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HSC Salesforce.com User Manual

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1. Email Template Detail Edit Properties Edit HTML Version Edit Text Version Delete Folder Email Template Name 108 Thank you for submitting your Registration form Available For Use Template Unique Name 10_8 Thank_you_for_submitting_your_Redgistration_form Last Used Date Encoding General US amp Western Europe IS0 8859 1 ISO LATIN 1 Times Used Author Cynthia Tao Change Description Created By Cynthia Tao 12 21 2010 7 45 AM Modified By Edit Properti s Edit HTML Version Edit Text Version f Delete Edit HTML Version Email Template Send Test and Verify Merge Fields Subject Thank you for submitting your Registration form Please tell us about your organization s service locations by filling o Dear Contact HiddenName_c lt p gt Dear Contact FirstWame lt p gt p gt By way of introduction my name is UserName and work with the Human Services Council of New York City FAVED estes tee ii asked me to send you some information about HSC invite Account Name to look into the benefits of HSC membership and I m including some links that will help you understand HSCs mission and initiatives as well as how we may serve lAccountName 30 You will be then able to send the e mail using the updated template You can find detailed information about templates on the Salesforce Documentation at Official SF documentation Email Template and Letterhead You can also attach a file by click
2. 4 Annual Dues Invoice ADI First Reminder Custom Preview 2 Annual Dues Invoice ADI Second Reminder Custom Preview 3 Annual Dues Invoice ADI Third Reminder Custom Click Send Description Membership Renewal Invoice REF Re Invoice e mail daciDues Collection Schedule REF Re Invoice e mail doc REF Re Invoice e mail doc 122 For the Second and Third Invoices you will find the view Second Invoice start membership year end membership year and Third Invoice start membership year end membership year 9 Terminating Members If an organization s membership is terminated you can update their status in the database You can start by finding the organization s database record by typing the name of the organization in the Search box In the Membership Status section select Lapsed from the dropdown list in the Membership Status field You should also fill in the fields Date of Termination and Reason to Terminate Membership Status Membership Status Affiliation Date 217 D il Hew Current Member ea E Rejoined Lapsed Date of Termination sd 2M Reason to Terminate Tracking Donations HSC may receive donations from individuals due to a campaign such as for the annual Leadership Awards Reception or the Who Cares I Do campaign or as an unsolicited donation such as from the website which happens rarely HSC also receives donations from organizations due to a c
3. kii Services Council The Voice of the Human Services Community HSC Salesforce com User Manual Office Manager Communications Membership and Development Paola la Zazzera 22 March 2011 Added paragraph Donation Added Report description under Members Reports Brooklyn Service Site Brooklyn Service Site List Brooklyn Service Site Org In BR Board Brooklyn based Organization Human Services Council The Voice of the Human Services Community BSG AIC SOC 66 OI O E A E EA E E bianaseceie i Uer VATA oa saeco A E E E i Gals O ENTS a 0 Ree eee ee een ee ee nacre eee ne eer eee eee 6 DO E anestoscvecauieaneecaascusdsusaene vseccoacece E EE 6 OMICS WA ST PT rect sec ctnese pent acadcecmenarea S E 6 Using the My Tasks Section ctescserescectaetias ever soasieendonab inns ance suahaacbinetanct taakababsnssonsoianssboums 8 Usine the Calendar SCC OMs sescsatscuasaitesanasatecwastonagen sumncaonstoaeeens vanshaaadeeesmneqanetaiadbeneeneaiss 9 OPTIC IAA CU PEON Sects asters a E EAE EES 11 How to Create or Update an Organization ccccccccseccceeeccceeeeeeceeeeeceseeeeesneeeseneens 11 Croa Ne a N10 a E 11 Update an existing HSC Member Organization sssessseesserssersserssersserssersseesses 13 How to Create or Update an HSC Member Contact 00 0 0 eeccccececcseeeceeeeeeeeeeneseees 16 Creating a New Contact from the Organizations Tab ccccccecccsseecceseceeeeeeaeees 16 Creating a New Co
4. Fage Setup Print Ctrl F Human Services Council Membership Ry x20110214014 72 9 HS The Voice of the Human Services Community Properties Import and Export Work OFFline Exit for membership with HSC from 71 2011 to 6 30 2012 Membership Renewal invoice Cynthia Tad doc application ms 40KB Agenda for Children Tomorrow Curent WMembershin Expire LUT Saves this document as a file 14 2011 1 43 PM 2 Washington Street lt View file Modified By Cynthia Tao 2 14 2017 Click E mail if you want to e mail the document as an attachment 118 Membership Renewal Invoice Linda Selvin 20110214214359 doc z Back to List Letterheads Document Detail Edit Properties Delete Replace Documen Email Document Document Name Membership Renewal Invoice Linda Selvin 20110214214359 doc Document Unique 20110214214359578 Membership Renewal_Invoice_Linda_Selvin_doc Name 7 Updating Members Dues Status When a member agency pays its dues it must be recorded in the database To update the dues record you start by searching for the appropriate Dues Campaign by Name using the Search box on any screen s header area Click on Donation and you ll see the list of all agencies who were invoiced for dues as part of the campaign you ve chosen From the list you can click on Edit next to the record you want to update Dues 2010 2011 Back to List Letterhea
5. January 20L Tensa tinned ales Sine gel Seki aed yates as tinea heen deta 136 2 Dues Membership Start Date Membership End Date e g Dues 2010 DNA EAE A ARAE sesh eaten dace aie EA E asain Sep date aa TS 137 e CODPorin Board Commitments isncstosdioraienest vonsterdewetlvottteaadsntes a 137 6 COI Form Board Commitment not signed cccccccsescceeeecceeeeeeeneeeaeees 138 7 Dues start membership year end membership year Not Paid e g Dues DO TO Z OLEN Paid esetiesieteaintaaualasseeanin O E EO A 138 5 Dues 2010 2011 Contact List seesseesseesseesseesseesssesssesssesssesssersseesseess 139 Sample Reports that Are Location Specific cccccccccsssccnseeccessccneescceesceneesenees 139 u Brookin SRV ICE SMG cremano cass branches Sadon diy Reaaiobeaeendondy Saacieuctnnd nde Setene 139 E JBrooklym Service Site Lis treenaa antstiaie eaten eat tuners 140 Brookl ServSite with ED s on HSC Board uu eecccseccceeseceeeseeeeneeeaeees 140 Brooklyn Based OreaniZ ation snra secioc onda a a 141 Potential Member REPOTts cerrrirsisirirooririein iE a EA E E ial ee 141 m 6p Potential Membe asaineyrea pieren a E E 142 E ARO E S aaa a aaa enue 143 Eo TO O eene ea E E 143 E Fro NOt JOINS seeng a eas nese on ae eee aes 144 Former HSC Member Organization cccccccseccccsseecesceeeesecsesceeeeseesseeeenseeaages 144 E OMA SCC VMI e O 144 Attendees at HSC Workshops and Events suicunine atavnkuem
6. the fields and fill them in as appropriate Press Save Donation Edit New Donation Donation Edit Save amp Ne Cancel Donation Information Donation Record Grant Donation Owner Type Donation Name BronxWorks Spee Close Date Account Name BronxWorks Inc Amount Source Areas of Interest Check number Associating a Donation with Both an Organization and Individual If you want to associate the donation with both an organization and a contact you can do so after you have linked the donation to the organization as detailed in the section above In the Donation screen place your cursor on the Contact Roles link then click on the New button in the window that appears 128 Donation LAR 2010 Customize Page Edit Layout Printable View Help for this Page 7 rea Show Chatter Follow Open Activities j0 Activity History 0 Notes amp Attachments ofi Contact Roles 11 tag bi 2l Contact Roles Contact Roles Help 3 Action Contact Name Account Name Email Phone Role Primary Edit Del John Ruskay UJ Federation of New York ruskayjm mujafedny arg 212 836 1710 w Donation Name LAR 2070 Stage Posted A list of Contact Roles for that campaign will appear Select the contact you want to link to the Donation by clicking on the radio button next to the contact s name amp J Contact Roles for LAR 2010 Contact Roles for LAR 2010 Save Cancel Primary Contact Role No Pri
7. Agenda for Children Tomorrow Ms Linda Selvin linda selvin dfa state ny us Aging in America Community Service Ms Judith Richburg jrichburg aiamsh org Alzheimer s Association New York City Ms Lou Ellen Barkan Ibarkan alznyc org Chapter American Group Psychotherapy Association Ms Marsha Block mblock agpa org 12 Board and Exec Committee List of HSC s Board of Directors including the Executive Committee with full contact details address e mail phone fax and Board position The checkbox Executive Committee indicates if the person is also a member of HSC s Executive Committee Note To fit the Word page format the screen below does not represent the format of the database report The fields for each agency run horizontally in the report rather than vertically as shown here Account Name Alzheimer s Association New Asian American Federation 85 York City Chapter Lou Ellen Barkan President CEO w a lbarkan alznyc org 646 744 2901 646 744 2901 360 Lexington Ath Floor New York Avenue NY 10017 646 744 2901 Elected Executive Director vw vw cao 0 aafederation org 212 344 5878 212 344 5878 120 Wall Street 3rd Floor New York NY 10005 212 344 5878 Standing 13 Master Member List with All Contact Detail List of all HSC member organizations with contact details about the ED and organization location Note To fit the Word page form
8. Checkbox The field indicated if the person as media contact is focused NYC vs NYS focusedjon NYC or NYS Record Type Media Contact Checkbox The field indicated if the person is the policy advocacy referent Policy Advocacy for his her Organization Referral Checkbox The field indicates if the Person is a Referral for HSC Referred by Contact Referral Person Referral Organization Text field used to track the original excel information The previous fields Referred by Contact and Referred by Organization are also links to the Contact Organization The field Referred by Text is a text field Checkbox The field indicates if the Person is a member of the Technology and Referral Committee Additional User notes Checkbox The field indicates if the position as Government Representative is Vacant Report Type Government Representative Potential Member Fields Salesforce com Fields Address Street address for the lead for example 475 Boardwalk Ave Up to 164 255 characters are allowed in this field City portion of the lead s address for example San Francisco Up to City 40 characters are allowed in this field IName of company with which lead is affiliated Up to 255 characters are allowed in this field Country portion of the lead s address Up to 40 characters are allowed in this field ser who created the lead including creation date and time Read only Indicate
9. Date Field Start Date Range All Time From Fal To Fal a a S Campaign Name r equals z LAR 2010 DRK Cancel Campaign Name l i Campaign ID Insert a Report Name the field Report Unique Name will be updated by the System Select Members Reports in the field Report Folder 89 Save Report As Help for this Page x Report Name Report Unique Name n Report Description Save Hierarchy Level My Personal Custom Reports z Unfled Public Reports Board Member Committments Dashboard Development Status Google AdWords Reports HSC Committee Household Reports Lists Media Members Reports Press the button Save and Run Report Save Report As Help for this Page x Report Hame LAR 2011 Report Unique Name LAR _ 2011 Report Description Report Folder Members Reports 8 Save Hierarchy Level I li 90 The procedure to import LAR excel file into Salesforce com Database is described on Cap Import Excel HSC file into Salesforce com Database Par Import Update LAR 1 Michael s Friends List Michel s Friend Contact List Note the table has been transposed to fit the page format Senior Program Officer New York Community Trust 2Park 24th Avenue Floor New York NY 10016 212 686 0010 212 532 8528 paw nyct cfi org Ms Tracie Abbott Executive Director NYC Business Solutions 110 7th Wi
10. District Phone Government Representative s District phone 162 p Record Type Government Representative l Checkbox The field indicates 1f the Contact is a member of the Executive Executive Committee Committee Executive Committee Date when the person left the Executive Committee End Date Executive Committee l l Date when the person became a member of the Executive Committee Start Date Checkbox The field indicates 1f the Person is the Executive Director of Executive Director POSE his her Organization Checkbox Checkbox The field indicates 1f the Person is a member of the Finance Personnel Finance Personnel Committee If Checked The field indicates the person is the Financial rep of her his Financial Rep oe Organization Checkbox The field indicates if the Person is a member of the Governance l Governance Committee Officer Checkbox If checked the Person is an HSC Board Officer Officer Title Person s title as a Board Officer e g Chair Secretary erson s Legislative Phone e g City Hall Phone number Record Type Government Representative Past Board Chair Checkbox that indicates if the person was an HSC Board Chair Checkbox The field indicates if the person is an HSC Past Honoree at the LAR Legislative Leader Checkbox Indicates if the person is a Legislative Leader 163 Past Honoree Newsletter Checkbox Checked if the person has subscribed the newsletter ser Notes
11. Import File Edit Members Search January 2011 Board Meeting View Hierarchy Update amp Add Members Import File Total Contacts Total Responses Num Sent Or you can click on the link Campaign Members click on the arrows close to the field Manage Members and then click on Add Members Search on the section Campaign Member at the bottom of the page No records to display do Campaign Members Manage Members Action Edit Remove Edit Remove Edit Remove Edit Remove Edit Remove Add Members Search Type Company Contact Alzheimers Association Ne Contact Asian American Federation Contact Black Equity Alliance Add Members Import File Edit Members Search Contact CAMBA sent Joanne M Contact Catholic Charities Brooklyn and Queens Sent Robert show 5 more Goto list 50 s On the Add Members tab select Contacts Update amp Add Members Import File H FEI LPU T L Last Name Email Barkan lbarkan alanyc org cao o aafederation org ddavis blackequityalliance org joanneo camba org rsiebel ccbq org 67 Hide Search Step 1 Choose Member Type to Search Potential Memberg Contacts Step 2 Specify Filter Criteria In the section Specify Filter Criteria select HSC Board of Director from the Use Existing View drop down list Add Members Existing Members 61 iw Hide Search Step 1 Choose Member Type to Search Pote
12. New York City Chapter Ms Lou Ellen American Red Cross in Greater New York Ms Theresa Asian American Federation Mr Cao Black Equity Alliance Mr Darwin M CAMBA Ms Joanne M Catholic Charities Brooklyn and Queens Mr Robert Catholic Charities of the Archdiocese of New York Msgr Kevin Center for Alternative Sentencing and Employment Mr Joel Services 2 HSC Board of Directors Addresses Last Executive Name Committee Barkan Bischoff O Davis Oplustil Siebel Sullivan Copperman This lists the members of the HSC Board with the main address of their Organization First Last Name Name Michael H Zisser Frederick Shack Jack Lund Lou Ellen Barkan Title Executive Director Executive Director President CEO President CEO Account Name University Settlement Society of New York Cit Urban Pathways YMCA of Greater New York Alzheimer s Association New York City Chapter Address 184 Eldridge Street New York NY 10002 575 8th Avenue 9th Floor New York NY 10018 5 West 63rd Street 6th Floor New York NY 10023 360 Lexington Avenue 4th Floor New York NY 10017 81 American Red Cross in Greater New 520 West 49th Street New York Theresa Bischoff CEO York NY 10019 Executive 120 Wall Street Cao Asian American Federation Director 3rd Floor New York NY 10005 3 HSC Board of Directors Contact List This lists the HSC Board Members and their Administrative Assi
13. mails sent Calculated field for number of closed won donation associated with the campaign Read only Salesforce automatically calculates this amount using all associated ecords regardless of whether you have read access to them This field cannot be Donation eferenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules The campaign above the selected campaign in the campaign hierarchy Start Date Starting date for the campaign Status of the campaign for example Planned In Progress Entry is selected from Status a picklist of available values which are set by an administrator Each picklist value can have up to 40 characters Number of individuals on accounts that are associated with the campaign Salesforce automatically calculates this amount using all associated records otal Contacts o egardless of whether you have read access to them This field cannot be eferenced in formulas for workflow rules validation rules field updates or 172 wa ck ns otal Potential embers Donation approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Number of potential members associated with the campaign Salesforce automatically calculates this amount using all associated records regardless of whether you hav
14. member organizations whom have not paid their dues go to the Contact Tab and under the section Tools click the link Mass E mail Contact 120 Mass Stay in Touch Mass Add Contacts to Campait Select the view First Invoiced start membership year end membership year Press the Go button select a view below that contains the recipients to be included in this email View First Invoiced 2010 2011 Go Edit Create New Vie Administrative Assistants mail Annual Dues Invoice ADI EDs Annual Dues Invoice ADI REPs amp Ad Ass Board Members Board Members and Administrative Ass ED mail Executve Committee and Admin Ass Execute Committee Members P Grba Crm ii FU First Invoiced 2010 2011 i i LELI oi E Reg Form and Enr Form missing TEST The list prepared by the SF System administrator will show EDs Administrative Assistant and Financial Rep e mails of HSC member organizations that have not yet paid their Dues Press Next 121 Is email Pate New View K L M N olPlal r s Tlulv w x Z other AM Step 1 of 4 Select a Template e g 1 Annual Dues Invoiced ADI First Reminder Click Next Step 2 Select an email template Previous Please select an email template to use To create a new template you must exit this mass email process and create the new template in your perso section Preview Name Type Preview 7 Membership Renewal Invoice HTML Preview
15. q1 Previous Page 1 25 Next Page D Name Home Phone Phone Email Primary Street Primary City Pri B fan a a 130 east 59th wools am3030 nyu edu Cireet New York WY Paola la ce a ol ee 130 east 59th ee Teenie 212 636 1230 lazazzerapm humansernvicescouncil org Greet New York NY nthia 140 Broadway Dames 46th Floor oe ee 5 West 63rd Jack Lund 212 630 9600 jlund ymcanyc org Street New York NY 6th Floor aS oo OP a T a I w KS iili gt E Internet F io The field Related To Record is not required for the template implemented by now except for templates under the folder Dues Email Template In this case you need to select Donation from the drop down list Related To Record 38 Preview Template Windows Internet Explorer Fttpsiiinal 1 salesforce com p emailftemplate EmailTemplatePreview preview template a Preview the template with the following records Recipient Record i y y A Related To Record i Then click on the button B3 39 Preview Template Windows Internet Explorer Sele _ https jinai 1 salesforce com p email template EmailTemplatePreview preview_template_ Preview the template with the following records Recipient Record i Related To Record i Donation Moo 8 Send email preview to paola lazazzera qmail com am Internet O 100 Type in the Organization Name or part of it in the field Search press Go Then select the Dues from the results l
16. A R Potential Member Name of potential member that donation is linked to You can enter the ame or select the potential member using the lookup icon Single Tickets Amount of a single LAR ticket Total ticket amount Single Tickets Amount Tickets Custom Fields for Grants Government Grant If checked the Grant is a Government Grant Proposal Due Due Date for the grant s proposal 169 Annual amount requested Annual Grant Amount Notes Additional notes about the next contact HSC staff action required 170 List of the Foundation Corporations names related to a specific Grant request note different grants related to the same Foundation Corporation ay have different Contact names IName of the person responsible for the next action e e Next Follow up with the Foundation Corporation Due date for the next follow up with the Foundation Corporation Addition notes about the follow up date Campaign Fields Salesforce Fields l Checkbox to mark whether the campaign is active or not You can only choose Active active campaigns in the Campaign History list and other campaign picklists Actual Cost Amount of money spent to run the campaign Budgeted Cost Amount of money budgeted for the campaign Campaign Identifying name for the campaign Number of potential members that were converted to members due to the marketing efforts in the campaign Salesforce automatically calculate
17. Board Commitment Interest Form Signed The Children s Dr Jeremy af Village Kohomban Comunilife Inc Dr Rosa M w Gil Asian American Mr Cao O ye Federation Black Equity Mr Darwin M Alliance Davis Email jkohomban childrensvillage org rgil comunilife org cao o aafederation org ddavis blackequityalliance org 7 Dues start membership year end membership year Not Paid e g Dues 2010 2011 Not Paid This report shows the organizations who have not yet paid their dues for the current fiscal year Account Name Dues Invoiced Campaign Name Dues 2010 2011 45 records 87 000 Agenda for Children Tomorrow 250 Big Brothers Big Sisters of New York City 3 000 Black Agency Executives 250 Dues Received 0 138 5 Dues 2010 2011 Contact List List of HSC Member Organizations Executive Drectors Financial Reps and Administrative Assistants who may need to be contacted for dues payment Account Name Account Name Agenda for Children Tomorrow 2 records Dues 250 Linda For 212 487 212 487 Executiv _linda selvin dfa stat 2010 Selvin mer 8284 8284 e e ny us 2011 Director Dues Brian Curr 212 487 Administr brian mcgowen dfa 2010 McGo ent 8618 ative state ny us 2011 wen Assistant Account Name Account Name Aging in America Community Service 1 record Dues 500 500 Judith Curr 718 824 718 824 ext Executiv jrichburg aiamsh or 2010 Richb ent 4004 4004 793
18. Facebook Potential Member s Facebook Account Date Potential members joined HSC Notes ser notes Referred by Contact Contact that referred the Potential Member Organization which referred the Potential Member l Check the box if the Potential Member was referred by a Contact or an Referred Potential a l Organization as a potential member Open Joined Not Joined D Suffix Potential Member s Suffix e g Jr Donation Fields Salesforce Fields donation has not been received yes update the field with the data of you last update ser who created the donation including creation date and time Read only Description of the donation Up to 32KB of data are allowed Only the first 255 characters display in reports 167 ser who last changed the donation fields including modification date Modified By and time This does not track changes made to any of the related list items on the donation Read only Description of next task in closing the donation Up to 255 characters are Next Step allowed in this field Name of the donation for example Acme com Office Equipment Order Donation Name p to 120 characters are allowed in this field Donation Record Name of the field that determines what picklist values are available for the Type Name of the campaign responsible for generating the donation hen you click the lookup icon for the empty field the dialog shows the first 100 active
19. File Preview Check Spelling Cancel If you want to use an existing email Template click Select Template Formatting Controls How to use this 4 Send Select Template fF File Preview Z There are several folders that contain various types of email templates e g Thank You emails Dues emails and Newsletter emails You can click on the Folder drop down arrow to see the types of templates that are available Select the folder category that you want to use and a list of the specific email templates will appear in the box below the Folder drop down list gt Select a Template Windows Internet Explorer T https ina salesforce comfemailfauthor templateselector jsp Folder Dues Email Template Name Type Description 1 Annual Dues Invoice ADI First i REF Re Invoice e mail doc Dues Collection Custom Reminder Schedule fe Annual Dues Invoice ADI Second Reminder 3 Annual Dues Invoice ADI Third Reminder Custom REF Re Invoice e mail doc Custom REF Re Invoice e mail doc Click on the template that you want to send You will see the email filled in with any appropriate information for the recipient including organization name and address or other fields Please preview the email and check for bracketed text changeable text which will need to be updated before you send the file 28 Dear fan By way of mtroductio y name is Cynthia Tao and I work with the Human Servic
20. For example if you want to see a report about the Board of Directors you can type Board in to the Find Report box 79 E Report Search Enter keywords to find matching custom reports Reports 10 Report Name Export Board Support Expon 2 Board Members Commitee Attendance Export 6 November 2010 Board Meeting Expon 3 HSC Board of Directors Contact List Export 5 LAR 2009 Export Export Export 1 r You ll see a list of reports that have the word Board in the report name or description Running Office Manager Reports There are several custom Salesforce reports that have been created for the Office Manager task which contain the same information as was maintained in several Excel spreadsheet files These reports are named the same as the files on HSC s U drive U HSC Administration HSC Lists Note that in the reports you can click on the column header to sort the entire report by that field Thus if you want to see a list by person s name instead of the organization name called Account Name in the Salesforce reports you would click on the Last Name column in the report Folder Office Manager 80 1 HSC Board of Directors This report lists the members of the HSC Board of Directors along with their organization The checkbox Executive Committee indicates if the person is also a member of HSC s Executive Committee First Account Name Salutation Name Alzheimer s Association
21. Human Services Council The Voice of the Human Services Community Subject Membership Renewal Invoice HTML Preview Membership Renewal invoice For membership with HCS from June 1 2010 to June 30 2011 Organization YMCA of Greater New York Address 5 West 63rd Street Current Membership Expire June 30 2011 6th Floor 10023New York NY WebSite http ymcanyc org 42 How to Track an Interaction If you want track an interaction with a member funder media person vendor or other contact you can use Salesforce com to track the activity e g call phone e mail printed letter Place your cursor over Activity History then click Log A Call Contact amp Ms Barbara Radin E Show ChatterNew 3 Follow Back to List Users Activity History No records to display On the subject line you can click on the arrowhead symbol to the right of the Subject box to see a list of possible subjects you can choose from Task Edit Task Information ComboBox Windows Inter Sele Assigned To Cynthia Tao a _ https na salesforce comjwidgicombok EJ Subject Select a Subject below Due Date 1 10 2011 2 10 2011 Call Phone Email Send Letter Description Information Comments Send Quote Other Internet F 100 Send Notification Email You can also type a specific Subject 43 Assigned To Subject Viunch with Jack Lund lunch with Jack aaa g Due D
22. Phone rr oe Sec Minter Mark f fai Kdiaron Then click on the link Mass E mail Contact under the Tools section 113 Select the View Annual Dues Invoice ADI EDs Press the Go button step 1 Specify the recipients to include Select a view below that contains the recipients to be included in this email Edit Create New View B HIIJ K L M N ol PlalAls Organization Account Narr Agenda for Children Toma Reg Form and Enr Form missing Click the Next button p 1 Specify the recipients to include c t a view below that contains the recipients to be included in this email Annual Dues invoice AD EDs V Go Edt create New View lt Previous Page Next P Annual Dues Invoice ADI EDS ewhlF G H ijs K L m nlo Pla r s tlu v w x Z other am Board Members Board Members and Administrative Ass 114 From Folder dropdown menu select Dues Email Template Check 7 Membership Renewal Invoice Press Next Step 2 Select an email template cen emm Please select an email template to use To create a new template you must exit this mass email process and create the new template in your persorarserep section Dues Email Template vv Preview Name Type Description 7 Membership Renewal Invoice HTML Membership Renewal Invoice Select the Option Press Send Mass Email Confirmation Step 3 Review and confirm You currently have 53 recipient s selected to
23. an Email Free Form or Using a Template You may want to send an email through Salesforce in order to keep track of the email in the database or to use the email templates that have been created and stored in the database To send an email to a single Contact select the desired Contact using the Search box to type in all or part of the Contact s name and selecting from search results If you place the cursor over the Activity History link you will see a list of boxes where you can track activities with the contact You can choose to click on the Send an E mail box s Mr Jack Lund Customize Page Edit Layout macs amp Attachments 0 Referred Contacts joj Activity History bs s d Request Update View HTML Email Status No records to display Contact Record Type HSC Member Change Contact Owner Cynthia Tao Chal Hame Mr Jack Lund Household g If you are sending a free form email type in the Subject and Body text for the e mail message you wish to send 26 Task Help for this Page Ww e Send an Email Send Select Template AttachFile Preview Check Spelling Cancel Edit Email Required Information Email Format HTML Switch to Text Only To jlund ymcanyc org Related To Organization v Additional To paola lazazzera gmail com Formatting Controls How to use this szev 2 Send Select Template Attach
24. clicking the Convert button 98 Potential Member Ms Barbara Gunn E Show Chatter w Following Potential Member Detail Name Ms Barbara Gunn Suffix Company SEEDCO Acronym Title Status Customize Page Edit Layout yi Donations 1 Find Duplicates Phone Direct Phone Direct Phone Ext Mobile Fax Email bdgunni seedco o Joined on Alternative Email Do not check Do not create a new donation upon conversion Convert Potential Member Barbara Gunn Potential Members can be converted to organizations contacts donations and followup tasks You should only convert a potential member once you have identified itas qualified After this potential member has been converted it can no longer be viewed or edited as a potential member but can be viewed in lead reports Convert Cancel Convert Potential Member Record Owner Cynthia Tao Send Email to the Qwrner Account Name Donation Mane Converted Status Task Information E puseve raean Priority Normal Description Information Comments 99 Choose Create New Organization or Attach to Existing Organization if the Organization is already in the database in the Account Name field Convert Potential Member Record Owner Cynthia Tao a a Send Email to the Owmer l Account Name Donation Name Create New Organization SEEDCO Attach to Existing Converted Status Closed Converted Set the Converte
25. do not have an account Alternate E mail Additional e mail Assistant Name of the Administrative Assistant Up to 40 characters are allowed in this 158 efault Contact Assistant s phone number Up to 40 characters are allowed 1n this field Asst Phone Filed visible for Record Type Other Vendor Government Representative Default Contact Birthday You can enter a date or choose a date from the calendar that Birthdate displays when you put your cursor in the field isible for Record Type Default Contact Vendor Contact Owner Assigned owner of contact Contact Record Name of the field that determines what picklist values are available for the Filed visible for Record Type Other Vendor Government Representative Type record Created By ser who created the contact including creation date and time Read only Do Not Call The field indicates if the person does not want to be contacted via telephone E mail address Must be a valid e mail address in the form jsmith acme com Up to 80 characters are allowed in this field Click the e mail address in this field to send an e mail using your personal e ee ail application This type of e mail is not logged as an activity on the contact mai If the Gmail Buttons and Links feature is enabled you can click the Gmail link ext to the field to send an e mail from your Gmail account See Using Gmail in Salesforce com for more information E mail Opt Out The
26. list items on the lead Read only gt 165 Combined first and last name of lead as displayed on lead detail Name page o of Employees umber of employees at the lead s company lutation N Lead s primary phone number Up to 40 characters are allowed in Title for addressing the lead for example Mr Ms Dr or Prof Sa Entry is selected from a picklist of available values which are set by an administrator Each picklist value can have up to 40 characters State or province portion of the lead s address Up to 20 characters be allowed in this field osition of lead within his or her company Up to 80 characters are re ee in this field RL of company s website for example www acme com Up to ebsite 255 characters are allowed in this field only the first 50 are displayed A ip code or postal code portion of the lead s address Up to 20 i i characters are allowed in this field Custom Fields Acronym Organization s Acronym Address Notes ser notes regarding Potential Member s address i r The box checked indicates 1f the Potential Member is the Agency gency Rep Representative Alternative E mail Potential Member s alternative e mail Direct Phone Potential Member s Direct Phone Direct Phoone Ext Potential Member s Direct Phone Extension Check the box if the Potential Member is the Executive Director of her his Executive Director a Organization 166 Description
27. nn n n n m n a n n n n n m n n n n n n n a n n n n m n n n n n n n m a n n m m m n n n n n n a n n n n m n a na n n n m n n n n n n a n n a n n a n m n n n n n n nn a n n m n a na n n n n an n n n m n n nn n n m m a n n n n n n m n a n n m n a a aa ame m m m a a n n n m m n a n a n n n n a n n m m n a a a a n n n n n N m N R a a a a Then select the number that exceeds the total number of records in the example shown below the total number of records is 61 so the number to be selected is 100 E ee n Si L 1 61 of 61 E Then check again the top box next to Salutation as indicated below to select all displayed contacts You can also add the entire list of Contacts clicking on Next as displayed in the figure below and checking the box Salutation for each page 71 Edit Columns 4 Previous Next gt gt To associate the entire list of Board Members with this campaign click on the down arrowhead in the Add with Status box Select Sent in the Add with Status drop down list Executive Dire Tracking Leadership Awards Reception LAR Pledges Create LAR donation contribution tickets advertisement purchase Type the name of the person who made a contribution or a donation or a tickets add purchase in the Sidebar Search Press the Search button 72 Abraham Jones Search Options If the function Search will not retrieve any result you n
28. once Add existing potential members to this campaign all at once Add Members Import File Import a CSV file of new potential members and associate them with this Import Potential Members Click on Update amp Add Campaign Members Please choose an import option below Campaign Member Import Options Import potential members Upload new campaign members Update amp Add Campaign Members Modify status for existing campaign members and add new campaign members Import Potential Members pdate amp Add Campaign Members Update amp Odd Campaign Men Click on the button Browse to import the file you just saved Then click on Next 57 step 1 of 3 Upload the File Campaign Update Wizard With salesforce com you can associate Leads or Contacts with a particular campaign Create a Contact report or Lead report of the records you want to update Include the folowing fields in the report Contact ID or Lead ID Export the reportto Excel as a CSV file and then open itin Excel Ifthe Contact ID or the Lead ID have different member statuses add a Member Status column to the file Populate the Member Status column with one ofthe standard statuses Any invalid or blank statuses will be replaced with the default status specified below Choose the file to import into salesforce com Note it may take a few minutes to upload your file depending on the Tile Size and yur connection speed Assign all records to this ca
29. person s e mail address will not be included in mass e mails Fax Contact s fax number Up to 40 characters are allowed in this field The field indicates if the person has requested not to be included in broadcast First name of the contact as displayed on the contact edit page Up to 40 characters are allowed in this field Household Person s household Family or domestic unit the Contact belong to Home Address _ Person s home address including street city and state 159 E or Record Type Default Contact Person s home phone number Up to 40 characters are allowed in this field Home Phone For Record Type Default Contact Last name of the contact as displayed on the contact edit page Up to 80 Last Name characters are allowed in this field Secondary City portion of mailing address Up to 40 characters are allowed in his field Secondary State or province portion of mailing address Up to 20 characters are allowed in this field Secondary Zip or postal code portion of mailing address Up to 20 characters are allowed in this field Secondary Country portion of mailing address Up to 40 characters are allowed in this field Primary Address Type rimary City portion of mailing address Up to 40 characters are allowed in his field Primary rimary State or province portion of mailing address Up to 20 characters are State Province allowed in this field rimary Zip or postal code portion of maili
30. t u v w x Z Other Am 47 You will see a Folder with a drop down arrow where you can select a Template type The list of email templates that are that type will appear Click the circle next to the template you want to use You can click on Preview to see a sample email with the fields filled in You will see the email filled in with any appropriate information for the recipient including organization name and address or other fields Please preview the email and check for bracketed text changeable text which will need to be updated before you send the file Dear Zar By way of mtroduction my name is Cynthia Tao and I work with the Human Services Council of New York City Allison Sesso and Chris Winward asked me to send you some mformation about HSC I mvite Human Service Council to look mto the benefits of HSC membership and I m mechodineg will help you understand HSC s mission and initiatives as well as how we may serve Human Service Council To change the bracketed text go to Your Name gt gt Setup gt gt Communication Templates gt gt Email Templates Administration Setup Cynthia Tao t Manage Users Company Profile Communication Templates System Log Logout Email Templates Mail Merge Templates Select the folder containing your template Click on the template name 48 shazah Template Below is a list of all your email templates in
31. 011 10 31 AM Step 2 Specify Filter Criteria Add Filter Logic Press Save at Contacts Edit View Step 1 Enter View Name View Name Executive Committee and Admin Ass Created By Cynthia Tao 2 10 2011 10 31 AM Modified By Cynthia Tao 2 10 2011 10 31 AM 52 You might find more information about filtering a list of name at https help salesforce com apex HT ViewHelpDoc id reports_filter htm amp language e n Update Campaign Members The following paragraph will describe the process to update the lists Ex Committee and Admin Ass E mail and HSC Board and Admin Ass E mail Campaigns Members Type in the name of the list Ex Committee and Admin Ass E mail in the field Search then press the button Search Then press the button Manage Members Immittee and Admin Ass email Search Help amp Training My Profile Setup System Log Logou Li Search Options otential Members Organizations Donations Reports Households Dashboards be EGUA About Ex Committee and Admin Ass email Customize Page Edit Layout Printable View He a Go SS Campaign Back to List Installed Package Edit Delete Clone Manage Members Campaign Detail Delete Dues Add Dono Campaign Owner Cynthia Tao Change Total Potential 0 Members Campaign Name Ex Committee and Admin Ass email Converted Potential 0 View Hierarchy Members Description mailing list of HSC Commi
32. 2011 Edit Del November 2010 Board Meeting 14 10 2010 17 10 2010 Edit Del September 2010 Board Meeting 9 1 2010 9 1 2010 If you move the cursor on the Campaign Members link you will see the list of attendees 3 Campaign Customize Page Printable View Help for this January 2011 Board Meeting Back to List Campaigns Campaign Hierarchy 1 Open Activities 0 Activity History 1 Attachments 0 Donations 0 Campaign Members 5 Ye Campaign Members Manage Members Y ampaign Members Action Type Company Status FirstName LastName Email Title Edit Remove Contact Alzheimers Association New York City Chapter Sent Lou Ellen Barkan Ibarkan alznyc org President CEO Edit Remove Contact Asian American Federation Sent Cao ie cao o aafederation org Executive Director Edit Remove Contact Black Equity Alliance Sent DarwinM Davis ddavis blackequityalliance org President CEO Edit Remove Contact CAMBA Sent JoanneM Oplustil joanneo camba org ED Edit Remove Contact Catholic Charities Brooklyn and Queens Sent Robert Siebel rsiebel ccbq org Executive Director CEO Show 5 more Go to list 50 If you want to see the entire list press the link Go to list at the botton of the page 45 Campaign Customize Page Printable View Help for this Pac January 2011 Board Meeting Back to List Campaigns Campaign Hierarchy 1 Open Activities 0 Activity History 1 Attachments 0 Donations 0 Campaign Membe
33. Bin Name Paola Test Theodore Kamoutsis PROMISE Theodore Kamoutsis PROMISE American Red Cross in Greater New York Using the My Tasks Section In the My Tasks section you can view a list of tasks assigned to you You can also assign tasks to yourself or others using this section A task is a Salesforce com object used to track to do activities such as Call E mail and Send Letter Click New to create a new task Enter the details of the task Assigned To Assigned owner of the task By default the task is assigned to the creator To assign the task to another user enter a user s name or select a user with the lookup icon To assign independent copies of a new task to multiple users see Creating Group Tasks Subject tThe subject or short description of the task for example E mail quote to customer You can enter a subject or select from a picklist of previously defined subjects Due Date optional Date when the task should be completed You can enter a date or choose a date from the calendar that displays when you put your cursor in the field Comments optional Text note describing the task This field can hold up to 32KB of data Related To optional tThe record that the task is associated with such as an account or opportunity This field is not available when you associate the task with a lead instead of a contact Name optional Contact or lead associated with the task You ca
34. Brooklyn NY 11226 35 records Brooklyn 11223 Youth Services Brooklyn 11226 Youth Services Brooklyn 11216 Youth Services Brooklyn Based Organization List of Organization with Main Address IN Brooklyn Account Name Baltic Street 250 Baltic Brooklyn 11201 Isaac Brown 500 500 AEH Inc Street 1st Floor BHRAGS 444 Thomas Brooklyn 11212 Eve Vaval 500 500 Home Care S Boyland Corp St Potential Member Reports To see reports about potential members you can click on the down arrowhead and select Potential Members This section describes those reports 141 embers Organizations Donati mr Reports Ho seholds Dashboards Campaigns About Folder Potential Members Hidit Create New Folder DIE FlGlHli s K L m nl olPlalri s tlulvy Create New Custom Report Action Report Name Edit Del Export 1 Potential Members Edit Del Export 2 Referred Potential Edit Del Export 3 Referrals Edit Del Export 4 Joined Edit Del Export 5 Not Joined Edit Del Export 6 Lapsed Members 1 Potential Member This report provides a list of all people who have been identified in the database as a potential member typically those who staff members have met and identified as being organizations that are not currently members but have 501c 3 status This list includes also those tho have attended HSC workshops potential even if they were not coded in the database as potential member
35. C members and non members The Responded and Attended fields track respectively the total number of the people that RSVPd to attend and the number of people that actually attended for each section 146 The field Member Type indicates if the person is a Current HSC Member Contact or a Potential Member Parent Campaign Name Brooklyn Roadshow 72 records Campaign Name Brooklyn Roadshow Session 1 36 records 36 30 Company not provided 1 record Dana Hammond Potential Member Company Asian Community United Society 1 record Warren Chan Executive Director Potential a Member Company Brooklyn Community Services 4 records Alan D Goodman Executive Director Contact Ana Espinal Supervisor case Contact va coordinator Leslie Klein Director ARS Contact af Marilyn Millien Homemaker Contact af Harris Program Director 9 Workshop amp Roadshow Attendance This report is a summary of HSC member registration and attendance at all HSC Workshops Roadshows 147 Campaign Name IBM Project Management Workshop 33 records 33 B Company Aging in America Community Service 1 record Company Black Veterans for Social Justice 1 record Company BronxWorks Inc 2 records It shows the number of employees who attended each session from each organization This can be used to identify those organizations who are using this member benefit First Name Last Name Attended Company Agen
36. Care Association Jewish Community Council of Greater Coney Island Jewish Community Relations Council of New York Inc Jewish Early Childhood Education Initiative Inc Jewish Child Care Association Jewish Association for Services for the Aged Jewish Board of Family amp Children s Services eH Internet You can also preview an e mail using a template going to Your Name gt gt Setup gt gt Communication Templates gt gt Email Templates System Log Logout Administration Setup t Manage Users Company Profile Email Templates Mail Merge Templates 35 Select the folder containing your template Click on the template name shazah Template Below is a list of all your email templates in the folder selected Click the new button to create a new text HTML Custom or Visualforce email templat email templates when sending single emails For mass emails only text HTML and Custom templates may be used Folder Shazah Template Edit Create New Folder jeajc olElFlGlHlifjs K ei m nlolelalri s tlulv w x v Z other am 4 New Elected Board Member 65 Welcome to HSC Email 55 7 New MAD Commitee Member lt lt R KIRIRIRIS Press the button Send Test and Verify Merge Fields Email Template Detail Edit Properties Edit HTML Version Edit Text Version Delete Folder Email Template Name Available For Use Template Unique Name X10 8 Thank_you_for su
37. FAM 8AM SAM 10AM 11AM 2PM 1PM 2PM 3PM Cynthia Tao User Note the Search function will only display up to 50 rows at a time 10 Office Manager Profile Username Password How to Create or Update an Organization An Organization represents a non profit agency or any other company foundation related to HSC such as e HSC Member e Foundation e Government Agency e Media Contact e Vendor Create New Organization To create a new Organization click on the Organizations tab and click New Potential Members Organizations H onations Reports Households Dash T E in Organizations Home View All HSC Member Organizations Go Edit I Create New View Recent Organizations Account Name shoretront YM YWHA of Brighton Manhattan Beach 11 Select the appropriate Record Type from the drop down list Record Type of new record Each Record Type will display a different set of detail fields depending on which record type you select Select Account Record Type Record Type of new record Cancel Available Organization Record Wie Record Type Name Description Foundation bovernment Agency HSC Member HSC member organization Media Other Vendor Click Continue Select Account Record Type Record Type of new record Fill in the Organization s details in the appropriate fields Some fields are marked with a question mark next to the field name you c
38. Other Vendor Government 161 Representative Default Contact Checkbox The field indicates if the person is a member of the Audit Audit l Committee Checkbox The field indicates if the person is a member of the HSC Board Board Member of Directors Checkbox The field indicates if the person is a member of the Budget Budget Advocacy Advocacy Committee Co Chair Checkbox The field indicates if the Person is a Co Chair of a Committee l Check box The field indicates if the Person is a committee chair Committee Chair Record Type Government Rep Person s Committee Chair Title Committee Chair Title Record Type Government Rep Checkbox The field indicates if the person has a decision on HSC Staff Compensation Compensation Checkbox The field indicates if the person is a member of the Contract Contract Reform Reform Committee Direct Phone Person s Direct Phone number Direct Phone Ext Person s Direct Phone Extension if applicable Disaster Preparedness Checkbox The field indicates if the person is a member of the Disaster reparedness amp Response Committee Ea Pick list to indicate the legislative district District Record Type Government Representative SES Government Representative s District fax District Fax l Record Type Government Representative Government Representative s District number District Number l Record Type Government Representative
39. Program To get more info about the Grant s fields go to the Section Object Field gt gt Donation Fields Finding and Running Reports Several types of reports were created and stored already in the Salesforce database for the Membership and Development tasks To see the types of reports that were created click on the Report tab at the top of any screen Note that for all reports you can click on the field name at the top of the report to reorder the report by that field similar to what you can do with a spreadsheet the fields can be sorted in ascending or descending order by clicking on the field name There is a Report Folder section where you can click on the down arrow head in the Folder box This provides a list of the types of reports that have already been created 135 embers Organizations Donati ns Reports 7 puseholds Dashboars Yor lt Home Enter keywords to find matching custom reports ee Report Folders Folder Member Reports Go dit Create New Folder Current Members Reports To see reports about current members you can click on the down arrowhead and select Members Reports This section describes those reports 1 Member Services Report Month YYYY e g Member Services Report January 2010 This report shows the membership services that each HSC member is using Child w Care Inc Mental Health Associatio x ai y n of New York City United Way of 136 Ne
40. Referral Program 7 z Advertisement Expected Response Fundraiser Media PR Select the Status e Planned for upcoming board meetings e In Progress please ignore this field when dealing with Board Meetings e Completed for past board meetings e Canceled 65 Active C Start Date Planned End Date In Progress 2 10 2011 Completed Canceled Insert the Start Date date of the Board Meeting Active C me Status Depo a 21072041 n Press Save You can leave the rest of the fields blank amp TEST Board Commit Campaign Edit Save amp New Cancel Campaign Information Campaign Owner Cynthia Tao Next you need to associate members with this campaign Position the pointer on the Campaign Members link then under Manage Members click Add Members Search 66 yp Campaign Members No records to display Add Members Search Add Members Import File Description Active 7 Type Meeting Status Planned Start Date End Date Total Contacts 0 Total Responses 0 Num Sent 0 Parent Campaign You can also click on the arrow next to the field Manage Members on the top of the page and then click on Add Members Search Cynthia Tao Change Edit Delete Clone Manage Members Advanced Setup Create Dues Delete Dues Add Donor to Cann meade Add Members Search Add Members
41. aig as the System doesn t allow long text for Report Name e Tracking Board Member Commitments e Tracking Leadership Awards Reception LAR Pledges e Finding and Running Reports Working with Potential Members 1 Create a New Potential Member Click on the Potential Members tab to work with potential members Click the New button to create a new entry Households Dashboards About Reports Campaigns 1 Potential Members Org Donations 4 _ Potential Members Home ation Recent Potential Members cunn Barbara SEEDCO IF o m o al o a e m l d erm Para See You will have to enter data for the mandatory fields Last Name and Company 95 Soci errs Organizations Donations Reports Households Dashboards Campaigns About Nonprofit Starter Package rir Lead Edit New Potential Member Potential Member Edit Save amp New Cancel Lead Information First Name ee Phone Last Name Direct Phone Suffix Direct Phone Ext Company Mobile Acronym Fax Title Email Campaign Alternative Email Status Website Tithe Campaign NOT JOINING e For new potential member the Lead Status will either be Open Not Contacted or Working Contacted if you have already reached out to them Lead Status is also a mandatory field but it is prefilled with a value Open Not Contacted so you can leave the field as is 1f appropriate 96 Notes Working Contacted Closed C
42. ampaign such as the Leadership Awards Reception or a special assessment or because of individual programs such as a grant from a Foundation In the case of organizational donations you may want to record the donation with both the organization and individual contact s name 25 Received from Individuals in Response to a Campaign If the donation is associated with a campaign that is not yet in the database you need to create the campaign first Campaigns Tab gt gt Button New and fill the field Primary Campaign source with the name of the Campaign see step described in Section Create a New Dues Campaign After the campaign is created you can update the individual s record by first finding the individual by typing his her name in the Search box at the top of any screen If you click on Donations at the top of the Contact screen you will see a list of donations already given by the individual To add a new donation click on the New Donation button You will go to the Select Donation Record Type screen Select the Record Type of new record from the drop down arrowhead among To track donation you will use the Record Type values Donation if you are tracking a donation e g WCID Who Cares I Do contribution LAR for LAR donation The Dues field is used to track Dues The field Grant is used for tracking Grant from Foundation or Corporation Don t use the field Dues and Grant to tack donation The field Majo
43. an click on this button to get help about that field 12 Account Edit New Organization Organization Edit Save Save amp New Cancel Account Record Type HSC Member Account Name Acronym Type Parent Account Current Funder Permanent Board Member HSC ID HSC Password Click Save Update an existing HSC Member Organization To update an existing Organization use the Search box Type in the Organization name and click Search You can also just type in the first few letters or the organization s acronym and search results will appear that match what you typed Search for Agenda starts with My Recent Items Agenda for Children Tomorrow Search Options search for Agenda ations Reports He T Show ChatterNer 13 Click on the Organization name from the search results Record Results Chatter Feed Results w Organizations 1 Show Filters Agenda for Children Tomorrow Back To Top Click the Edit button Organization Detail Account Record Type HSC Member ange Account Name Agenda for Children Tomorrow View Hierarchy Acronym ACT Type Parent Account Current Funder Update the fields as necessary then click on Save 14 Organization Edit Account Record Type Account Name Acronym Type Parent Account HSC Member Agenda for Children Tomo 15 How to Create or Update an HSC Member Contact Organi
44. at the screen below does not represent the format of the database report The fields for each agency run horizontally in the report rather than vertically as shown here Account Name YWCA of the City of New You Gotta Believe York Ms Mr YMCA of Greater New York Mr 86 Anne Winters Bishop President CEO 50 Broadway 13th Exchange Floor Place New York Z lt 10004 212 755 4500 212 735 9705 awinters bishop ywcanyc org Running LAR Reports Folder LAR 14 LAR 2010 Patrick O Brien Executive Director 1728 Mermaid Ave Brooklyn NY 11224 718 372 3003 718 372 3003 718 372 3033 ygbpat msn com Jack Lund President CEO 5 West 6th Floor 63rd Street New York NY 10023 212 630 9600 212 630 9600 212 630 9604 jlund ymcanyc org List of all people organizations that pledged a donation to the LAR The amounts that are pledged amount owed and received amount paid are indicated along with the totals for each 87 LAR 2010 150 150 Barbara Gunn SEEDCO Aileen Jewish Association for LAR 2010 300 300 0 Gitelson Services for the Aged Alan B LAR 2010 100 100 0 Alan B Siskind Siskind LAR 2010 500 500 0 Alan Belzer Alan Belzer Alan D Brooklyn Community LAR 2010 450 450 Goodman Services William Metropolitan Council on LAR 2010 300 300 Rapfogel Jewish Poverty You might want to create repor
45. ate Phone 91 7 86 7903 The Section Schedule follow up task contains the fields to track a scheduled follow up Schedule follow up task Task Information Assigned To Subject Due Date Priority Description Information Comments C Send Notification Email Reminder Reminder Cymra to C aem Normal 9 4 19 2011 8 00 AM Fill the fields then press Save saws NotStated A 44 e Log a Call Task Edit Task Information F Assigned To Cynthi a Tao E tatus Completed Subject SET me Contact E Babara Radin aeoe iooi rzon westo Denon BL Phone Email barbara radin ail com Description Information Comments Send Notification Email Schedule follow up task Task Information Assent 0 Cynthia Ta a sns Net Sted set a wewe ranon How to Send a Mass Email Using a Template You may want to send out individualized emails to a large group of people similar to using Mail Merge in Microsoft Office you can use Salesforce to send emails to multiple recipients Click on the Contacts tab Hom m Contacts ial Members Organizations Donations Reports Households D Create New A m Contacts Home View co Recent Contacts Recent Items W Agenda for Children Tomorrow Name Home Phone Phone b mm at mm 45 Click on the Mass Email Contacts link under the Tools section Stricoff Alan 9 Dennis Drive New York all Highland Mills Sulzber
46. ation Record Grant Donation Owner Cynthia Tao Type LLT WILE IBM Corporation Donatio ese ae hi 315 201 Account Name IBM Corporation Amount Primary Campaign Oooo Inveiced Number Source N o Program Stage To get more info about the Grant s fields go to the Section Object Field gt gt Donation Fields Updating Existing Grants To update an existing grant you should find the name of the organization who provided the grant using the Search box on the top of any screen Click on the Donation link you will see a list of existing donations from that organization Click on Edit to the left of the record you want to update in the Grant list Contracts 0 Open Activities 0 Contacts 4 Contact Roles 0 Umbrella 9 Donations New Account Donation Action Donation Name Stage Amount Notes Got PM workshop held call with F Posted 910 700 00 2 17 for workshop 4 30 for food 2 2010 Submitted Grant Request L GRANT 2010 Recvd 50K via UWNYC on 5 for Edit Del 2011 Paai SOANNEN email to Haas got verbal ack 6 2 GRANT 2010 2011 Edit Del GRANT Prospecting Requested Tech money may get Update the fields and press Save 134 AR Donation Edit Save amp New Cancel Donation Information Donation Record Grant Donation Owner Cynthia Tao Type Lathe IBM Corporation Donatio Sea 315 201 Account Name IBM Corporation Amount Primary Campaign Po Inveiced Number Source D a o
47. bel Darwin M Joanne M Robert Ibarkan alznyc org cao o aafederation org joanneo camba org Customize Page Printable View Help for this a B Campaign Members 5 ampaign Members Title President CEO Executive Director President CEO ED Executive Director CEO Email ddavis blackequityalliance org rsiebel ccbq org Click on the Edit link to update attendance information for each attendee Remove will remove the Board Member from the list of participant Campaign Members Manage Members Type Company Status FirstName Last Name Email Contact _ Si Sent Lou Ellen Barkan lbarkan alznyc org chapter Se ey ee Contact Asian American Federation Sent Cao Oo cao oj aafederation org Contact Black Equity Alliance Sent DarwinM Davis ddavis blackequityalliance org Contact CAMBA Sent Joanne M Oplustil joanneo camba org Select Responded in the Status box if the ED has confirmed attendance for the Board Meeting Campaign Member Edit canes Campaign Member Information Campaign Contact salas Status f Responded Check the Attended box if applicable then click Save 62 9 Lou Ellen Barkan January 2011 Board Meeting Campaign Member Edit ince Campaign Member Information Campaign January 2011 Board Meeting Created Date 9 12 3 2010 12 30 F Contact Lou Ellen Barkan Last Modified Date 12 3 2010 12 30 P Status Sent J Notes Meeting Worksh
48. bmitting your _Redgistration_form Last Used Date Encoding General US amp Western Europe IS0 8859 1 ISO LATIN 1 Times Used Author cynthia Tao Change Description Created By Cynthia Tao 12 21 2010 7 45 AM Modified By Edit Properties Edit HTML Version Edit Text Version Delete Email Template Send Test and Verify Merge Fields Subject Thank you for submitting your Registration form Please tell us about your organization s service locations by filling o HTML Preview Dear Contact HiddenName c Thank you for submitting your Enrollment and Registration forms which we recerved today At your 36 Type in the Contact Name in the Field Recipient Record you can type in either first or last name or a portion of a name gt Preview Template Windows Internet Explorer a https inal 1 salesforce com pfemailftemplate EmailTemplatePreview preview bernplate EJ Preview the template with the following records Recipient Record i contact mdf A Related To Record i Organization SS Send email preview to paola lazazzera qmail com Internet Click the button type in the Contact Name in the Search you can type in either first or last name or a portion of a name press Go Then select the Contact Name from the list of results 37 2 Search salesforce com Enterprise Edition Windows Internet Explorer Recently Viewed Contacts S s Contacts 25 My Columns _
49. campaigns Enter search terms to find other records For opportunities created during lead conversion this field is automatically filled in with the campaign name from the lead If the lead Primary Campaign has multiple associated campaigns the campaign with the most recently pdated member status is inserted into the donation For opportunities with multiple influential campaigns click Edit next the primary campaign in the Campaign Influence related list on the donation detail page and select the Primary Campaign Source checkbox The campaign will display in the Primary Campaign Source field on the donation Probability Percentage of estimated confidence in closing the donation Current stage of donation based on selections you make from a predefined list for example Prospect or Proposal Entry is selected from a picklist of p to 100 available values which are set by an administrator Each picklist value can have up to 40 characters Your administrator correlates the values in this picklist with Forecast Category values that determine how the donation contributes to your forecast hen you set an open donation s Stage to a type of Closed Won the Close Date is set to the current date N os sa gq 168 Custom Fields ee umber of LAR tickets purchased Discount Discount amount Grant Total Total Ticket Amount Placement Amount Package Amount Contribution Partial Ad Other sed only for L
50. d Status field to Closed Converted Convert Potential Member Record Owner Cynthia Tao aJ Send Email to the Owmer F Recouttame none She Donation Name upon conversion Converted Status You can add further descriptions about the potential member or notes about them joining HSC or task information if HSC indicated it would perform follow up work for them in the record When you have entered all information press Convert 4 Indicate a Potential Member Will Not Be Joining 100 If a Potential Member decides not to join HSC you can update the database record to indicate this To begin you can search for the Potential Member as documented in the previous sections Set Status to NOT JOINING and Lead Status to Closed Not Converted Company SFEDCO Acronym Tithe Joined on Referred Potential Notes 55 emailed on 07 07 2010 Lead Status Working Contacted Open Not Contacted Address Infprmation Working Contacted Closed Converted Closed Not Converted Press Save 101 Tracking Membership Dues Membership dues are being recorded in the database as Salesforce campaigns To find the dues campaigns that have already been entered into the database you can type dues in the bar at the top of the screen and click on Search w K 1 Search Campaigns Contact I Search intinne Potential Members Organizations Donations Reports Households Dashboards S2yyeiiy About N
51. da for Children Tomorrow 3 records Campaign Name Manhattan Roadshow 10 19 10 1 record Linda Selvin Campaign Name Manhattan Roadshow 9 21 10 1 record Linda Selvin Campaign Name White Ink marketing workshop 9 28 10 1 record Deborah Rubien yE HSC Committee Reports 1 HSC Committee by Organization List of HSC Committee members by Organization First Last Title AA Compens Contr Disaster Finance Per Govern Technol Nam Nam RG ation act Prepared sonnel ance ogy and e e Refor ness amp Referral 148 m Respons e Account Name Alzheimer s Association New York City Chapter 1 record Euge Doris v nia ca 5 Account Name Asian American Federation 2 records Hong Lee v Ci Execu v tive Direct or 2 HSC Committee AARG List of AARG HSC Committee Members First Name Last Name Title Account Name Alzheimer s Association New York City Chapter 1 record Eugenia Dorisca Account Name Asian American Federation 1 record Hong Lee Under the folder HSC Committee you will also find the following report HSC Committee Compensation HSC Committee Contract Reform HSC Committee Disaster Preparedness and Response HSC Committee Finance Personnel HSC Committee Technology and Referral HSC Committee Governance 149 Development Reports Completed This report shows the list of grants received by HSC and that have been completed All final repo
52. date Status Y _ Action Name Title Company Edit Remove Ailson Overseth Executive Director Partnership for After Press the Create Dues button Customize Page Edit Layout Printable View Help Create Dues 011 View Hierarchy Converted Potential 0 Members Total Contacts 356 If you want to check the list of Dues you created pressing the button Create Dues click on the link Donation Dues 2010 2011 Back to List Letterheads dit Layout Printable Vi J Donations Action Donation Name Edit Del Dues 2010 2011 Edit Del Dues 2010 2011 ing i erica i ic 900 00 F 7f2011 Edit Del Dues 2010 2014 1 000 00 7 2011 112 6 Create and Send Annual Dues Invoices Note the process described below to manage the mass e mail of Annual Dues Invoices is under development and may need to be modified HSC s fiscal year starts on July 1 and ends June 30 HSC will send its first dues invoice prior to July 1 typically in May with second and third invoices sent to those members who have not yet paid occurring in October and January respectively To send the first Annual Dues Invoice to all HSC member organizations click on the Contacts Tab aana Contacts otential Members Organizations Donations Reports Households Da bO m lt Ena F Selected Create New rE ia Contacts Recent ltems Dues 2010 2011 o Miutan Recent Contacts U Test t TEST Name Home Phone
53. ds Customize Page Edit Layout Printable Vi 500 00 7 7 2011 Edit Del Dues 20710 2011 simers Association New York City Chapt 1 000 00 7 7 2011 Update the dues fields that you want to change If you are updating that the member paid its dues you should fill in all the fields in the Dues section including Payment Date Dues Received and the appropriate Invoiced Date 119 Press Save For field details and descriptions see Chapter Reference Section Paragraph Object Fields Donation Edit Dues 2010 2011 Donation Edit Donation Information Donation Owner Donation Name Description Account Name Primary Campaign Source Cynthia Tao Dues 2010 2011 Agenda for Children Tomo Dues 2010 2011 Close Date Next Step Amount Stage Probability Required 7 7 2011 2 14 2011 Notes Dues Category Annual Operating Expenses Range Dues Annual Operating Expenses Actual 2 14 2011 Past Dues Period 2010 2011 v Payment Date 7 1 2011 Fist Invoiced Date Dues Invoiced 2 14 2011 Second Invoiced Date Dues Received 2 14 2011 Third Invoiced Date 2 14 2011 8 Sending Additional Invoices To mass e mail Executive Directors Administrative Assistants and Financial Rep of HSC
54. e a 4 Campaigns Home at View Board Meetings Go Editi Create New View Recent Campaigns New Campaign Name The Search will return all the Objects that contain the word Dues for example the list of Contact that have the word dues in the Note field You ll see a list of dues campaigns under the section Campaign at the top of the page Record Results Chatter Feed Results mel w Campaigns 2 Action Campaign Name Edit Dues 2010 2011 Edit Dues 2010 2011 First Invoiced dack 1o Lop F Aj Contacts 2 Action Name Account Name Phone Primary Street Primary City Primary State Provin 214 West 29th 212 228 5000 ql cares ori Street New York NY 5th Floor Ms 1825 Park Clir akinth Si ii le oto FE AB TRO OAN ano emn iem maalam hamaman ae fern Mr Gay New York Edit Bagley Cares Inc 102 You can also click on the Campaigns tab to see a list of all active campaigns which will include dues invoicing as well as other items that HSC is tracking in the database through campaigns To see the list of Dues invoicing click on the arrow on the field View and select the voice Dues I Create New View All Active Campaigns All Campaigns Board Meeting Board Meetings Board Meetings Status Planned My Active Campaigns i D leted Roadshows omplete ues Workshops f Completed WGID o l m In Progress september 2010 Board Meeting Canceled LAR 2009 B
55. e q 2011 urg 5 Director Sample Reports that Are Location Specific The following reports were created to identify information about sites in Brooklyn They are shown in this guide to help identify ways that reports can be created for specific purposes The goal was to understand which of HSC s member organizations provided services in Brooklyn Brooklyn Service Site List of Organizations with Main Address NOT in Brooklyn and Service Sites IN Brooklyn with details about each service site 139 Borough Zip Code Zip Code Street Address Service Provided Invoiced Dues Total Dues Billing Street Billing Borough Zip Street Service Provided Dues Total City Code Address Dues Account Name 1 record 250 00 2 Washington New Brooklyn Family Support Street York Adoption 20th Floor Brooklyn Service Site List List of Organizations with Main Address NOT in Brooklyn and Service Sites IN Brooklyn but without the details about service sites Dues Total Dues Account Name 1 record 250 00 Account Name 2 records 1 000 00 Account Name 5 records 500 00 Account Name 5 records 5 000 00 Brookl ServSite with ED s on HSC Board List of Organizations with ED who is on HS s Board of Directors that have Main Address IN Brooklyn and provide services in Brooklyn 140 Account Name CAMBA 35 records 7 500 00 Full Name Joanne M Oplustil 35 records Billing Address 1720 Church Avenue 2nd Floor
56. e read access to them This field cannot be referenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Calculated field for the total number of contacts and unconverted leads that have a Member Status equivalent to Responded for the campaign Read only Salesforce automatically calculates this amount using all associated records egardless of whether you have read access to them This field cannot be eferenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Calculated field for the amount of all donations associated with the campaign Read only Salesforce automatically calculates this amount using all associated ecords regardless of whether you have read access to them This field cannot be referenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Custom Fields Last date the dues should be paid Fist Arrears Date to send the first arrears Notice Date 173 174
57. eadewnsseendaicaaeesbesteanseenosiezteeaceusees 80 1 HSC Board OE Directors sec ccvenccprnveseuseevaneccettonsnnneccacuandgnen EENET 81 2 HSC Board of Directors Addresses ccccccccceeecceseeecensccescenenseeeessens 81 3 HSC Board of Directors Contact List 2 0 00 eee cccccccseeecceeeeeeeseeeeeeeeaeeeens 82 74 HSC Executive Committee Addresses vices scmreuscresenent avereudaacnanersoveranesaewenaens 83 m 5 HSC Executive Committee Contact List cece ccc cccccsccececececcccececscecees 83 6 HSC Executive Committee with Organization cccccceecccseseceeeeeeeeeeees 84 9 List Of HSC Member Organization cieraeaetccontusraneametevee aaa 84 E 10 Full Member with EDS vaicssitcssccshessacaehcosentanipnca a E 84 11 Full Membership with ED s email eccccseecccseeceeeceeeeeeeaeeeens 85 2 Board and Exec Committee inaina eia eeeaeiioeae 85 13 Master Member List with All Contact Detail ecceeeeeceeeeees 86 Rotimi LAR Re POS innean a adage ees eee 87 E MACAR Onetea a a ace eae 87 w l Michac eS Friends Lisl ene e on ee ae entre ene Ee 91 E 2a Past TOn e SE e ieena E Gaus aed 92 Membership and Development Profl isinsicisisiierreiiien a a 92 Los ih Henke aia irs 00 1 ea a a a rue errr were eer 92 Working with Potential Members eireas E a 95 1 Create a New Potential Member sena a eee 95 2 Update an Existing Potential Member neseeesoessonssorsssessersseesseesssessser
58. ed 4 09 and asked to reapproach in Fall 09 1 1 2009 reopen lines of communication 1 5 2011 3 6 2011 Terry Bishop 153 Rejected Grants This report shows the list of foundations and the individual grants that HSC applied for but did not receive Survey amp Kare 30 000 Sent 6 25 2 12 2 Jf Awaiting KS Media n medi 010 8 20 Bischo response to Rosa a 07 ff K Rosa letter LOI Sulliva MS to follow via n up hard copy 5 24 10 154 Reference Section This section contains reference material associated with the Office Manager and Membership and Development roles tasks when using the Salesforce database Further details can be found in the Salesforce documentation In particular it provides definitions and in some cases maximum field lengths for the identified fields in this section Object Fields Object fields are records in the Database that contain the data you enter for your Object e g Organization Contact and Potential Member For Example Website is an Object field for the Object Organization Title is an Object field for the Object Contact Organization Fields An Organization has the following fields listed in alphabetical order Salesforce com Field Account Name ame of company Up to 255 characters are allowed in this field Account Record Name of the field that determines what fields are available for the record Billing Street Street address used for billi
59. eed to create a new Contact see section How to Create or Update an HSC Member Contact Click on the Name link Contacts 1 Action Name Account Name Phone Email Primary Street 489 East 169th Street Place the cursor over the Donations link and a window will appear press the button New Donation a Contact Abraham Jones F Show ChatterNew 3 Follow Back to List Donations 0 Mbt liebe on pen Activities j0 Campaign History 1 9 Donations No records to display Contact Record Type Default Contact Change Contact Ow Name Abraham Jones Houser Suffix Birthe Title FR Fr 73 Click the down arrowhead in the Record Type of new record box Select LAR from the drop down list Record Type of new record Avajlable Donation Record Types Matching Donation Record Type Name Description Donation Donation Received Dues HSC Custom Grant Grant Received LAR HSC Custom Major Gift Large Donation from a Major Donor Matching Donation Matching Donation from an Donors Employer or other Organization Press the Continue button Select Donation Record Type Record Type ofnewrecord RE Insert the mandatory fields in the Donation Information section Donation Name the identifier for the donation contribution purchase Suggestion type the same name of the Campaign to easily identify that the donation is related to the LAR e g cam
60. elect a Document Name Click Finish Step 3 Select Document Templates Name Membership Renewal Invoice Preview Template Document Options Create only one Word file that includes all generated documents O Create a separate Word file for each generated document Click on the Document Tab Click on the document Name you just created 117 Documents Home Tell me more Help for this Page 7 Enter keywords to find matching documents Find Document Document Folders Folder My Personal Documents wv Go Create New Folder Recently Viewed Type Membership Renewal Invoice Linda Selvin 20110214214359 doc template Linda Selvin 20110204211311 doc mail Linda Selvin 20110204203944 doc Click on View file to save it as a Word document or to print it Organizations Document J Membership Reng 20110214214359 hack to List Letterheads Save ocument Detail Document Hame Document Unique Name Internal Use Only Document Content Searchable Folder Author File Extension MIME Type Size Description Keywords https fc na content force com servilet serviet FileDownload file 015 ery GF E https jiena conter ry x Edit View Insert Format Tools Table GoTo Favorites Help New Tab Ctrl T i TARE ee Pres ji Page ii Tools New Window Ctrl M i E a Open Chril o Ctrl 5 Donations Clase Tab Ctrl
61. ernment Contact Opportunities provided by HSC HSC ID HSC website ID HSC Password HSC website Password HSC Committee Indicates if the contact is a member of HSC Commitee heckbox that The field indicates if the Organization is a current HSC Membership Status Member or a Former Member 157 he Organization s Other Area of Concern as reported in the Other Area of Concern Membership Form Permanent Board heckbox that The field indicates if the Organization has its Executive Director as Permanent Board Member he Organization s Primary Area of Concern as reported in the Membership Form he Organization s Primary Purpose as reported in the Membership Reason to Terminate he reason the Organization decided to terminate its HSC Membership 59 heck box that The field indicates if the Organization is a former Rejoined l member that rejoined he Organization s Section e g 501 c 3 Field Created to fit the value on the POLICY DATABASE under the field TYPE OF ORGANIZATION Organization Twitter account hite Ink Stylistic heck this box if the Organization is currently using White Ink Type of Organization Press Stylistic Press services Contact Fields A Contact has the following fields listed in alphabetical order Salesforce com Fields IName of account that contact is linked to You can enter the account name or Account Name __ select the account using the lookup icon Private contacts are those that
62. ers Search lt a Community es i jrichburg aiamsh org Update amp Add Members Import File You ll go to anew Manage Members screen On Step 1 Choose Member Type to Search select Contacts Add Members Existing Members 356 Hide Search Step 1 Choose Potential Memb Under Step 2 Specify Filter Criteria click on the down arrowhead in the box Use Existing View Click on Dues mailing list ED Frep AdminAss from the pull down entries The list contains all of the HSC member organization s Executive Directors Financial Reps and Administrative Assistants 107 All Media Contact gery inh This _ he pn sane ica iae Sa Delete Dues aac list JED FRep AdminAss HSC aa of aera Contact List HSC Executive Committee Contact List Michael Frends List My Contacts New Last Week New This Week NYC Council Committee Chairs NYC Council Members NY City Congressional Delegates NYC Officials NYC State Senate and Assembly Reps NYS Senate and Assembly Committee Chairs NY State Officials NY State Senate and Assembly Members Recently Viewed Contacts Referral TEST Vendor Vendors To decheck members to the list you can click the checkbox in front of each name Title Mr Davis Darwin M PresidentiCEO A page typically has 100 names on it so remember to repeat these steps so you can add members from each page of the list To go to the next page click Next 108 Edit Col
63. es Cail uf New York City Alison Sesso and Chris Winward asked me to send you some mformation about HSC I myvite n service Council to look mto the benefits of HSC membership and I m mecluding some Inks that will help you understand HSC s mission and initiates as well as how we may serve Human Service Council To change the bracketed text go to Your Name gt gt Setup gt gt Communication Templates gt gt Email Templates Administration Setup Manage Users Company Profile J l Communication Templates system Log Logout Email Templates Mail Merge Templates Select the folder containing your template Click on the template name shazah Template Below is a list of all your email templates in the folder selected Click the new button to create a new text HTML Custom or Visualforce email templat email templates when sending single emails For mass emails only text HTML and Custom templates may be used Shazah Template Edit Create New Folder Unfilled Public Email Templates My Personal Email Templates Dues Email Template Newsletter New Template Shazah Template Thank you it WCID BiclDlEl F GlHli s K L m nlol Plalr s tlulv w x Z other am 4 New Elected Board Member 65 Welcome to HSC Email 55 7 New M amp D Commitee Member lt R R R R RIR S 29 Press the button Edit HTML Version to change templates that use HTML format or Edit Text Version to change plain text template
64. ettlement 718 716 8000 x123 j d Apartments Baruch eee ae College 646 660 6724 e YMCA of cdit Ma GreaterNew 212 630 9600 Lund York james krauskop Primary Street Primary City Primary State Province Primary Zip Postal i 543 Legislative Office Building Albany NY 12248 0001 229 West 43rd _ Street New York NY 1512 Townsend Avenue 135 East 22nd St Room 915 q baruch cuny edu One Bernard WY NY Baruch Way Box D 901 5 West 63rd Street 6th Floor Bronx NY 10452 10010 New York NY 10023 To update the Contact click Edit update the necessary fields and press Save Contact Mr Jack Krauskopf T Show Chatter Follow Contact Detail Contact Details Contact Record Type Name Suffix Title Status Nickname Account Name Academic Titles Newsletter Referred by Text Referred by Contact Referred by Organization Hotes Donations 1 Default Contact Change Mr Jack Krauskopf Distinguished Lecturer Current Baruch College History 0 Open Activities 0 Campaign Customize Page Edit Layout Printable View Help foi yi Notes amp Attachments 0 Clone Sharing Request Update Add Service Sites HiddenName Jack Contact Owner Cynthia Tao Chan Household Birthdate Email Email Opt Out Phone 646 660 6724 Direct Phone Direct Phone Ext Do Not Call Fax Fax Opt Out Past Honoree Michael List vw Referral 25 How to Send
65. force com Field Record Id hone selected Custom Fields First Name col 0 Last Name col 1 Salesforce com Field re me s rece col salesforce com Field Import Field Attended Title cold Notes none selected i irer Ac Ht ID col 5 Required Form Account ID col 5 oe ee PEA ae Returned col 6 Lead iiie T uU f T id none selected it Add Received none selected Registration Date Member none selected HsCMember Not Accessible SOUTCE none selected First Invoiced Date noneselected w ae a none selected Third Invoiced Date COMP none selected Hidden_Referred_by_id Not Accessible Referred by Text none selected Hidden_Returned_Form Not Accessible lt Back Next gt Click on the button Import Now salesforce com 3 of 3 Review and Confirm Campaign Update Wizard Status No column for the Status is specified WARNING If you continue with this import the Status of all imported records will be set to the default value on the previous page If this is not acceptable please click the Back button to map the Status field Fress Import How to submit thie import request to salesforce com 94 Repeat the same step for the list HSC Board and Admin Ass E mail Campaigns Members Note The report name for this list under the folder SF System Admin is truncated to HSC Board and Admin Ass E mail Camp
66. ge select a value from the drop down list Package Amount select the package amount from the drop down list that corresponds to the Journal Package selected Journal Placement select a value from the drop down list 75 Placement Amount select the placement amount from the drop down list that corresponds to the Journal Placement selected Tickets number of tickets purchased Single Tk Amount change the default value 150 Contribution the amount of the additional contribution Other other donation amount Ad Tickets Notes text note to add details relative to the donation contribution purchase Discount percentage of discount applied Amount Paid Total amount paid COMP check this box if the individual was comp d for the event Journal Package Ads Tickets Notes None v Package Amount Discount None Journal Placement _ nono O B Amount Paid Placement Amount COMP FJ None Partial Ad Tickets Single Tk Amount 150 Contribution 0 Other Press Save CONE Donation New Donation Edit Donation Information Donation Record Type LAR Ch Donation Name Update a LAR donation contribution tickets add purchase 76 If you want to update an existing donation contribution purchase relative to a LAR campaign use the Sidebar Search to find an exi
67. ger 146 Central Park New York Judith P West 25E show 10 items Partner Accounts Mailing List Account Teams Contact History Report Bounced Contacts Go to Reports Select a View type from the drop down menu Then click Go You can choose from a variety of view types e ED e mail E mail list of HSC Member Executive Directors e Administrative Assistants e mail E mail list of HSC Board Member Administrative Assistants e Financial Reps e mail E mail list of HSC Member Financial Reps e Board Members E mail list of HSC Board Members e Executive Committee Members E mail list HSC Executive Committee members e Board Members and Administrative Assistants E mail list of both HSC Board members and Administrative Assistants e Executive Committee Members and Administrative Assistants E mail list of both HSC Executive Committee members and Administrative Assistants Note Before using the Board Members and Administrative Assistants or Executive Committee Members and Administrative Assistants Views you may need to update the Ex Committee and Admin Ass E mail and HSC Board and Admin Ass E mail Campaigns Members See section Update Campaign Members 46 select a view below that contains the recipients to be included in this email it Create New View B c D E F Gl H t s K L im Reg Form and Enr Form missing TEST You can click on the box in front of the contact s name to deselect any Contacts you don t wish to
68. ic Tites Retrieve Existing Organization Contact Details Use the Search box at the top of all pages in Salesforce to find an Existing Organization Contact You can type the first or last name acronym or partial name of the Contact or Organization in the Search box and click Search search Campaigns Contact 7 Options After you click Search you will see the Search Results displayed below ZZ Record Results Chatter Feed Results aj Contacts 6 Primary Street Primary City Primary State Province Primary Zip Post Action Name Account Name Phone Email l Jack Atlantic Edt Rosenthal Philanthropies NY State 543 Edit a Assembly Legislative Albany ee Members Office Building New York MrJack gt gt 229 West 43rd Edit Rosenthal WMES Street elias Foundation Jack New 1542 Edit Dovie Settlement 718 716 8000 x123 j doyle newsetlementorg Townsend Bronx Apartments Avenue 135 East 22nd SL Room 915 Mr Jack Baruch 5 i ai ra Edit Krauskopf College 646 660 6724 ames krauskopf baruch cuny edu One Bernard NY Baruch Way Box D 901 5 West 63rd 212 630 9600 lun canyc or Street New York 6th Floor NY NY NY NY NY You can filter your search by clicking on Options under the Search box to search a subset of record types Guns p 015 Contact 7 TEED Options js b Search 23 12248 0001 10036 10452 10010 10023 Search Optio
69. include in the mass e mail Step 1 Specify the recipients to include Select a view below that contains the recipients to be included in this email View 20S Go Edit Create New View A B c D E F G Hli s K L m N o PlalrR s tl u v w x y Z Other An x Name Contact Email Organization Account Name t ewin Linda linda selvin State ny us Agenda for Children Tomorrow i burg Judith jrichburgq aiamsh org Aging in America Community Service an Lou Ellen Ibarkan alznyc org Alzheimers Association New York City Chapter k Marsha mblock aqpa org American Group Psychotherapy Association Hee r Vikki pryorv nyredcross org American Red Cross in Greater New York K ao cao o aafederation org Asian American Federation K Isaac ibrown balticstreet org Baltic Street AEH Inc K erstein Paul paulf bfinyc org Barrier Free Living K al Eve evaval bhrags org BHRAGS Home Care Corp sta Hector hbatista bigsnyc org Big Brothers Big Sisters of New York City amis Darwin M ddavis blackequityalliance org Black Agency Executives President amis Darwin M ddavis blackequityalliance ora Black Equity Alliance President CEO Pee Click Next You may need to scroll to the right to see the Next box Step 1 Specify the recipients to include Select a view below that contains the recipients to be included in this email Edit Create New View lt Previous Page Next Page A B c ol E F GlHl t s K L m n o PlalrR s
70. ing Attach File JE LFL Ll zl ILLL A LOT eS Y S g E i g i l Te Follow us on Twitter HSC NYand Facebook Human Services Council of NYC HSC ate Attach File Ca cel You can select a file from your computer or from the shared library disk as well as from a list of files stored in Salesforce such as an HSC logo or signatures Select the file you wish to attach click Attach To Email then click Done 31 Attach File Windows Internet Explorer File Location My Computer J 1 Select the File Type the path of the file or click the Browse button to find the file The file cannot be larger than 10MB 2 Click the Attach button Repeat steps 1 and 2 to attach multiple files When the upload is complete the file will appear in the attachment list 3 Click the Done button to return to the previous page Bancel an in progress upload 9 Internet 100 You can preview how the email will appear to the recipient cancel the email or send it by pressing the appropriate buttons 32 Email Format To Related To Additional To ie E paola lazazzera gmail com Subject P9dY Formatting Controls How to use thie 2ZILIBZU Dear Zan I III ible I Teal a Thank you for your interest in the Human Semices Council We are thrilled that you want to sign up for our quarterly e newsletter Soon you will be getting important updates about HSC and member organizations as wel
71. iotaheieieus 145 Report Number Workshop Roadshow Name e g 1 Brooklyn FROGS INOW cease tr a an ert te a acinar Rae calcd 146 9 Workshop amp Roadshow Attendance ccccccceccccssecceeseceeecccsesecsenseeseses 147 HSC Conme RED OMS 5 solsee ce esac N ieee eat 148 1 HSC Committee by Organization cccccccsssccneeccceesccueecceesccuseseeeuses 148 E 2 HSC Committee AAR Giestdeieae tateribeteia le cestcieaweiwiccsieastaaetwtessiute 149 DEVClO pine MERE POmS sepasar 150 BM a ODI UC eats ected EE E N 150 Foundation Contact LisSt srirscmtireioriren tai a a aa 150 a TAP OCOS Sonane a a a a asec 151 a POSO eaaa a O N ee 152 MRE JCC CCG Grant Scrie n e Boos a Bone de a a a 154 Ro lCrenCe SoCo eiin a a a e tate 155 Object Fields iesiieni a a A E A A E 155 Orsamzaton Feld eci ap onca aa aaa ames eda atlanta ree neo 155 Contact Er Id eean a EEN 158 Potential Member Fie ldSrsesirirsonaspndannn a a a a wiabadiens 164 Donaton T elds sose ea a a aA 167 Campa mi Pe Ss tarsi wei nas eles aed Saket one Saeed os 171 Introduction This is a guide to using Salesforce for the roles of Office Manager Administrative Assistant or Membership amp Development Two distinct profiles have been established one for the overall office management and another for membership development activities Login Office Manager Profile Username Password Note The following two sections are part of Salesforce com s wo
72. ist 40 Search salesforce com Enterprise Edition Windows Internet Explorer https inal 1 salesforce com uifcormmonysdata LookupPagellkFm editPageaknm p2elktp 0068lksrc Search zan Ue A i Call t sa WhOCdd Mex tO other characters to improve your search results Clear search Results Search Results Donation Name Account Name 2009 Assessment Jewish Child Care Association 2009 Assessment Jewish Association for Services for the Aged 2009 Assessment Jewish Board of Family amp Children s Services Dues 2010 2011 Jewish Association for Services for the Aged Dues 2010 2011 Jewish Board of Family amp Children s Services Dues 2010 2011 Jewish Child Care Association Dues 2010 2011 Jewish Community Council of Greater Coney Island Dues 2010 2011 Jewish Community Relations Council of New York Inc Jewish Early Childhood Education Initiative Inc Jewish Child Care Association Jewish Association for Services for the Aged Jewish Board of Family amp Children s Services eH Internet Press OK on the Preview Template Windows to preview the email Preview Template Windows Internet Explorer https nald salesforce com p emailftemplate EmailTemplatePreview preview template amp Preview the template with the following records Recipient Record i Jack Lund BS Related To Record i Send email preview to paola lazazzera qmail com Internet ios Email Template Send Test and Verify Merge Fields
73. l as timely news and informa regarding the human services sector You can also add additional To CC and BCC recipients to the email Email Format To Related To 33 The field Related To is not required except for templates under the folder Dues Email Template In this case you need to select Donation from the drop down list Related To Email Format HTML Switch to Text Only Ue a jlund ymeanyc org Organization Related To Additional To is abject Organizaserreh scope Product Body Relationship Semice Site Contact List semice Sites Solution Zip Code k it Then click on the button B3 Email Format HTML x Switch to Text Type in the Organization Name or part of it in the field Search press Go Then select the Dues from the results list 34 Search salesforce com Enterprise Edition Windows Internet Explorer https inal 1 salesforce com uifcormmonysdata LookupPagellkFm editPageaknm p2elktp 0068lksrc Search Loo Hir os d we Med U Ih UC IL Clear Search Results Search Results Donation Name 2009 Assessment 2009 Assessment 2009 Assessment Dues 2010 2011 Dues 2010 2011 Dues 2010 2011 Dues 2010 2011 Dues 2070 2011 Account Name Jewish Child Care Association Jewish Association for Services for the Aged Jewish Board of Family amp Children s Services Jewish Association for Services for the Aged Jewish Board of Family amp Children s Services Jewish Child
74. ll see a list of donations already given by the organization To add a new donation click on the New Account Donation button Show Chatter Following Contracts 0 Contact Roles 7 Open Activities ols y Donations New Account Donation Action Donation Name Edit Del Dues 2070 2011 Posted Edit Del LAR 2010 Withdrawn You will go to the Select Donation Record Type screen Select the Record Type of new record from the drop down arrowhead 126 Select the Record Type of new record from the drop down arrowhead among To track donation you will use the values Donation if you are tracking a donation e g WCID Who Cares I Do contribution LAR for LAR donation The Dues field is used to track Dues The field Grant is used for tracking Grant from Foundation or Corporation Don t use the field Dues and Grant to tack donation The field Major Gift and Matching Donation are Salesforce default fields not used for HSC tracking purpose Select Donation Record Type new record Available Donation Record latching Donation Record Type Name Description After you choose a Record Type click Continue and you will see the Edit New Donation screen Select Donation Record Type new record 127 Fill in the record Use the Campaign name for the required Donation Name field Use the organization s name for the required Account Name field Review the remainder of
75. lliam Floor Street New York NY 10038 Mr Gary Axelbank Monroe College 2501 Jerome Avenue Bronx NY 11046 Ms Sandra Bernabei Community Organizer Antiracist Alliance 14 Harwood Suite 428 Court Scarsdale NY 10583 sandy bernabei gmail com 91 2 Past Honorees List List of HSC Past Honorees Note the table has been transposed to fit the page format Ca i i aaa Phillip Steven oe Coltoff Newman Children s Aid Society Public Health Solutions 105 East 22nd Street 220 Church Street 5th Floor oem New York New York Satin eres i i a 212 460 5941 646 619 6777 E pcoltoff childrensaidsociety org snewman mhra org Membership and Development Profile Login Information Username worde humanservicescouncil org Dr Rosa M Gil President CEO Comunilife Inc 214West 8th Floor 29th Street New York NY 10001 212 219 1618 212 219 1618 ext 6141 rgil comunilife org 92 Password HSCIntern1 There are many tasks that you may need to perform which are also performed by the Office Manager role These tasks are documented already in the first half of this User s Guide You can follow the links below to find out how to perform these tasks Error Reference source not found Error Reference source not found Error Reference source not found Error Reference source not found Error Reference source not found Error Reference s
76. mary Contact John Ru skay aa Cara Berkowitz A Business User Gigi Garvey Decision Maker Economic Buyer Alyson Grant Economic Decision Maker Evaluator idella James Executive Connie Mendoza Influencer Stephen D Solender Use the down arrowhead to select a Role for the contact 129 Contact No Primary Contact A Executive Cara Berkowitz None Business User Gigi Garvey aJ Decision Maker Economic Buyer idella James Connie Mendoza stephen D Solender You can change the value of the drop down menu Role by changing your personal settings See the Official Salesforce Guide sf Spring 11 pdf under U HSC Program Areas Membership Services Intern Guidelines SalesForce HSC documentation Official SF documentation Updating Conflict of Interest and Board Commitment Forms All Board Members need to sign the Board Commitment Form to explicitly state their support of HSC and the Conflict of Interest Form annually You can track the return of these forms in the database through a variety of methods You can update the fields in the Organization screen track the information as a Salesforce Contract or create a campaign through which to track the return of the forms Through Organization Screens Search the Organization you want to update using the toolbar Search Press Edit Update the fields under the Section Board Commitment COI 130 Board Committment COl Promos HSC Mission Suppor
77. mbers Organizations Donations Reports Househo AG Ex Committee and Admin Ass E mail Export File Encoding 150 8859 1 General US amp Western European ISO LATIN 1 Export File Format iad Faied ale Save the file on your PC Then Click on the button Done 55 Home Contacts Potential Members Organizations Donations MiG huc Househo AG Ex Committee and Admin Ass E mail Export File Encoding 1S9_g49 1 General US amp Western European ISO LATIN 1 Export File Format Excel Format xls Click again on the button Manage Members ymmittee and Admin Ass email Search Help amp Training My Profile Setup system Log Logou Ll search Options otential Members Organizations Donations Reports Households Dashboards LETECI About Campaign Ex Committee and Admin Ass email Customize Page Edit Layout Printable View He Back to List Installed Package Ect Campaign Detail i t l Delete Dues Add Dont oo Campaign Owner Cynthia Tao Change Total Potential 0 Members Delete Clone Manage Members Campaign Name Ex Committee and Admin Ass email Converted Potential 0 View Hierarchy Members Description mailing list of HSC Commitee members Total Contacts 34 assistant Active ye Total Responses Tyne iat Hum Sent Click on the link Add Members Import File 56 Mass Add Campaign Members Add Members Existing Contacts Add existing contacts to this campaign all at
78. me then click Send 50 You currently have 0 recipient s selected to receive this email Processing Options BCC me on one message Store an activity for each message Mass Email Name Delivery Options Send now Schedule for delivery on 2 10 2011 9 26 AM Time Zone GMT 08 00 Pacific Standard Time America Los_Angeles Previous Send Note Only 250 e mails can be sent at a time If your view contains more than 250 records the following message will be displayed The view that you specified exceeds the maximum of 250 Please narrow your search criteria by editing the view or create a new view Please go to Salesforce com Help for further information https help salesforce com apex HT ViewSolution id 103741 amp language en Knowledge Article Number 103741 Also you can only send mass e mails to a maximum of 1000 external e mail addresses per day You will need to break your email distribution list into a maximum of 250 names per email by deselecting names or by filtering the list of names You can filter a list of names clicking on the Edit link after selecting the view from the drop down list View 51 Step 1 Specify the recipients to include Select a view below that contains the recipients to be included in this email Step 1 Enter View Name ViewName Executive Committee and Admin Ass Created By Cynthia Tao 410 2011 10 31 AM Modified By Cynthia Tao 2 10 2
79. mpaign Ex Committee and Admin Ass erte Use this default member status The selection below is setto a default value Override this default value only if your import file has a different character encoding SO 8659 1 General US amp Western European ISO LATIN 1 E Tri gger workflow rules for new and updated records Select Contact ID in the field Record ID as shown in the following box Then press Next 58 lt Back Next gt In the list below select the field in your import file that contains the record IDs and member statuses Once you have finished click Next First Name col 0 Last Name col 1 Executive Director CEO col 2 Contact ID col 3 lesforce com Field Import Field Attended Tit Notes none selected Confirmed none selected id none selected Add Received none selected Member none selected HSCMember Not Accessible SOUrCe none selected First Invoiced Date none selected Secondinvolced on selected Third Invoiced Date COMP none selected Hidden_Referred_by_id Not Accessible Referred by Text none selected Hidden_Returned_Form Not Accessible Click on the button Import Now salesforce com step 3 of 3 Review and Confirm Campaign Update Wizard Status No column for the Status is specified WARNING If you continue with this import the Status of all imported records will be set to the defa
80. n Activities 0 Contacts 4 Contact Roles 0 Umbrella a9 Donations New Account Donation Action Donation Name Stage SANIT ONAN Got FM workshop held call with F Edit Del a Posted 910 700 00 2 17 for workshop 4 30 for food _ 2010 submitted Grant Request L GRANT 2010 cenannnan Recvd 50K via UWNYC on 5 7 for Edit Del 2011 a email to Haas got verbal ack 6 2 Edit Del GRANT Prospecting Requested Tech money may get You will go to the Select Donation Record Type screen Select Grant as the Record Type of new record from the drop down arrowhead The field Grant is used for tracking Grant from Foundation or Corporation Regarding the other value for Record Type of new record field Donation Donation is used to track donation as WCID Who Cares I Do contribution J AR is used for LAR donation The field Major Gift and Matching Donation are Salesforce default fields not used for HSC tracking purpose 132 Select Donation Record Type new record ee Donation Dues LAR Major Gift Available Donation Record latching Donation Record Type Name Description Select Donation Record Type Record Type of new record Available Donation Record Matching Donation Press Continue Select Donation Record Type Record Type of Ce new record Insert the Grant information Press Save 133 Donation Edit ve amp New Cancel Donation Information Required Don
81. n enter the name of the person or use the lookup icon to select the name Enter the details of the event such as subject start date and time and end date and time Using the Recurrence section you can create daily weekly monthly or yearly recurrent events Click X to close a task Using the Calendar Section An Event is a Salesforce com object used to schedule a series of activities such as Meeting Call or E mail When creating an Event you can add multiple Invitees In the Calendar section on the Home tab click New Event to create a new event Cynthia Tao Wednesday February 16 2011 TA chow Chatter Calendar New Event scheduled Meetings Requested Meetings Today 2 16 2011 You have no events scheduled forthe next 7 days Enter the details of the event such as subject start date and time and end date and time To add Invitees click the symbol next to the Add to Invitees link ols 5 Search salesforce com Enterprise L Calendar New Events X salesforce com Enterprise E i _ https ina salesforce comi uifcommonfdatall Calendar Details Lookup Assigned Cynthia Tao To Subject search LO You can use as a wildcard next to o your search results Name Phone Email a 212 615 0098 a CSS Description Information Internet You can also click the Add Invitees button Invite Others Wednesday February 16 2011 Action Invite Type GAM
82. ng Up to 255 characters are allowed in this field Billing City City portion of billing address Up to 40 characters are allowed in this field State or province portion of billing address Up to 20 characters are allowed in his field ip or postal code portion of billing address Up to 20 characters are allowed in Zip Postal Code this field Billing Country Country portion of billing address Up to 40 characters are allowed in this field Created By ser who created the Organization Employees Number of people employed by the account 155 Fax ax number Up to 40 characters are allowed in this field Mail Organization general E mail e g info earthlink com ser who last changed the account fields including modification date and time Modified By _ This does not track changes made to any of the related list items on the account Read only ser Notes regarding the Organization arent company for companies that are subsidiaries of a larger company or organization The parent account must be an existing account in Salesforce com Parent Account l You can enter the account name or select or optionally create the account sing the lookup icon Partner Account Read only field that The field indicates whether an account is a partner account Phone Primary phone number of account Up to 40 characters are allowed in this field Type of account for example Coalition Federation or Provider Entry is Type selected from a cus
83. ng address Up to 20 characters are allowed in this field rimary Country portion of mailing address Up to 40 characters are allowed in this field Primary Country Cellular or mobile phone number Up to 40 characters are allowed in this field For Record Type Default Contact 160 ser who last changed the contact fields including modification date and Modified By ime This does not track changes made to any of the related list items on the contact Read only hm ee first and last name of contact as displayed on the contact detail ame Other Phone Additional phone number listing Up to 40 characters are allowed in this field Phone Contact s primary phone number Up to 40 characters are allowed in this field Title for addressing the person for example Mr Ms Dr or Prof Entry is Salutation selected from a picklist of available values which are set by an administrator Each picklist value can have up to 40 characters faa erson s position within his or her organization Up to 80 characters are itle allowed in this field Person s household Address Read Only Custom Fields Suffix Person s Name Suffix e g Jr Checkbox The field indicates if the person is a member of the AARG AARG Committee Agency Checkbox The field indicates that the person is the designated Agency Representative Representative l l Assistant s e mail Assistant E mail l E Field visible for Record Type
84. ns C AN 11 of 27 Selected Clear All C Assets Donations Potential Members CI Attachments Events C Products Campaigns Files C Recurring Donatio C Case Comments Groups Reports E Cases C Households C Service Site Co Contacts C Ideas C Service Sites C Contracts C Notes C Solutions Districts Organizations E Tasks More Options E Limit to items own L Exact phrase We ll save your selected search options until you change them How to Create Update Contacts Organizations that are not HSC Members If you need to create an Organization that is not an HSC Member e g a Foundation or Vendor after clicking the New button to create a new Organization choose the correct Record Type among Media Government Agency Foundation Vendor or Other if the Organization doesn t fit in any of the previous categories Click Edit update necessary fields then press Save To update a Contact that is not an HSC Member e g Media Contact type the Contact Name in the Search box and click Search You can type in either first or last name or a portion of a name Options 24 Click on the Contact Name from the search results Record Results Chatter Feed Results Contacts 6 Action Name Account Hame Phone Jack Atlantic Edit Rosenthal Philanthropies i lt NY State Edit ed Assembly one eee Members p New York Mr Jack Edit S a imes Foundation Edit Dov je S
85. ntact from the Contacts Tab c ccceccceccccseseceeeeecaeseeeeneeeaeees 18 Upda tine an Existine Contaci escerai an aer a a 20 Retrieve Existing Organization Contact Details cccecccceccccseseceeeeeseseeeeneeeaeees 22 How to Create Update Contacts Organizations that are not HSC Members 24 How to Send an Email Free Form or Using a Template c cc ccccceecccsesceeseeeeeeeeees 26 Howto Track an Toterac Hoi snes ce peerapeu ince E RE EREA 43 How to Send a Mass Email Using a Template ecccceeccceeeeceeeeeeneseeeseseeneneees 45 Opdat Campai c n IVC IAC iS sesei E E ETES 53 Tracking Board Member Commitments ccccceccccseeeceesecceeseeeeceeeeeceaeseeeeneeeseneens 60 Board Meeting Attendance or Return of Required Forms ccccccseseeeeeeeeeeees 60 Create a New Board Meeting Campaign Entry ssseesseessersssesssrsssesssessserssersserss 63 Tracking Leadership Awards Reception LAR Pledges ss nssnnssenssessseesserssersserssees 12 Create LAR donation contribution tickets advertisement purchase 0006 72 Update a LAR donation contribution tickets add purchase secccseeeeeneeeees 76 Priv gt and Na AK CD OMS seri occ ncsecercsdeccacunmedtasarnautanenesatihuseaniancnesnmcustantauneswmann 78 Finding Ofhice Manager C0 10S eee shoetece tees damnbaeeseeciee cent seencesce ee cee seeensnenere 78 a Office Manager Reports cccaisnncasncen aanedsmens
86. ntacts New Contact Merge Contacts Action Contact Name Tithe Edit Del Tery Kelleher President amp CEO Direct Phone Select a Record Type for the New Contact Each selected Record Type will display a different set of fields to fill in Click on Continue 17 Select Contact Record Type Record Type of new record Available Contact Record Types Record Type Name Description Default Contact Default Contact bovernment Rep Custom HSC Member CurrentFormer Member Media Contact Custom Vendor Fill in the fields and click Save Contact Edit New Contact Contacts not associated with organizations are private and cannot be viewed by other users or included in Contact Edit Contact Details Contact Record Type HSC Member Last Name Sufix Title Account Hame Status Creating a New Contact from the Contacts Tab To create a new Contact click the Contacts tab and then click on New 18 Home Contacts iG tential Members Organizations Donations Reports Households D a Create New Contacts Home Recent Items l l View All Contact Go Edit E Agenda for Children Tomorrow Recent Contacts Home Phone Phone Select a Record Type for the New Contact Each Record Type displays a different set of fields Click on Continue Select Contact Record Type Record Type of new record Available Contact Record Types Record Type Hame Description Default Contact Defa
87. ntial Members Contacts Step 2 Specify Filter Criteria Use Existing View None AND AND AND AND Clear Filters 68 Executive Director Use Existing View None None All Contact All HSC Contact All Media Contact Birthdays This Month Board Members and Administrative Assista HSC Board of Director NYC Council Members NY City Congressional Delegates INYC Officials NYC State Senate and Assembly Reps NYS Senate and Assembly Committee Chairs NY State Officials NY State Senate and Assembly Members Press Go at the bottom of the Step 2 box A list of the Board Members will appear in the bottom part of the screen Check the top box next to Salutation as indicated below to select all displayed contacts The number highlighted in yellow at the bottom of the screen shows the number of records selected 69 Verify if the number highlighted in yellow at the bottom of the screen is the same of the number after the word of at the left corner of the screen that indicates the total number of record selected by the view If the numbers are not the same click on the arrows close to the first group of number as displayed in the following box 70 eee mee ee eee m m m n n n n n n m n n nn n n n n n n n nm n n n n n m nm a n a n n m n a n n n n n m
88. oard Members Completed HSC Board and Admin Ass email Planned ae 5 Create a New Dues Campaign If you are about to launch a new round of invoicing members for their dues you will want to create a new dues campaign in the database to track this activity To create a new Dues Campaign click the Campaigns tab then the New button 103 ee K i Search Campaigns Contact T Search Options Potential Members Organizations Donations Reports Households Dashboards LE GO About Ne a 4 Campaigns Home k View Board Meetings v Edit Create New View Recent Campaigns Campaign Name Campaign Name is a required field Suggestion To easily identify the Dues Campaign use the title Dues Start Membership Date End Membership Date e g Dues 2010 2011 45 Campaign Edit l gt New Campaign Campaign Edit Campaign Information Campaign Owner Cynthia Tao Active Type Status Start Date End Date Select Dues under the drop down list Type 104 Campaign Information Campaign Owner Cynthia Tao Campaign Name Description Type Start Date Webinar Public Relations End Date Partners Referral Program midgeted Cost Actual Cost ExpectedResponse Fundraiser Media PR Set the field Status to In Progress Campaign Information Campaign Owner Cynthia Tao Campaign Name Description 105 Scroll down and in the Dues section click on the d
89. onverted Closed Not Converted Co OO Xe Potential Member Edit Lead Information First Name Phone Last Name Direct Phone Suffix Direct Phone Ext Company Mobile Acronym Fax For Field details and descriptions see cap Error Reference source not found par Potential Members Field 2 Update an Existing Potential Member Find the Potential Member using the Search bar at the top of the Salesforce screen Type in the name or a few characters of the name and you will see a list of possible matches Click on the match or type the full name and click on Search 97 search Campaigns Contact 7 Options In the Potential Member record click Edit Fill in the fields that you want to update and press Save when you are finished Potential Member Ms Barbara Gunn Customize Page Show Chatter W Following Potential Member Detail Name Ms Barbara Gunn Phone Sufix Direct Phone Company SEEDCO Direct Phone Ext Acronym Mobile Tithe Fax 3 Convert a Potential Member into a Contact When a potential member pays dues and becomes a regular HSC member you can convert their entry in the database from being a potential member to being a contact who 1S a member First you can find the potential member record in the database by searching for the name as you did in the section above Update an Existing Potential Member After you have found the record you can convert a Potential Member into a Contact by
90. op Events Registration Date fd 2 t0v2011 11 36 AN Create a New Board Meeting Campaign Entry Click on the Campaigns Tab and then click New Households lembers Organizations Donations Reports wt Campaigns amp Home aot Dasht ards ards BELEE bout Nonprofit View Board Meetings w Go Edit Create New View Recent Campaigns Campaign Hame gt Status January 2011 Board Meetin Canceled HSC Board and Admin Ass email Planned m aca If you select the button Go You will see the screen shown below From this view click the button New Campaign 63 Create N Action Edit Del Edit Del Edit Del Edit Del Edit Del Edit Del SS Board Meetings Hew Campaign ew View Edit Delete Refresh Start Date 1 12 2011 61 2070 11 10 2010 W920 11 10 2010 91 2070 Fill in the fields as necessary AlB c D ElF G Hlifs K L Mi Nlolt End Date Budgeted Cost 111212011 6 1 2010 11710 2010 39 2011 11710 2010 9 1 2010 Campaign name A name to identify the board meeting e g March 2011 Description A brief description for the board meeting optional Active check to make the Campaign visible to the Salesforce com User HSC employees Type select Meeting from the drop down list 64 New Campaign Campaign Edit Save amp New Cancel Campaign Information Pare Public Relations Partners
91. ount 19 20 21 22 23 24 25 E 26 2 26 29 30 31 Potential Member fF Qa Notes a oday LAR Journal Package AdsiTickets Notes Silver Package conntribution Package Amount None A Discount DO Placement Amount COMP F Partial Ad Finding and Running Reports Several types of reports were created and stored already in the Salesforce database for the Office Manager task Finding Office Manager Reports To access the reports clickm on the Reports tab Several reports were created for the Office Manager task to see a list of these reports click on the down arrow head in the Folder field You ll see a drop down list from where you can choose Office Manager 78 Search Campaigns Contact Z Search Options Home Contacts Potential Members Organizations Donation f A ouseholds Dashboards i Create New A _ if Recent items Enter keywords to find matching custom reports Remo A and Queens y LAR 2010 Coalition for Asian American Children and Families Report Folders 2 Aileen Gitelson j LAR 2010 wees mi Repons ministrative Reports i The oa Famil Hoani Member Commitments Call Center Reports Arkni Perceptions for Peog Campaign Reports Disabilities Donation Report Edit D Dues 4 Google AdWords Reports 3 res Edit Household Reports Code Bronx iZzations Bronx You can also find a specific report or a list of reports by typing keywords in the Find Report box at the top of the page
92. ource not found step 1 of 3 Upload the File Campaign Update Wizard With salesforce com you can associate Leads or Contacts with a particular campaign Create a Contact report or Lead report of the records you want to update Include the folowing fields in the report Contact ID or Lead ID Export the report to Excel as a CSV file and then open itin Excel Ifthe Contact ID or the Lead ID have different member statuses add a Member Status column to the file Populate the Member Status column with one ofthe standard statuses Any invalid or blank statuses will be replaced with the default status specified below Choose the file to import into salesforce com Note it may take a few minutes to upload your file depending on the file size and your connection speed Assign all records to this campaign Ex Committee and Admin Ass email Use this default member status Sent he The selection below is setto a default value Override this default value only if your import file has a different character encoding S0 8659 1 General US amp Western European SO LATIN 1 LJ Trigger workflow rules for new and updated records Next gt Select Contact ID in the field Record ID as shown in the following box Then press Next 93 lt Back Next gt In the list below select the field in your import file that contains the record IDs and member statuses Once you have finished click Next Campaign Member Information Sales
93. own arrowhead for Period to select the fiscal year that is affected by this new campaign It should match the years you indicated as the Start and End Membership Dates EEE 4 Period Fist Arrears Notice Date gap2011 2 14 2011 Due Date None 1 Second Arrears Notice Date 2009 2010 10 30 2011 2 14 2011 2010 2011 Final Arrears Notice Date 4 39 9014 2 14 2014 2011 2012 2012 2013 a Save Save amp New Note The fields Due Date First Arrears Notice Date Second Arrears Notice Date Final Arrears Notice Date are prefilled with values using dates in July August October and January respectively These can be changed by typing over the dates shown in the fields When you are finished making your changes press the Save button gt Campaign Edit gt New Campaign Campaign Edit save save amp new Cancel Campaign Information Campaign Owner Cynthia Tao Active E te Start Date 242014 End Date izm 106 After you create the Dues Campaign in Salesforce you need to create the list of members who are affected by the campaign To create this list place your cursor over Campaign Members link and you ll see a Campaign Members box from which you can click on Manage Members Select Add Member Search from the drop down list a Customize Page Edit Layout Printable Vie 7 F Manage Members Y linda selvin dta state ny us Edit Memb
94. paign name LAR 2010 donation name LAR 2010 74 Primary Campaign Source select the campaign related to the LAR e g LAR 2010 Close Date the date of the donation contribution purchase Update the field with the date of last LAR Donation update In case you received the final check or the donation is placed received the field will indicate the actual close date of the donation Stage o Pledged if the donation contribution purchase has been pledged o Posted if the donation has been paid o Withdrawn if the donation contribution purchase has been withdrawn Donation Edit Save Save amp New Cancel Donation Information Required Infor Donation Record Type LAR Close Date 4 26 2011 4 26 2011 Donation Name TEST 1 Stage Prospecting v Description J Next Step Account Name Claremont Neighborhood Probability i Potential Member Amount Primary Campaign Source LAR 2010 ss Notes The field Account Name Contact s Organization will be updated automatically by the System 1f the Donor is a Contact e g HSC Contact Member If the LAR Donor is an Individual in the field Account Name will be updated his her Last Name and First Name If the Donor is a Potential Member the field Potential Member will be updated by the System with his her Last name and First Name Complete the LAR section as appropriate Journal Packa
95. r Gift and Matching Donation are Salesforce default field not used for HSC tracking purpose 124 New Donation amp Select Donation Record Type select a record type for the new donation To skip this page in the future change your record Select Donation Record Type Available Donation Record Types Matching Donation Record Type Name Description Donation Donation Dues Membership Dues Grant Grant Received Pledged Prospected Refused LAR LAR Major Gift Large Donation from a Major Donor Matching Donation Matching Donation from an Donors Employer or other Organization After you choose a Record Type and click Continue you will see the Edit New Donation screen Fill in the record Use the Campaign name for the required Donation Name field Use the person s name for the required Account Name field Review the remainder of the fields and fill them in as appropriate Press Save If the Donation is not related to a Campaign don t fill the field Primary Campaign Source 125 Donation Edit Donation Information Donation Record LAR Type Donation Name LAR 2010 Description Account Name Primary Campaign Source Received from Organizations in Response to a Campaign After the campaign is created you can update the organization s record by first finding the organization by typing its name in the Search box at the top of any screen If you click on Donations at the top of the Organization screen you wi
96. receive this email Processing Options BCC me on one message Store an activity for each message Mass Email Name Delivery Options Send now Schedule for delivery on 2 14 2011 2 08 PM Time Zone GMT 08 00 Pacific Standard Time America Los_Angeles vj Previous Send Repeat the steps described above to view the Annual Dues Invoice ADD FReps amp Ad Ass a list of HSC Financial Representative and Administrative Assistant If you want to create and print a Microsoft Word Version of the Invoice click on the Contact Tab and then on the link Mass E mail Merge under the Tools section 115 Board Members and Administrative Assista Delete em Dues mailing list ED FRep AdminAss 2412 497 8284 HSC Board of Director HSC Board of Directors Contact List HSC Executive Committee Contact List 718 824 4004 Michael Friends List Wy Contacts Check the box close the field Name 116 step 1 Select Contacts to Include in Mail Merge View Dues mailing list ED FRep AdminAss Edit Create New View Aleilc Dl ElFi Glxli s Ki L mt Account Name t Title Agenda for 7 Se ae i Executive Selvin Linda Director 212 487 8284 Executive Select the checkbox Documents Click on the Next button Help for this a Mass Mail Merge Step 2 Select Document Types to Generate ate Also select whether to add tasks on the records being merged Document Types Documents _ Envelopes S
97. rkflow capability You can use Salesforce to assign track and follow up on to dos whether your own or another staff member s to do as well as to manage your calendar but it is unlikely that HSC will use this function at the beginning The following text is mostly informational in case HSC decides in the future to roll out Salesforce to the entire team Go to the page https login salesforce com to login User Name taoc humansemicescouncil org Fassword Doo Remember User Name Login Forgot your password E n sens PEREHTIAS MPO ESET Te POTTER Don t have an account Sign up for free Cloudforce 2011 Marc Benioff amp que Register for free From the Home tab you can view two sections Calendar and My Tasks f salesforce 141 Search Campaigns Contact Search Cynthia Tao Help amp Training Options Due Contacts Potential Members Organizations Donations Reports Households Dashboards Campaigns About Nonprofit Starter Packages Wo COD oyntia Tao Thursday February 10 2011 Recent Items Show ChatterNew LAR 2010 E Catholic Charities Brookl Calendar and Queens amp LAR 2010 Coalition for Asian American Children and Families 2 Aileen Gitelson LAR 2010 EP The Arab American Family Support Center Perceptions for People with Disabilities Scheduled Meetings Requested Meetings Today 2 10 2011 You have no events scheduled for the next 7 days T Recycie
98. rs 5 vo Campaign Members Manage Members Campaign Members Help Action Type Company Status FirstName LastName Email Title N Edit Remove Contact Alzheimer s Association New York City Chapter Sent Lou Ellen Barkan Ibarkan alznyc org President CEO Edit Remove Contact Asian American Federation Sent Cao 8 cao o aafederation org Executive Director Edit Remove Contact Black Equity Alliance Sent DarwinM Davis ddavis blackequityalliance org President CEO Edit Remove Contact CAMBA Sent JoanneM Oplustil joanneo camba org ED Edit Remove Contact Catholic Charities Brooklyn and Queens Sent Robert Siebel rsiebel ccbq org Executive Director CEO Show 5 more g to list mi 2 61 The list is also available at the bottom of the page in the Section Campaign Members clicking on the link Campaign Members January 2011 Board Meeting Back to List Campaigns Y Campaign Hierarchy 1 Open Activities 0 Activity History 1 Attachments 0 Donations do Campaign Members Manage Members Y Action Edit Edit Edit Edit Edit Show 5 more Go to list 50 Type Company Remove Contact Alzheimers Association New York City Chapter Contact Asian American Federation Contact Black Equity Alliance Contact CAMBA Contact Catholic Charities Brooklyn and Queens Remove Remove Remove Remove Status First Name Sent Sent Sent Sent Sent Last Name Lou Ellen Barkan 0 Cao Davis Oplustil Sie
99. rts and monies submitted accounted for Account Program Name Altman Disaster Foundation Preparedness amp Response New York Workforce Community Trust New York Contracting Community Trust New York One New York Community Trust New York ARRA Fed Stim Community Tracking Trust Amount 36 887 00 50 000 00 50 000 00 25 000 00 30 000 00 Foundation Contact List Date Awarded or Expected 12 28 2007 7 1 2006 9 1 2007 3 10 2009 6 9 2009 Notes Applied to 2008 2009 using up previous unmatched grant total grant of 153K to UNH Req 75K will do 1 2 year for 30K 6 1 09 12 1 09 Date Submitted 12 11 2008 4 21 2009 This report shows a list of the foundations and corporations with whom HSC has had some contact or is interested in pursuing Note To fit the Word page format the screen below does not represent the format of the database report The fields for each foundation run horizontally in the report rather than vertically as shown here 150 Zz A D Altman 4 records In Process Foundation Sonali Mukerjee Grants Manager 521 35th Fifth Floor Avenue New York NY 10175 3599 212 682 0970 212 682 1648 date initial contact 2006 Deborah Thompson Velazquez Sr Program Officer dthompson altman org 521 Fifth 35th Floor Avenue New York NY 10175 3599 212 682 0970 212 682 1648 Terr
100. s The field Referred as Potential indicates that they were referred as Potential Members Company Account individual 1 record Ms Tanya Brown y OPEN 516 545 347 285 6031 7450 142 3 Referrals List of individual that provide referral foe HSC vincent dragon Mutual gragon e mut of al ualofam America erica co 1350 Broadwa y New York NY 10018 4 Joined Potential Member Joined e mails 1 18 201 4 1 4 21 Mr Howard Martin JOINED p 1 4 22 5 14 5 15 johns Signed u Mr Sanful iin JOINED n m ae care for our 143 ergear newsletter org SS JOINED 5 Not Joined Potential Member Not Joined Directo member of r of On 718 thomas JASA Mr Tom Grogan Fiscal Ronnie 707 x 3101 afsabk received info Operati 9696 org e mail to CB ons 4 7 09 Former HSC Member Organization 6 Lapsed Member Rasu Miller rmiler bla l ckequityalli ance org 144 Mr How Martin ard Account Name Connect Inc 1 record Janet Samuel 212 212 jsamuels S 683 683 connectnyc 0015 0015 org Account Name Cypress Hills Local Development Corporation 2 records Mich Neugeb ED 718 michellen elle auer 647 cypressh 2800 ills org Emily Van Deputy 718 Ingen Director 647 2800 Attendees at HSC Workshops and Events To see reports about HSC workshops and events you can click on the down arro
101. s if the lead does not want to be contacted via telephone E mail address of lead Must be a valid e mail address in the form J AO AO O O m z O Z 5 E O O amp AO ve lt lt jsmith acme com Up to 80 characters are allowed in this field Click the e mail address in this field to send an e mail using your F personal e mail application If the Gmail Buttons and Links feature is enabled you can click the Gmail link next to the field to send an e ail from your Gmail account See Using Gmail in Salesforce for ore information Lead will not be included in mass e mails 7 i O z O Ty ax Lead s fax number Up to 40 characters are allowed in this field Lead has requested not to be included in broadcast faxes T v O g9 O am a First name of the lead as displayed on the lead edit page Up to 40 characters are allowed in this field Last name of the lead as displayed on the lead edit page Up to 80 Last Name characters are allowed in this field Status of the lead for example Open Contacted Qualified Entry is Lead Status selected from a picklist of available values which are set by an administrator Each picklist value can have up to 40 characters Cellular or mobile phone number Up to 40 characters are allowed in his field ser who last changed the lead fields including modification date Modified By and time This does not track changes made to any of the related
102. s this amount using all associated records regardless of whether you have read access to them For more information on converting leads see Converting Leads This field cannot be referenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Description of the campaign Up to 32KB of data are allowed in this field Only the first 255 characters display in reports 171 sil o End Date Ending date for the campaign Responses received after this date are still counted Percentage of responses you expect to receive for the campaign Amount of money you expect to generate from the campaign User who last changed the campaign fields including modification date and time This does not track changes made to any of the related list items on the campaign Calculated field for number of donations associated with the campaign Read only Salesforce automatically calculates this amount using all associated records Num Total egardless of whether you have read access to them This field cannot be Donation eferenced in formulas for workflow rules validation rules field updates or approval processes but it can be referenced in custom formula fields Updates to this field do not trigger workflow rules Number of individuals targeted by the campaign For example the number of e Num Sent l
103. sserss 97 3 Convert a Potential Member into a Contact ec ecccceecccesccceeecseseceeneeeneees 98 4 Indicate a Potential Member Will Not Be Joining c cece ceeecceeeeeeeeees 100 Trackin Membership DUCS sc2scirs iene 102 3s Create a New Dues Campai Mesiseinsiieiniireiorir ani e a a a a i 103 6 Create and Send Annual Dues INVOICES ssnesseesseesssesssessserssersserssersserssees 113 T Updating Members Dues Sta Srina ie a 119 8 wendins Additional INVOICES sreci a a e a Heed 120 9 Vermimatine MemDelS eerie a a aa eet 123 Trackine Donans eronsa a a a T E EA ONE 123 Received from Individuals in Response to a Campaign cccccccseeeeeseeeeeeseeeees 124 Received from Organizations in Response to a Campaign cccesccseeeeeeeeeeees 126 Associating a Donation with Both an Organization and Individual 128 Updating Conflict of Interest and Board Commitment Forms ccceccceeeeeeeeees 130 Trough OreaniZaiOn Scree NS e a E a 130 Tracking the Receipt of Foundation Grants ssseessessensserssorsssrsssesseesssesssersseres 131 Addin NEw Granis eaten ane r r a ra 131 Updating Existing Grants secsssc22ccesenticasasaacvasendiactseante dcsiediwotsvandetasiad a 134 Finding and Runnin Reports sosede e annie wide ea neh eds Mada ee aoe 135 Curent Members REDOT S wien abies ses baton cat ccaw E E 136 l Member Services Report Month YYYY e g Member Services Report
104. stants with contact details e mail phone Direct Phone Ext Full Name Board Title E mail Phone Direct Phone Account Name Alzheimer s Association New York City Chapter 2 records Administra Jackie 646 744 tive jzapata alznyc org 646 744 2907 Zapata 2907 Assistant Lou Ellen President C 646 744 v lbarkan alznyc or 646 744 2901 Barkan EO 2901 Account Name Asian American Federation 2 records Administra Lina Kim tive lina kim aafederation org z R Assistant Executive 212 344 Cao O v cao 0o aafederation org 212 344 5878 Director 5878 Account Name Black Equity Alliance 2 records Administra Norley nnortey blackequityallianc 212 251 tive Nortey e org 2420 Assistant Darwin M President C ddavis blackequityalliance 212 251 v 212 251 2480 Davis EO org 2420 82 4 HSC Executive Committee Addresses This report lists the HSC Executive Committee members with the main address of their Organization l Executive United Neighborhood Houses of New Nancy Wackstein Director York Executive Frederick Shack l Urban Pathways Director Joanne M Oplustil ED CAMBA 5 HSC Executive Committee Contact List 5th Floor New York NY 10018 575 8th Avenue 9th Floor New York NY 10018 1720 Church Avenue This report lists the HSC Executive Committee and their Administrative Assistants with contact details e mail phone s Lorelie Admini
105. sting contact Type the Contact Name and press Search Abraham Jones search Options btential Members Organizations Donations Reports Households 4 Campaion Click on the Name link g Contacts 1 Action Name Account Name Phone Email Primary Street 489 East claremontcenter org 169th Street Place your cursor over the Donations tab and you ll see a Donations window pop up Click on Edit next to the name of the Donation that you want to update Contact Mr Jack Lund Customize fe Show ChatterNew Following Back to List 13 Notes amp Attachments 0 Referre cS Donatio Actior Donation Name Stage Edit el LAR 2010 Withdrawn Name Mr Jack Lund Household TI Update the record as needed you can see a complete description of the fields in the previous section Create LAR donation contribution tickets advertisement purchas Click on Save when you are finished with your updates Donation Edit He LAR 2010 Donation Edit fave amp New Cancel Donation Information R Donation Record Type LAR Close Date PUEFOKU 6 20 2011 ee LAR 200 Stage lt December 2010 Description fF g Next Step Sun Mon Tue Wed Thu Fri Sat te 1 2 3 4 5 6 7 amp 8S WW ii Account Name YMCA of Greater New Yol a Probability 7 a a rn Primary Campaign Source An 9019 a Am
106. stration forms which we recerved today At your Change the bracketed text Press the button Save 49 Dear Contact FirstName lt p gt p gt way of introduction my name is User Name and work with the Human Services Council of New York City EXD Rett tee asked me to send you some information about HSC invite cco i ame to look into the benefits of HSC membership and I m including some links that will help you understand HSC s mission and initiatives as well as how we may serve Account Name You will be then able to send the e mail using the updated template You can find detailed information about templates on the Salesforce Documentation at Official SF documentation Email Template and Letterhead When you are sure you have selected the correct email template click Next Mass Email Help for this 4 Template Selection Step 2 Select an email template Step Previous Next Please select an email template to use To create a new template you must exit this mass email process and create the new template in your personal setup s Dues Email Template v Name Type Description Preview 1 Annual Dues Invoice ADI First Reminder Custom REF Re Invoice e mail doc Dues Collection Schedule Preview 2 Annual Dues Invoice ADI Second Reminder Custom REF Re Invoice e mail doc Preview 3 Annual Dues Invoice ADI Third Reminder Custom REF Re Invoice e mail doc Insert a Mass E mail Na
107. strative loreliel camba or y l 718 287 2600 Lombardo Assistant g o Joanne M joanneo camba o sa gt ED 718 287 2600 Oplustil rg 718 287 2600 718 287 2600 x 228 ext 228 83 Hunte Administrative Ihunte ccbq org LaFerne Assistant Robert Executive v rsiebel ccbq org 718 722 6085 718 722 6085 Siebel Director CEO 6 HSC Executive Committee with Organization List of EDs of HSC Member Organization First Name Last Name Title Account Name Nancy Wackstein Executive Director United Neighborhood Houses of New York Frederick Shack Executive Director Urban Pathways Joanne M Oplustil ED CAMBA 9 List Of HSC Member Organization A list of all HSC member organizations without any additional details Account Name Child Care Inc Mental Health Association of New York City United Way of New York City Jamaica Service Program for Older Adults YWCA of Queens Bronx House 10 Full Member with EDs List of HSC member organizations with ED names only 84 Account Name Salutation First Name Last Name United Neighborhood Houses of New York Ms Nancy Wackstein University Settlement Society of New York City Mr Michael H Zisser Urban Pathways Mr Frederick Shack Varied Internship Program Ms Nettie Burgess 11 Full Membership with ED s email List of HSC member organizations with their ED s name and email address First Last Account Name Salutation E mail ame Name
108. t HSC Set Strategy Directly System Information Created By Cynthia Tao 2 24 2011 7 36 PM Edit Delte Tracking the Receipt of Foundation Grants Grants are tracked in Salesforce as Donations Adding New Grants Sharing To add new grants you can first find the organization by typing the organization name in the Search bar at the top of each screen Search search Options Search for BM Inations Repo Place your cursor over the Donations link and press on the New Account Donation button to add a new donation 131 Back to List Organizations Contracts 0 Open Activities 0 Contacts 4 Contact Roles 0 Umbrella Coalition Organizations 0 Affiliated Gintacts 4 Donations 2 i Donations New Account Donation Action Donation Name Stage Amount Notes GRANT 2010 Got PM workshop held call with Pam 2 25 10 Also getting 700 for workshop related expenses sent h Edit Del 2011 Posted S10 700 00 247 for workshop 4 30 for food allowance Received 700 7 6 10 PM course completed June gt 2010 Submitted Grant Request Letter 2 11 for Social Medi GRANT 2010 Recvd 50K via UWNYC on S7 for tech Submitted new 501c3 letter and got OK about funding Sent 5 12 Edit Del 2011 ee FANRAN email to Haas got verbal ack 6 28 10 that no report needed Edit Del GRANT Frospecting Requested Tech money may get workshop valued at 310K Contracts 0 Ope
109. t for LAR in different period To create a new LAR report click on the button Customize on the top of the report show Donation Status Probability pei customize spe seve As paiete Pinte view Export Dea Customize Filtered By Edit Campaign Name equals LAR 2010 Clear LAR 2010 150 150 0 Barbara Gunn SEEDCO LAR 2010 450 450 0 Episcopal Social Servi Click on the link Edit close to the filter Campaign Name The link will appear if you position the cursor on the field Campaign name 88 Filters Add L i j m e 477 1 Art Show All donations B Donation Status Any ly Date Field Date I Range All Time I From Campaign Name equals LAR 20109 Edit Remove Preview Tabular Format Show Remove All Columns Donation Name Amount Qwrecd Amount Paid Balance LAR 2010 150 150 Update the name of the LAR campaign e g LAR 2011 Then press OK Filters Add Show All donations Donation Status Any Probability All r Jate Field Date Range AlTime I From ll To lea Campaign Name Y equals ly Press the button Save As to save the report oo salesforce Search Campaigns Contact Z Search l Options ipaigns with Donations E 14 LAR 201 Save Save As Close F Report Properties O Run Report Fields ilal elol Filters Add 7 Show All donations Y Donation Status Any Probability All Q quick Find Drag and drop to add fields to the report
110. tee members Total Contacts assistant Active f Total Responses Click on the link Remove Members Existing Contacts Led TIP al On MEMES Mass Remove Campaign Members 53 Check the checkbox Action then press the button Remove from Campaign Step 1 Select members to remove Choose a view and select the members to be removed from campaign Ex Committee list page you can select up to 250 records at a time w Go Edit Create New View AlB c D E F GlHli s K L mM Nl olPlalR s tlu v w x Z Other am Campaign Current Status Name t Account Name Title Altman Jewish Child Care Richard Association Anthony Day Care Council of Executive Click on the button Done Remove Members from a List of Contacts Step 1 Select members to remove Step 1 of 1 Remove from Campaig Done Choose a view and select the members to be removed from campaign Ex Committee and Admin Ass email On each list page you can select up to 250 records at a time Go to the report Ex Committee and Admin Ass E mail Report gt gt SF System Admin gt gt Ex Committee and Admin Ass E mail Click on Export Details 54 Ex Committee and Admin Ass E mail Report Generation Status Complete Report Options Time Frame Summarize information by Show Date Field Ran All organizations p creates Date F cus Fror Delete Printable View Export Details Click on Export Home Contacts Potential Me
111. the folder selected Click the new button to create a new text HTML Custom or Visualforce email templat email templates when sending single emails For mass emails only text HTML and Custom templates may be used shazah Template Edit Create New Folder Unfilled Public Email Templates cane B i F G H K L M N ol P a R s tT Other hi Peasaal Fal Tenge B c D E FlGl Hlijs K cl m nlolelalri s tlulv w x v Z other am 4 New Elected Board Member 65 Welcome to HSC Email 55 7 New MAD Commitee Member lt lt R KIRIRIRIS Press the button Edit HTML Version to change templates that use HTML format or Edit Text Version to change plain text template Email Template Detail Edit Properties Edit HTML Version Edit Text Version Delete Folder Email Template Name Available For Use Template Unique Name X10 _8 Thank_you_for submitting your _Redgistration_form Last Used Date Encoding General US amp Western Europe IS0 8859 1 ISO LATIN 1 Times Used Author Cynthia Tao Change Description Created By Cynthia Tao 12 21 2010 7 45 AM Modified By Edit Properti s Edit HTML Version Edit Text Version f Delete Edit HTML Version Email Template Send Test and Verify Merge Fields Subject Thank you for submitting your Registration form Please tell us about your organization s service locations by filling o HTML Preview Dear Contact HiddenName_c Thank you for submitting your Enrollment and Regi
112. tom picklist of available values which are set by an administrator Each picklist value can have up to 40 characters l RL of account s website for example www acme com Up to 255 characters pene Ut allowed in this field only the first 50 are displayed Custom Field Annual Operating he Organization s Annual Operating Expense Budget reported in the Expense Budget Range Membership Form Annual Operating he Organization s Actual Operating Budget Expenses Budget Actual City State Government Government Agency with which The Organization has contract or Agency ollaboration Client Served Annually The number of Client the Organization Served Annually Committee Membership Check this box if the Organization is participating on Committee 156 o 5 ext field to explain which type of Contract or Collaboration the Contact Collaboration Organization has with Government Agency heck this box if the Organization is using HSC Contract Consulting Contract Consulting l service heckbox that The field indicates if the Organization is a current Current Founder Free Discounted heck this box if the Organization is attending Free or Discounted Workshops orkshop heck box that The field indicates if the Organization has a Full Full Membership Membership l he type of Funding e g Federal Multi State NYS the organization Funding Level as Government Contact heck this box if the Organization is having Gov
113. ult Contact bovernment Rep Custom HSC Member CurrentFormer Member Media Contact Custom Vendor Fill in the fields and click Save 19 Contact Edit New Contact Contacts not associated with organizations are private and cannot be viewed by other users or included in Contact Edit Contact Details Contact Record Type HSC Member Last Name Suffix Title Account Name Status Updating an Existing Contact To update an existing Contact type in the Contact Name in the Search box and click Search You can type in either first or last name or a portion of a name Lund Search for Lund starts with My Recent Items Za nations Reports House 6 Jack Lund Search Options search for Lund Click on the Contact Name from the search results 20 Record Results Chatter Feed Results ia s Contacts 1 Action Name Account Name Phone Primary Street Primary Mr DACA of Jack g 630 undi ymcanyc org Street New York Lund Yri Back To Top Click Edit Donations 1 Contact Detail Contact Details Contact Record Type HSC Member Change Name Mr Jack Lund Suffix Title PresidentCEO Account Name YMCA of Greater New York Status Current Academic Titles Update the Contact s fields and press Save 21 Contact Edit fave amp Mew Cancel Contact Details Contact Record Type HSC Member sinome nd sum M Title Account Name a Status Academ
114. ult value on the previous page If this is not acceptable please click the Back button to map the Status field Press Import Now to submit this import request to salesforce com 59 Repeat the same step for the list HSC Board and Admin Ass E mail Campaigns Members Note The report name for this list under the folder SF System Admin is truncated to HSC Board and Admin Ass E mail Campaig as the System doesn t allow long text for Report Name Tracking Board Member Commitments Board Meeting Attendance or Return of Required Forms To track Board Member Committee attendance or their return of required Board forms click on the Campaigns tab click on the down arrow next to View select Board Meeting from the drop down list and click Go il Members Organizations Donations Reports Households Dashboards G2 sj About Nonprofit St Campaigns jit Create New View All Active Campaigns All Camp ss Status Planned Completed Planned Manhattan Roadshow 10 19 10 Completed Select the Board Meeting you want to track attendance for by clicking on the item in the Campaign Name column 60 New Campaign AlB c Dl E F GlxH i Start Date End Date January 2011 Board Meeting 1 12 2011 1712 2011 Edit Del June 2010 Nomination Meeting 6 1 2010 6 1 2010 Edit Del June 2011 Annual Membership Meeting 11 10 2010 11 10 2010 Edit Del March 2011 Board Meeting 3 9 2011 3 9
115. umns Remove Updatg D action f names mme Company Emal Type status Last Modifies C Edit Removal Aileen Gitelson CEO Jewish Association agitelson jasa org Contact Responded 1 15 2011 C Edit Remove Ailson Overset ive Director artnership for After aoverseth paseset Contact Responded 20 C Edit Remove Alan D Goodman Executive Director Brooklyn Communit agoodman bbcs org Contact Responded 1 15 2011 C EditiRemoave Alan Muratel i i If you need to display different column click on the link Edit Columns on the left corner of your list Edit Columns To add a column select from the list Available Columns and press Add 109 Edit Columns First Name When you finish press Save 110 Edit Columns City State Province Zip Postal Code When you have finished adding all members to your new campaign select Sent from the drop down list for Add with Status Note even the field Status Sent has no significance for HSC process due to Salesforce implementation we have to pick a value between Sent Responded Tithe Responded igh se Internati Presid Agnew Anstiss Foresidale Inc C Ajello Helene American Red Cros A Abala Isaac south East Queens Click on the link Back to Campaign on the top of the page 111 You can add more members to this campaign using the Add Members tab Add Members Existing Members 367 H Show Filters Remove Up
116. w York City 2 Dues Membership Start Date Membership End Date e g Dues 2010 2011 This report shows the dues invoiced and received for each member At the top of the report the field to the right of Campaign Name represents the sum for both Dues Invoiced and Dues Received Account Name Dues Invoiced Dues Received Campaign Name Dues 2010 2011 191 records Agenda for Children Tomorrow 250 Aging in America Community Service 500 500 Alzheimer s Association New York City Chapter 1 000 1 000 American Group Psychotherapy Association 500 500 3 COI Form Board Commitment This report lists the organizations on the Board with Executive Director that are expected to return the COI and Board Commitment forms The report shows all the COI BOARD Commitment Form signed and not signed Account Name The Children s Village Comunilife Inc Asian American Federation Full Name Dr Jeremy Kohomban Dr Rosa M Gil Mr Cao O Conflict of Interest v v Board Commitment Email Form Signed jkohomban childrensvillage org a rgil comunilife org w cao o aafederation org 137 Black Equity Mr Darwin M ye ye Alliance Davis 6 COI Form Board Commitment not signed ddavis blackequityalliance org This report lists the organizations on the Board with Executive Director that didi not return the COI ot the Board Commitment forms signed Account Name Full Name Conflict of
117. whead and select Workshop amp Events This section describes those reports Many of these reports were created because there were a significant number of members who RSVPd for events that they did not ultimately attend HSC would like to track these members in case there is a trend that certain people or organizations repeatedly are no shows at events with limited seating These reports were created for events that have already occurred and are samples for those events To create new reports refer to Salesforce Documentation under UN HSC Program Areas Membership Services Intern Guidelines SalesForce Salesforce Documentation Official SF documentation Official SF documentation Report 145 I Members Organizations Donations Bites Households Dashboards a Workshops amp Events Folder Workshops amp Events Edit Create New Folder Unfilled Public Reports one Pe My Personal Custom Reports EST sa ETS el a Actwity Reports Administrative Reports Kibione Action Board Member Committments show dance by Agenc show gement Workshop show Attendance Policy Potential Members c D E F GlH tis K Li min self Serice Reports 00 2011 salesforce com inc All right SF a is ret Workshops amp Events Report Number Workshop Roadshow Name e g 1 Brooklyn Roadshow This report tracks attendance at the HSC Roadshows held in the Summer Fall of 2010 These roadshows were open to both HS
118. y Bischoff date initial contact 2006 Jane B O Connell President 521 35th Fifth Floor Avenue New York NY 10175 3599 212 682 0970 212 682 1648 date initial contact 2006 Grant in progress 2010 2011 the table has been transposed to fit the page format Karen L Rosa Vice Preside Executive Dir krosa altme 521 35 Fifth Fle Avenue Ne 212 682 09 212 682 16 Terry Bischof date initial contact 200 Altman Foundation Scherman Foundation Inc environment international peace security Disaster Preparedness amp Response reproductive rights services human rights amp 151 liberties arts social welfare civil rights They don t have any NYC social welfare orgs have gotten grants for money right now social justice community org community self help initial contact is via letter ce no deadline No deadlines submit letter with approporiate a Awaiting KS response to Rosa letter ooo Prospects the table has been transposed to fit the page format This report shows the complete list of foundations that HSC may be interested in working with Some may have already been applied to whether successfully or not and others have been identified as possible prospects but HSC has not yet had an opportunity to work with them Account breaking down Name 21st barriers Century Foundation i 1 record 152 20 000 were interested in BDB report
119. zations are separate from individual contacts in the Salesforce database You can associate one or more individuals with an organization but are gathering different sets of information for individuals as opposed to organizations If you want to associate a contact with an organization for example if there is a new Executive Director that you want to add to the database you would want to create the new contact from the Organizations Tab https nal 1 salesforce com 001 o If you want to add a new contact that may not be associated with an organization for example people who contribute to the annual Leadership Awards Reception you would create the new contact from the Contacts Tab https nal 1 salesforce com 003 o Creating a New Contact from the Organizations Tab Search by name the Organization to which you want to add a Contact search for Agenda stars with My Recent Items Agenda for Children Tomorrow ations Reports He Search Options Search for Agenda T Show ChatterNew Click on the Organization name from the search results 16 Record Results Chatter Feed Results Q Organizations 1 Show Filters Agenda for Children Tomorrow Back To Top Click on the Contacts link and then click New Contact E Show ChatterNew 3 Follow Back to List Contacts Contracts 0 Open Activities D iia teria Umbrella Coaltion Organizations 0 Affiliated Contac Co

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