soccer team!”
Full Record
The full record is available only after a volunteer has been paired with an assignment. Once paired, a volunteer can see a constituent’s full record from the “My Assignments” page. We recommend including as much relevant information about the constituent as you can in order to give the volunteer more context and details to help frame their outreach.
For example, you may choose not to show a constituent's giving information in the partial record to limit the number of people who see a donor's details. However, once assigned to a volunteer, this may become highly relevant information. For privacy reasons, you may preserve other sensitive data, like phone number or address, for the Full Record.
How can I see what the partial vs. full record looks like?
The quick way...
To quickly preview an example partial and the full record based on volunteer role, click "Constituent Preview" from the Administration section of your VMS dashboard. From here, select which role you would like to see a preview of the partial and full record for. This option requires Datapoints are enabled for that volunteer role.
The thorough way...
To see the partial and full record of actual constituents from a particular volunteer's perspective, you can ghost as a volunteer.
- To view a partial record, go to their "Search Constituents" page, and click on a constituent name for a constituent that they are not assigned to.
- To view a full record, go to their "My Assignments" page, click on the dropdown arrow in a constituent's row and then "Go to full record" for that assignment.