Linking People from My Campaign to My Voters

Resources to assist you in linking people from My Campaign to My Voters if they don’t already have/not matched with a My Voter file record


Find people in My Campaign    1

Attempt to match them to the voter file    2

Dealing with records that can’t be matched    4

Using the 2020VoterFileMissing Survey Question    5



Find people in My Campaign

  • Make sure that you are in My Campaign tab.

  • Generate your search by “Create a List” (located on the sidebar menu) and make sure your filters are correct. We want to highlight a couple of things: 

    • You need to select “No My Voter File Record” under “Voter File Record” to generate a search of all My Campaign’s people who are not matched with a voter file in My Voter.



  • If you want to find people who have responded to a specific Survey Question, after selecting the question, check all appropriate responses. 

  • If the list is particularly large, you’ll want to narrow it down by adding additional search parameters, such as State = Texas or by specifying a large county, such as Harris, Bexar, Dallas, Hays, or El Paso.

  • This takes you to a similar screen, but instead of boxes representing people to add to the search, you now have people to remove from the search. Find the survey question box again, and choose “2020 Registration: 2020VoterFileMissing”. Check all boxes.

  • Finally, click on “Run Search” on the right.

 

Attempt to match them to the voter file

You should now be looking at a list of people like this:




  • Click on a name. This takes you to that person’s Contact Details page.

  • Find “VANID” dropdown and click on the arrow next to VANID.



  • Click on “Search Voter File”



  • This takes you to a page with two parts. We’re interested in the bottom part, under where it says “Control Panel”. This is a list of entries in the voter file that might be the person who signed up on the form. Look at them and see if there’s one that’s probably the same person. 



  • Remember: it’s possible that the person doesn’t have an entry in this list. There are lots of people who aren’t in the Voter File, so don’t just pick the best match available.


Dealing with records that can’t be matched

  • It’s not unusual for a person in My Campaign not to have a corresponding Voter File entry. The Voter File only contains registered voters, for example, and doesn’t always update when people move or change their name. 

  • If you can’t find a good match for this person, try calling them. Click back to go back to their contact details to see their phone number. 

  • Give some context about why you’re calling them, and then try to figure out why they’re not showing up. First, are they registered to vote? They’ll only be in the voter file if they’re a registered voter. After that, ask about any contradictory details you’re seeing (did they move? What’s their middle name?).

  • If you can’t reach them, or can’t find a record they match to, you need to apply a survey question to reflect this. Go back to their Contact Info page and click on Survey Responses. Click on “Add New Survey Response” at the bottom.



  • There are a few fields to enter here (picture on next page):

    • “Date Canvassed” is today

    • You are the person they were “Canvassed By”

    • “Contact Type” is “No Actual Contact” if you couldn’t reach them, or the method by which you contacted them if you did

    • Survey Question is “2020 Registration: 2020VoterFileMissing”

  • The response depends on what happened:

    • “Not Matched” - they’re not matched and you couldn’t contact them

    • “Check Back” - you did contact them, and they registered recently or moved, so you can’t match them up yet but may be able to later

    • “Don’t Check” - we don’t want to contact them again. Most commonly, this person isn’t a registered voter and can’t be

    • “Matched” - you matched the person to their voter file record. You shouldn’t be entering this here.

  • Click “Save” in the bottom right and you’re done!