Before we start setting up donors in a salesforce platform, it’s important we understand a few important concepts with regards to how Salesforce Non-Profit Success Pack (NPSP) and the Fundraising Accelerator, organise donor and other important records.
In this module, we're going to focus primarily on the Account and Contact sections of the system, but we will also cover a couple of related areas in particular Relationships and Affiliations.
In Salesforce, there are two primary types of Accounts.
- Organisational - this type of Account is used for businesses and organisations including churches, schools, government departments, other non-profits, etc.
- Household - these are a special type of Account that signify an Individual Household. Salesforce has a requirement that all contacts in Salesforce be associated with an Account record. Since many non-profits speak directly to individuals, it is important you understand that each individual contact record must be associated with a household account. We'll go through this in more detail later.
A Contact is the record for an individual. This is true for donors, staff members of an organisation, members, volunteers etc. Most personal contact information such as email addresses and phone numbers are stored at the contact level.
One of the most important fields here is the “Deceased” tickbox. If an individual has passed away, you will not want to send any further communications to them. By ticking the Deceased checkbox, Salesforce automatically selects the Do Not Contact, Do Not Call, and Email Opt Out fields. In addition, Salesforce removes the contact from all Household name fields.
NPSP also provides donation summary information fields on the Contact page layout, such as First Donation date, Last donation date and amount, Donation totals and Soft Credit totals.
Every contact must sit in a Household account. Salesforce makes it easy for users by automatically creating a Household Account for you when a contact is created.
Now we’re going to create a contact ourselves and see the household creation in action.
Select the New button menu item under the contact tab to open the New Contact screen.
In the New Contact screen, you will be able to enter a variety of contact information. We are in a demo database so please create a new contact. Please fill in the contact fields using fictional details. Click save button when done. You’ll see that the contact has auto created a Household account for itself.
The Household account can hold multiple household members, and be used to manage multiple addresses, such as seasonal addresses.
Add Contact into Pre-existing Household
Every time you create a contact, a new contact and a new household will be created at the same time. However, let’s say, add a new contact into a pre-existing account, or we can also say, add an existing contact into a pre-existing household.
For this demo, let’s look for Young Household record. We can see the Primary Contact for Young Household is Angus Young.
Let’s add another existing contact Art Garfunkel into Young Household. To do this, click the Manage Household button.
This will bring you to the Manage Household screen where you can search for Art Garfunkel in the search box. You’ll notice that Art Garfunkel has his own Household, but we want to move Art Garfunkel to this Household. To do this, click the Plus icon located at the side to add the contact.
You’ll notice that another card for the Contact has been added and the naming rules above have been updated. Now, Art Garfunkel is added in Young Household. Then click the Save button.
Since we successfully moved Art Garfunkel to a new Household, the Old Garfunkel Household which now has no members will be automatically deleted because it has been merged into one household.
We can also add New Contacts that don’t exist yet in Salesforce into a pre-existing Household. Let’s say, you’ll add David Sony as a new contact record into Young and Garfunkel Household. To do this, let’s go back to Manage Household screen by clicking the Manage Household button again.
Type in David Sony in the search box, you’ll noticed that there are no records showing. Click + icon New Contact.
Once clicked, Salesforce will determine and auto populate the First Name and Last Name from your searched name. Then click New Contact.
This way, it will auto create a New Contact record in Salesforce for Sony David, and it will be added next to the card of Art Garfunkel. Notice again that the naming rules above have been updated. Next, click the Save button.
You also have an option to rearrange the naming rules above by rearranging the cards using drag and drop. Note how the naming rules above are updated as the cards are rearranged.
There are further configurations you can do from this manage household page around the formal and informal greetings, but please refer to the NPSP documentation or Trailhead for further details.
Households also allow you to manage multiple addresses. You can add additional addresses from the related list by clicking the New button.
You can then choose what type of address this is.
and add seasonal dates.
The Seasonal Address is automatically set as the Mailing Address at the specified start date. When the end date is reached, Salesforce copies the original Address back to the Address fields. For more information, check out the NPSP documentation.
An Organisational Account is a record associated with an organisation of some type. This might be a business, another not for profit, a government department, a school, a church etc.
Organisational Accounts are maintained through the Account’s tab. Locate and click on the Accounts Tab.
This tab will first take you to a list of Accounts. By default, all tabs open with a view called Recently Viewed. If you are logging in to this Salesforce org for the first time, this list will be empty, thus we recommend you switch to a different list view, to view the available accounts.
To change this view, select the option All Customer Accounts.
If you wish to make this your default view for the time being, you can pin it by clicking on the pin icon to the right.
Now, we can see the complete list of Accounts in your Salesforce database. We can search for an Account by entering text into the search this list field.
Let's try it now. There is an Account in your database for Sydney Opera House. Enter part or the entire name in the search field and press enter and you should be able to find the record you are looking for.
To open an account record, click on the Account name field for that specific record. This will open
Note: The layout of your account window maybe different from that pictured above as Salesforce is often customised for your organisation. However, you should be able to see all the major components we’ll be going through now.
At the top right of the Account record are a few buttons and other controls that allow you to perform certain critical functions. we'll be going through these in more detail later.
The next area contains a list of highlighted fields. These are fields that your organisation has deemed to be important to the Contact management process, so they've been brought to the top of the screen.
Below you will see a Details tab, containing all the detailed information of the account itself. If you scroll down the window you will see even more fields.
If you click on related tab you will see Related records for example related Contacts, and Opportunities. Take a moment to scroll through and review these items.
Now that we know how to search for and open an account record let’s create a new account.
To do this, click New button to the right of the Account’s tab header.
Note: That there are few different ways you can create an Account, but this is one of the simplest.
You should now be in the New Account window. Select Organisation as the record type of the New Account.
In this window you will see an Account Name field, as well as a variety of other fields pertaining to account records. Since we are in demo environment, have a go at creating an account record yourself.
When you have completed entering the account details, click on the Save button, to create the record.