Nonprofit Starter Pack Workbook

Transcription

1 Nonprofit Starter Pack Last updated: March 16, 2016

2 Copyright salesforce.com, inc. All rights reserved. Salesforce is a registered trademark of salesforce.com, inc., as are other names and marks. Other marks appearing herein may be trademarks of their respective owners.

3 CONTENTS About the Nonprofit Starter Pack Workbook Tutorial 1: Sign Up and Log In to the Nonprofit Starter Pack Step 1: Sign Up for a New Trial Step 2: Log In to the Nonprofit Starter Pack Tutorial 2: Create Contacts and a Household Step 1: Add a Contact and Household Step 2: Add a New Contact to an Existing Household Step 3: Designate a Primary Contact for the Household Step 4: Override the Default Address for a Contact Tutorial 3: Create Relationships Between Contacts Step 1: Create Another Contact and Household Step 2: Relate a Contact to Another Contact Outside the Household Step 3: Relate a Contact to Another Contact Within the Household Tutorial 4: Create an Organization Step 1: Create an Organization Account Step 2: Affiliate a Contact with an Organization Tutorial 5: Add an Individual Donation Step 1: Create a New Contact Donation Step 2: Review the Contact Donation Summary Tutorial 6: Add a Grant Step 1: Create a New Grant Step 2: Add Multiple Future Grant Payments Tutorial 7: Complete the Power of Us Program Application Where to Go From Here

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5 ABOUT THE NONPROFIT STARTER PACK WORKBOOK The Nonprofit Starter Pack is an app that sits on top of Salesforce Enterprise Edition. The Nonprofit Starter Pack pre-configures Salesforce for nonprofits, and is designed to make the daily life of nonprofits a little easier. The tutorials in this workbook take you through some common Nonprofit Starter Pack workflows, and show you how you can use Salesforce to better manage donors and donations. The tutorials build on one another, and you should do them in order. If you are a nonprofit and you are interested in trying out Salesforce, then this book is for you. You do not need any experience with the Nonprofit Starter Pack or Salesforce whatsoever to use this book. Version The procedures in this workbook assume that you are using Nonprofit Starter Pack 3.0 or later. If you install Nonprofit Starter Pack as a fresh trial install as described in the first tutorial, then you should have no problems. If you have upgraded to Nonprofit Starter Pack 3.0 or later from a previous version, however, you might run into inconsistencies. For help with resolving those inconsistencies, post your question to the Power of Us Hub. (See the Where to Go From Here section at the end of this book.) A Bit About Salesforce Salesforce was originally designed as a "Business-to-Business" (B2B) application to help companies improve their sales processes, and by extension maximize their sales. In the traditional B2B scenario, every company keeps track of their accounts (i.e. the other companies or businesses they are selling to). Each account has people associated with it (contacts), as well as, for lack of a better word, "deals" (opportunities). In the nonprofit world, however, we don't really keep track of companies and deals. Instead, we keep track of households and donations. We realize that Salesforce can be a bit confusing at times, but if you think: Accounts = Households (or Organizations) Contacts = Donors Opportunities = Donations then your work should be a little easier. A Bit More About What You re Getting Into We just need to state this up front: while the Nonprofit Starter Pack is designed to make Salesforce easier for nonprofits, it is not a "watered down" version of Salesforce. Working in conjunction with Salesforce, the Nonprofit Starter Pack offers you all the wonder and power that Salesforce also offers to Fortune 500 Companies. It also means that the challenges of learning Salesforce lie ahead of you. Which is why we've put together this book... because we know that the learning curve for figuring out how Salesforce works can be steep, and we want to get you on the road to success as quickly as possible. If you stumble, don't get frustrated there are hundreds, maybe thousands, of other new users out there just like you. And fortunately our online community, The Power of Us Hub, is ready and waiting to help you. (You can read more about that in the Where to Go From Here section at the end of this book.) 1

6 TUTORIAL 1: SIGN UP AND LOG IN TO THE NONPROFIT STARTER PACK Salesforce.org grants up to 10 free subscriptions of Salesforce to qualifying nonprofit and higher education institutions through the Power of Us Program. Your journey with the Nonprofit Starter Pack begins with signing up for a 30-day trial version of Salesforce. You must sign up for a 30-day trial before being granted a subscription. When you re ready, you can complete the Power of Us application, and convert your trial version of Salesforce into a permanent Salesforce organization. Step 1: Sign Up for a New Trial 1. Go to the Salesforce.org trials page at 2. Select Pre-Configured for Donor Management (Enterprise Edition + NPSP) as your trial edition. 3. Fill out the rest of the form and click Submit. Note: The username you enter towards the end of the form needs to be in address format. It does not, however, need to be an active address. For example, you could use myname@nonprofitstarterpack.org, or anything else, as your username. You can also use your work address, if it makes it easier for you to remember your username. Step 2: Log In to the Nonprofit Starter Pack 1. Check your and look for an from support@salesforce.com. 2. Click the login link that s provided in the , set a new password, and log in. That s it you re all set! In the next tutorial, we ll get you started working right away in the Nonprofit Starter Pack. Important: Don t forget to complete the Power of Us application at some point during your 30-day trial period. Completing the application converts your trial version of Salesforce into a permanent Salesforce organization. If you do not complete your Power of Us application within 30 days, you will lose login access to your trial. For more help with completing the Power of Us application, see the tutorial at the end of this book. 2

7 TUTORIAL 2: CREATE CONTACTS AND A HOUSEHOLD Nonprofit, higher education, and membership organizations often rely on individual constituents to create strong and vibrant communities. These individuals might support an organization on their own or collectively, with a spouse/partner and other family members. The Nonprofit Starter Pack refers to these collectives as Households. In the Nonprofit Starter Pack, we recommend that you manage each of your constituents as a Contact connected to a Household. Even if that Household only contains a single member, it makes your Household Account management easier if you treat your community members consistently. Now let s create your first Contact and Household. Step 1: Add a Contact and Household Adding a new Contact in the Nonprofit Starter Pack effectively creates a new Household for that Contact. You do not need to create a separate Household when you create a new Contact. 1. Make sure you re in the Nonprofit Starter Pack application. If you re not, you'll need to select it from the upper-right hand corner in Salesforce. 2. Click the Contacts tab and click New. 3. In the Contact Details section, enter all relevant details for your new Contact (but leave the Account Name field blank). Leaving the Account Name field blank is the key step to creating a new Household. For First Name, enter John. For Last Name, enter McTester. Leave the Account Name field blank. 3

8 Tutorial 2: Create Contacts and a Household Step 2: Add a New Contact to an Existing Household 4. Scroll down to the Address Information section and enter the following: For Primary Address Type, select Home. For Mailing Street, enter 567 Beacon St. For Mailing City, enter Boston. For Mailing State/Province, enter MA. For Mailing Zip/Postal Code, enter For Mailing Country, enter US. 5. When you re finished, click Save. There are Save buttons at the top and bottom of the page. Salesforce automatically creates a new Household, and derives the name of the new Household from the name of the new Contact. Step 2: Add a New Contact to an Existing Household For Households that already exist in your Salesforce organization, you might need to add a spouse or a child as a new contact. These contacts may or may not already exist in Salesforce. Let s add a contact to the McTester Household that does not already exist in Salesforce. 1. Click the Account Name of the McTester Household you just created. This will move you from the Contact record to the new Household Account record. 2. In the Account Detail section of the McTester Household record, click Manage Household. 4

9 Tutorial 2: Create Contacts and a Household Step 3: Designate a Primary Contact for the Household Note: If you don t see the Manage Household button, you likely have an earlier version of the Nonprofit Starter Pack, and might need to enable the button in Salesforce Setup. For details, see Enable the Manage Household Button in the Nonprofit Starter Pack Documentation. 3. Click the New Contact button, and enter the following in the new Contact card: For First Name, enter Jane. For Last Name, enter McTester. 4. Scroll to the bottom of the Manage Household page and click Save. Your Household now contains two members, John McTester and Jane McTester. Note: If you ever need to add an existing contact to a new Household, you can choose to merge the Households, or move the contact from one Household to the other. If the Contact is the last remaining member of a Household, Salesforce will automatically delete that Household when you move the Contact over. Step 3: Designate a Primary Contact for the Household For Households in your Salesforce organization, you may want to designate one of the Household members as a Primary Contact for mailing or purposes. You don t, after all, want to send multiple donation solicitations to the same Household! Let s make John McTester the primary contact for our Household. 5

10 Tutorial 2: Create Contacts and a Household Step 4: Override the Default Address for a Contact 1. On the McTester Household record, click Manage Household. 2. In the Household Details section, find the Primary Contact field. 3. Enter John McTester as the Primary Contact. Oh wait! John is already listed as our Primary Contact. Salesforce designated him as the Primary Contact for the Household when the new Household was created. For Households with only one contact, the Primary Contact field will default to that person s name. 4. Click Save. We didn t need to change information this time, but we wanted to show you how you can designate a Primary Contact when your Household contains multiple Contacts. Note too, that the address associated with the Primary Contact is the address for the entire Household. Step 4: Override the Default Address for a Contact When you first create a Contact, the Household address and the Contact s address are identical. However, sometimes you want a Contact s address to be different than the Household address (for example, if a child moves away, or if one member of the Household has another residence). The Nonprofit Starter Pack gives you the ability to override the address for an individual contact. Let s give the second Contact in our Household, Jane McTester, a different address than the Household address. 1. In the Nonprofit Starter Pack, click the Contacts tab. 2. In the Recent Contacts list, click Jane McTester to open the Contact record. 3. Click Edit. 6

11 Tutorial 2: Create Contacts and a Household Step 4: Override the Default Address for a Contact 4. Scroll down to the Address Information section and enter the following: For Primary Address Type, select Home. For Mailing Street, enter 123 Main St. For Mailing City, enter Boston. For Mailing State/Province, enter MA. For Mailing Zip/Postal Code, enter For Mailing Country, enter US. Select the Address Override checkbox. 5. Click Save. Jane McTester now has an address different from the McTester Household address. She won t receive information when we send it to the McTester Household (unless she happens to be there). 7

12 Tutorial 2: Create Contacts and a Household Step 4: Override the Default Address for a Contact Tell me more... Households (literally Household Accounts) are very closely aligned to the standard Salesforce Account object. (That s why we keep having you enter your Household information as Account information.) In the Nonprofit Starter Pack, the standard Salesforce Account object acts as the household, with numerous contacts (donors) and opportunities (donations) associated with it. The Nonprofit Starter Pack also supports organizational accounts (for example, other businesses, nonprofits, religious organizations, and so on), which you distinguish from Household Accounts by setting a different record type. We ll learn more about those in a later tutorial. 8

13 TUTORIAL 3: CREATE RELATIONSHIPS BETWEEN CONTACTS You can t deny it: in life, people have relationships with one another! In the Nonprofit Starter Pack you can keep track of these relationships, and visualize who is connected to whom and how. Using the Relationships functionality, you can create relationships between contacts within the same Household, between different Households, or to contacts at other Organizations. In this tutorial, you ll create another Contact and Household first. Then you ll create some relationships. Step 1: Create Another Contact and Household Follow the steps you completed in Tutorial 2 to create a new Contact and Household for Joe Smith. 1. In the Nonprofit Starter Pack, click the Contacts tab and click New. 2. Enter all relevant Contact details for Joe Smith (but leave the Account Name field blank): For First Name, enter Joe. For Last Name, enter Smith. Leave the Account Name field blank Enter address information if you want (but you don t have to) 3. Click Save. Salesforce creates your new contact, Joe Smith, and automatically creates a new household, Smith Household. Step 2: Relate a Contact to Another Contact Outside the Household 1. On the Joe Smith contact you just created, scroll down to the Relationships related list (it s way way down there), and click New Relationship. 2. Enter these values: For Related Contact, enter John McTester. For Type, select Friend. For Status, select Current. In the Description text area, enter John is Joe s friend. They met at a picnic. 9

14 Tutorial 3: Create Relationships Between Contacts Step 3: Relate a Contact to Another Contact Within the Household 3. Click Save. 4. Click John McTester to open his contact record. 5. Scroll down (way way down) to the Relationships related list and note the Relationship Explanation. You ll see the Nonprofit Starter Pack s plain-english explanation of the relationship between the contacts. Step 3: Relate a Contact to Another Contact Within the Household 1. On John McTester s Relationships related list (yes, you should already be on it), click New Relationship. 2. Enter these values: For Related Contact, enter Jane McTester. For Type, select Wife. For Status, select Current. In the Description text area, enter Jane is John s wife. They met in school. 3. Click Save. 4. Click John McTester to open his Contact record. 5. Scroll down to the Relationships related list again. You ll see that Jane is now listed there. 6. Back at the top of the page, next to the Contact Detail heading, click the Relationships Viewer button. You should see a diagram that looks like this: 10

15 Tutorial 3: Create Relationships Between Contacts Step 3: Relate a Contact to Another Contact Within the Household The Relationships Viewer gives you a visualization of how your various contacts relate to one another. Granted, we only have three contacts to visualize right now, but you can imagine how seeing the ways in which multiple Contacts relate to each other especially when separated by two or three degrees might be useful for nonprofits. (Networking and fundraising anyone?) 11

16 TUTORIAL 4: CREATE AN ORGANIZATION Organization Accounts are different from Household Accounts in that they represent, well, organizations. An Organization Account can represent all kinds of organizations an organization that funds your nonprofit, a vendor that provides services, another nonprofit, and so on. In this tutorial we ll create and work with an organization that provides grants to nonprofits. We ll also affiliate one of our Contacts Joe Smith with the organization. Step 1: Create an Organization Account 1. In the Nonprofit Starter Pack, click the Accounts tab and click New. 2. Select the Organization Record Type and click Continue. 3. For Account Name, enter Test Foundation and click Save. 12

17 Tutorial 4: Create an Organization Step 2: Affiliate a Contact with an Organization Now that we ve got a new Organization Account, let s affiliate Joe Smith with that organization. Step 2: Affiliate a Contact with an Organization You use Affiliations to relate Contacts to multiple types of organizations, as necessary. For example, someone might be a volunteer at one organization, yet a board member at another organization. You can create separate Affiliations for these different types of connections. Our Contact, Joe Smith, works as a Program Officer at the Test Foundation. We ll use the Nonprofit Starter Pack s Affiliations functionality to create the connection between Joe and the organization. Tip: In the Nonprofit Starter Pack, Affiliations are different from Relationships. Relationships show you connections between Contacts. Affiliations show you connections between Contacts and Organizations. 1. Navigate to the Test Foundation Account record, if you re not already on it. 2. Scroll down to the Affiliated Contacts related list. 3. Click New Affiliation. 4. On the New Affiliation page, enter the following: For Contact, enter Joe Smith. For Role, enter Program Officer. For Start Date, enter today s date. Select the Primary checkbox. 13

18 Tutorial 4: Create an Organization Step 2: Affiliate a Contact with an Organization 5. Click Save. 6. Click the Contacts tab and click Joe Smith s name to open his Contact record. Notice that the Primary Affiliation field of his record is now the Test Foundation. You can create as many affiliations for a Contact as you like. (Volunteers are often affiliated with multiple nonprofit organizations.) The Primary Affiliation is a Contact s main affiliation, and is largely designed to indicate where the Contact is employed. 14

19 TUTORIAL 5: ADD AN INDIVIDUAL DONATION Donations and donation management are at the heart of every nonprofit. Better management of your donations means more time for... well, going out and getting more donations! In this tutorial, we ll show you the value of using the Household and Contact information we ve had you creating up until this point. John McTester is about to give us a donation. Let s see how Salesforce helps us enter and track that. Step 1: Create a New Contact Donation 1. In the Nonprofit Starter Pack, click the Contacts tab, and click John McTester s name to open his Contact record. 2. Scroll down to the Opportunities related list and click New Contact Donation. In Salesforce, we enter and track all donations on the Opportunity object. For more on this, see the About the Nonprofit Starter Pack Workbook section at the beginning of this book. 3. From the list of Record Types, select Donation and click Continue. 4. Enter the following for your new donation: For Amount, enter 100. For Stage, select Posted. (The term posted indicates that you have already received the grant i.e., it has been posted to the books. ) 15

20 Tutorial 5: Add an Individual Donation Step 1: Create a New Contact Donation For Close Date, select today s date. Remember, this is Salesforce after all, so the language may seem a bit odd. In the sales world, opportunities are posted and closed. So we re also using that lingo for our donation. Note: The Nonprofit Starter Pack automatically fills in the Opportunity Name and Account Name fields for you. You don t generally need to adjust these values. 5. When you re finished, click Save. 6. On the new Opportunity record, scroll down to the Contact Roles related list and make sure that both members of the Household (John and Jane) have been associated with the donation. 7. Scroll down to the Payments related list and confirm that Salesforce has automatically created a new payment for the donation. The Paid checkbox is selected for the new payment because we marked this new donation as Posted when we entered it. Now let s add some detailed information about the payment. 8. Click Edit next to the new payment. 16

21 Tutorial 5: Add an Individual Donation Step 2: Review the Contact Donation Summary 9. On the new payment, do the following: For Check/Reference Number, enter 123. For Payment Method, select Check. 10. Click Save. Step 2: Review the Contact Donation Summary You ve entered your first donation from our very generous benefactor, John McTester. Now we need to make sure that the Household and Contact records are displaying his donation information correctly. 1. Scroll back up to the top of the John McTester donation page (the new Opportunity record) and click McTester Household to open the McTester Household record. 2. On the McTester Household page, scroll down to the Donation Information and Donation Totals related lists, and confirm that John McTester s new donation has been applied. 17

22 Tutorial 5: Add an Individual Donation Step 2: Review the Contact Donation Summary 3. Click John McTester s name to open his Contact record. 4. Confirm that the new donation has been added to his Contact record as well. Even though we ve only entered one donation at this point, you can see the value the Nonprofit Starter Pack provides in terms of donation tracking. As your donations from individuals and Households continue to grow, Salesforce keeps track of all of that information for you, assuming you keep up with entering your donations! 18

23 TUTORIAL 6: ADD A GRANT Not all donations come from individuals. Sometimes your nonprofit might need to track a donation from a large organization, such as a foundation or a government organization. Those kinds of donations generally come in the form of grants. In this tutorial, we ll show you how to enter and track payments for a grant. Step 1: Create a New Grant 1. In the Nonprofit Starter Pack, click the Accounts tab, and click Test Foundation to open the Organization Account record. 2. Scroll down to the Opportunities related list and click New Account Donation. 3. From the list of Record Types, select Grant and click Continue. 4. Enter the following for your new grant: For Amount, enter For Stage, select Posted. (The term posted indicates that you have already received the grant i.e., it has been posted to the books. ) For Close Date, select today s date. Select the Do Not Automatically Create Payment checkbox. (We don t want an automatic payment created for this grant. You ll see why in the next section.) 19

24 Tutorial 6: Add a Grant Step 2: Add Multiple Future Grant Payments Note: The Nonprofit Starter Pack automatically fills in the Opportunity Name and Account Name fields for you. You don t generally need to adjust these values. 5. When you re finished entering all the information, click Save. Great! We ve logged a grant. But grants don t always come to us in one lump sum. Rather, institutions often pay grants out over a period of time. In the next section, we ll show you how to track multiple payments for the new grant. Step 2: Add Multiple Future Grant Payments We expect to receive our grant from the Test Foundation in quarterly payments. The Nonprofit Starter Pack uses Payments to track this kind of information 1. On the new Opportunity record, scroll down to the Payments related list, and click Schedule Payments. 2. To create the quarterly payment schedule, enter the following: For # of Payments, select 4. For Date of First Payment, enter 10/01/2014 (or any other later date). For Interval, select 3 and Month. For Payment method, select Check. 20

25 Tutorial 6: Add a Grant Step 2: Add Multiple Future Grant Payments 3. After you ve entered all that, click Calculate Payments. 4. Make sure your payment schedule looks like the following image, and click Create Payments. 5. Confirm that Salesforce has created your quarterly payments by reviewing the Payments related List on the Opportunity record. 6. Just for fun, let s mark the first payment as already paid. Click Edit on the first payment in the list. 7. Do the following: Select the Paid checkbox. For Payment Date, enter today s date. For Check/Reference Number, enter Click Save. 21

26 Tutorial 6: Add a Grant Step 2: Add Multiple Future Grant Payments If you want to, you can click Test Foundation to open the Organization Account record, and then scroll down to see the new grant listed in the organization s Donation Information section. Congratulations! You ve just accomplished a number of great things in the Nonprofit Starter Pack. If you d like to explore more of what the Nonprofit Starter Pack can do for you, see the Where to Go From Here page at the end of this book. If you re already prepared to convert your trial organization to a permanent Salesforce organization, however, just move on to the next tutorial. 22

27 TUTORIAL 7: COMPLETE THE POWER OF US PROGRAM APPLICATION Salesforce.org grants up to 10 free subscriptions of Salesforce to qualifying nonprofits and higher education institutions through the Power of Us program. You must complete the Power of Us application at some point during your 30-day trial period in order to convert your trial version of Salesforce into a permanent Salesforce organization. If you do not complete your Power of Us application within 30 days, you will lose login access to your trial. Note: If you need to extend your trial period beyond the 30 days, you can crmdonation@salesforce.com and request an extension. The application is quite involved, and will ask you for a number of things. Have these items handy before you begin the application: The name and contact information of an executive at your nonprofit, who supports your nonprofit s use of Salesforce Your nonprofit s Employee Identification Number (EIN) An electronic (uploadable) copy of your nonprofit s Federal IRS 501(c)3 Tax Exempt Status letter The application will also ask you to complete a readiness survey. The survey is required, and will ask you about your familiarity with topics far beyond the scope of this book. The survey is not a test, and there are no right or wrong answers. It is designed to help you think about the things you still might need to prepare before you fully commit to Salesforce. When you re ready, visit and complete the Power of Us application. We look forward to seeing you in Salesforce! 23

28 WHERE TO GO FROM HERE In this book, you used the Nonprofit Starter Pack to easily create Contacts, Households, and Organizations; create Relationships and Affiliations; and add donations and grants. But what you ve done here is only a start to what you can do with the Nonprofit Starter Pack. As you continue on with your explorations, we encourage you to get involved in The Power of Us Hub. The Power of Us Hub is Salesforce.org s vibrant, online community, where your fellow nonprofits discuss all questions great and small. In the words of Kevin Bromer, our Salesforce.org VP of Product Development, Using Salesforce without using the Power of Us Hub is like traveling abroad without a guidebook. Sure, you might eventually stumble on what you're looking for, but you'll get there more quickly and safely asking the friendly locals. In the Hub you will find: Questions and answers on virtually everything related to Salesforce and nonprofits Specialized Chatter groups dedicated to the types of nonprofits you re interested in Product documentation, workbooks, and helpful tips The most knowledgeable experts on Salesforce and nonprofits, anywhere in the world To access the Hub, visit Use your Salesforce username and password to log in no other credentials are required! 24