A Giving Story: Advanced workflow design April 4-5, 2018 The Four Seasons Baltimore

The National Alliance Association has been live for 3 months The National Alliance Association has been live for 3 months. The Sponsorship/Fundraising department wants to enhance their contribution tracking abilities. Their requests are: Calculate Life-to-Date and Year-to-Date contributions from legacy system. Moving forward, track Year-to-Date and Life-to-Date fields Update Endowment Level field based on Life-to-Date giving Send acknowledgement e-mails. The Giving Story

Calculate Life-to-Date and Year-to-Date contributions from legacy system. Roll-up fields to calculate History Store Contribution records Copy the values into new YTD and LTD fields Can use a workflow Can export/import Moving forward, track Year-to-Date and Life-to-Date fields Workflow to increment fields as contributions are made Workflow to clear YTD fields at the end of the year Update Endowment Level field based on Life-to-Date giving Workflow to update Endowment level when LTD amount changes Email to staff alerting them to the change Send acknowledgement e-mails. Workflow to send html branded e-mail acknowledging contribution With custom contribution merge fields in the email body. The Solution

STEP 1: YTD and LTD Rollup fields What is a rollup field? A calculated field that allows for aggregation of data from many child records to a parent record. Pros: Good for counting an existing group of records Aggregate functions include: SUM, COUNT, MIN, MAX and AVG Triggered when custom field is published Cons: Timed update or manually updated Can’t trigger a workflow Can’t clear or edit field Can’t display on MX

STEP 1: YTD and LTD Rollup fields What is a rollup field? A calculated field that allows for aggregation of data from many child records to a parent record. Pros: Good for counting an existing group of records Aggregate functions include: SUM, COUNT, MIN, MAX and AVG Triggered when custom field is published Cons: Asynchronous, updated by system job or manually Can’t trigger a workflow Can’t clear or edit field Can’t display on MX

STEP 2: Copy rollup values Two Options: Workflow to Copy Rollup Value Export/Import to enhance records

STEP 3: Track giving moving forward Questions to ask the Fundraising Department Do you offer pledges and/or recurring gifts? If yes, how do you want to track pledge contributions, by total amount pledged or total amount paid? If payments, your workflow will trigger on invoice detail records If total pledge, your workflow will trigger on contributions If no, your workflow will trigger on contributions

STEP 4: Year End Process Advanced Find Query to find all Contacts or Accounts with a value in YTD field (or Last Donated on) Manual workflow to clear YTD field

Step 5: Setting Up Giving Levels You can automate the system to grant the giving levels when the LTD field reaches a certain amount. You can include a parameter in the workflow to send an email to alert a staff member when the Member reaches a certain giving level. Hello National Alliance Team,  {Full Name(Contact)}  has recently changed their endowment level. Their new endowment level is {Endowment Level(Contact)}. Please review their records using the URL to verify data is accurate. {Record URL(Dynamic)(Contact)} Thank you System Administrator "Most Likely to Succeed"

Branding Workflow Email Templates

Workflow Branding Ensure Brand Continuity Add a Professional Touch to confirmation emails. Differ from those emails sent through your email marketing solution.

Workflow Branding Specifications Have to utilize your FTP site Internet Explorer is the recommended browser for these changes. Workflow Branding Specifications Before beginning this process you need to first make sure you have…

PRO TIP! Aspect your email to fit the screen your contacts will be viewing from! All you have to do is adjust the HTML! Resize the image slightly to reveal the dimensions, remove the height size, and change the width value to 100%, it’s as easy as that! Before After

The Final Product! Hello <First Name>,   On behalf of The National Alliance Association, we would like to thank you for your contribution of <YTD Donations>, to The Alliance Fund. As a result of your last donation on MM/DD/YYYY, your Current Endowment Level is XXXXX, Your Year-to-Date donations: Your Lifetime-to-Date Donations: Thank you once again for your support! Sincerely, National Alliance Association Staff "Most Likely to Succeed"

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