Actions and updates

In iDMS, actions define what happens to your data after it is retrieved from a source. Whether you are importing data, updating existing records, or running automated workflows, actions determine how data is created, modified, or processed in iMIS.

What are actions in iDMS?

An action specifies what iDMS does with data after it has been retrieved and matched to records in iMIS. Most iDMS jobs follow a consistent flow: Source >  Matching > Action:

  • Source – Where the data comes from (file, query, or API)
  • Matching – How iDMS identifies the correct record
  • Action – What change is applied to the data

Example: CSV file > Match contact >  Update email address

Understanding the action types

iDMS supports several types of actions across its modules. These actions control how data is created, updated, or extended within iMIS.

Action Description Examples Typical scenario
Creating records

New records are created when no matching record exists.

  • Create a new contact
  • Add an activity record
  • Create an event registration
  • Create an order
 Import a spreadsheet of new members, so that new contact records are created in iMIS.
Updating existing records

Existing records are modified when a match is found.

  • Update contact information
  • Update membership status
  • Modify address details
  • Change product pricing
 Use an IQA query to identify members and update their member type
Adding related records

Some actions create related (child) records instead of modifying the main record.

  • Activities
  • Gifts
  • Event registrations
  • Orders
 Import donation data > Create gift records linked to existing contacts
Automated actions Actions can also be performed automatically using workflows.
  • Update records when a workflow is triggered
  • Create activities after an event occurs
  • Run automated processes on a schedule or via webhook

These actions are commonly used in automation scenarios where processes run without manual intervention.

How actions interact with matching

Actions and matching work together to determine how data is applied in iMIS:

  • Matching identifies the correct record
  • Action determines what change is applied

Example: Match Contact ID > Update address

For more information about how records are identified, see Matching and record identification.

Best practices

Review the following best practices:

  • Test actions before running large jobs to ensure expected results
  • Confirm matching rules before updating records
  • Avoid overwriting important fields unintentionally
  • Review processing results after running jobs to identify issues