General information on the behavior of the integration with ETO
Updated on June 15, 2021
When creating a new Contact record and linking to ETO, Lolly will check whether a link to that Participant already exists elsewhere in the system. If a link already exists, it will inform the user and prevent the duplicate link from being established.
In addition to the Contact Snapshot page, indicators of ETO link status will be shown next to Contacts on the ‘Recent Contacts’ page. Clicking this indicator will link/unlink the Contact with ETO Participant
When syncing to ETO, many data points are synced. Ex. demographics, contact info, addresses, immigration information
When you link to a Participant record in ETO, Lolly will overwrite that record with data from Lolly. That includes the name of the Contact/Participant.
When syncing data from Lolly to ETO, the zip code of an address MUST be a value US address. Otherwise, none of that address will sync to ETO
When updating a contact’s address, the system will sync that data as a NEW “Address and Contact Information” touchpoint in ETO
When updating a contact’s mailing address, residential address, email, phone number, the system will sync data to ETO and create a NEW touchpoint. The zip code of the address MUST be a valid US address.
When linking existing Lolly Contact to existing ETO Participant, Lolly data will overwrite ETO.
When the system creates a Participant in ETO, the person is automatically enrolled in the Immigration program. When you remove a link, the Participant will be unenrolled from the Immigration program. The Participant record in ETO is not deleted.
When a link is established, Lolly will pull the “Immigration and Application Services” and “Case Notes” touchpoints and create entries in the Contact’s journal. Will show services, date submission, disposition, benefit and date received. The entry in the [Journal] view will also include the fee, waiver amount, and other details. The system will also pull “Immigration Case Closeout” notes and add them as details in the journal entry. If it has not been closed and there are no “Case Closeout” notes, then those fields will simply be blank in Lolly
When unlinking a Contact, the system will also remove all journal entries that were synced in from ETO. The system will not remove any application submissions or notes that have been entered directly into Lolly.
Once synced into Lolly, if user edits details in the journal entry, those changes do not sync to ETO
These entries will appear under the Contact journal. If you want them to also appear in a particular matter’s journal, then edit the activity and set the matter.
If an error occurs, the system does not block any errors coming from ETO api. The system will present the error message to the user exactly as it is communicated by ETO.
ETO decides if a participant is a duplicate based on first name, last name and dob.
When working in Matter [Documents], if you want to submit an application and have that record sync with ETO, the primary Contact on the matter must already be linked to ETO. If primary contact is not linked, the system will inform the user and give confirmation. If user proceeds, then the form will be submitted in Lolly, but no information will be synced to ETO
When submitting a form, the system will create an “Immigration and Application Services” touchpoint in ETO. Subsequently, the submission date can be changed by the user in Lolly, but that value does not sync again to ETO.
When submitting a form, the system will also create a journal entry in Lolly showing the application submission. When updating the submission of a form, the system will automatically update the corresponding journal entry. That submission date does not re-sync with ETO.
In Lolly, the user can manually create an “Application Submission” without having to add a form and submit it. Can be done via the Activity Entry form. If “Application Submission” selected as Activity Type, additional fields appear and are required. (ex. subtype)
When submitting an application, selecting “N-400” will show additional input fields: # children in household, citizenshipworks, etc.
If service was performed at an event or workshop, select the “Event/Workshop” checkbox in the activity entry form
The system does not perform any deletes in ETO
No touchpoint updates in ETO. Only NEW touchpoints are created
If a form has been submitted, user can delete the form, but it will not affect any journal entries or the touchpoint in ETO
Tracking Log Report - a report based on activities that will also display contact related information
Aggregate Report - a matrix of reports that groups data based on search parameters