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

2. 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 s.
The Giving Story

3. 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
to staff alerting them to the change
Send acknowledgement s.
Workflow to send html branded acknowledging contribution
With custom contribution merge fields in the body.
The Solution

4. 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

5. 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

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

7. 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

8. 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

9. 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 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"

10. Branding Workflow Email Templates

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

12. 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…

13. PRO TIP!
Aspect your 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

14. 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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