1. Log in to Salesforce and click on the Contacts tab. 2. Under Search bar, type in the name of the contact you want to edit.
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- Nathaniel Francis
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1 EDITING RECORDS EDITING/UPDATING CONTACT RECORD 1. Log in to Salesforce and click on the Contacts tab. 2. Under Search bar, type in the name of the contact you want to edit. 3. Select the contact you need to edit and click edit (under Action) next to contact name to open contact record. 4. Scroll down to address, or phone and update information with new. Click Save. Contact record is now updated. THE BASICS: EDITING RECORDS C04_S04 1
2 THE BASICS: EDITING RECORDS C04_S04 2
3 CREATE NEW USER LIST VIEW FOR DUPLICATE S 1. Click on the Setup, located at the top right-hand corner of your screen. 2. In the Setup Menu, click on Manage Users then Users THE BASICS: EDITING RECORDS C04_S04 3
4 3. To create a new list view, Click: Create New View 4. Fill in View Name : ex: Duplicate s Note: If you add a special character before the View Name (*) this will save the view at the very top of the list of created views THE BASICS: EDITING RECORDS C04_S04 4
5 5. Scroll down to Step 2. Specify Filter Criteria Choose Field: Operator: Equals Value: Type address in here Filter Options: Field Operator Value equals (type in here) 7. You have now created a custom list view (*Duplicate s). THE BASICS: EDITING RECORDS C04_S04 5
6 8. In future, if you need to search for a different address you will not need to create a new list view. Simply make sure that your custom list view is selected, then click Edit. You can then modify the address listed in Step 2. And click Save. THE BASICS: EDITING RECORDS C04_S04 6
7 How to Merge a Duplicate Account 1. Pull up duplicate account you want to merge. 2. You will see both accounts (the duplicate) come up. 3. Open both accounts in (2) new tabs by selecting them. THE BASICS: EDITING RECORDS C04_S04 7
8 4. Select one of the accounts to begin. First, determine which of the accounts you are going to keep. To decide, take a look at the amount of contacts for each account as well as the amount of giving records. THE BASICS: EDITING RECORDS C04_S04 8
9 5. This account has 3 contacts and 8 giving records. THE BASICS: EDITING RECORDS C04_S04 9
10 6. Open the 2 nd account and review how many contacts and how many giving records. 7. The 2 nd account only has 2 contacts and 2 giving records. So to make things simpler. You would want to make the 1 st account with the most giving and contact records the preferred account. Also check the dates on the accounts, keep the older account if one is older. THE BASICS: EDITING RECORDS C04_S04 10
11 8. Navigate back to account you are keeping and edit name of preferred contact. THE BASICS: EDITING RECORDS C04_S04 11
12 9. Just add a letter or character to the end of the last name of the account you want to keep so you remember which one you are keeping. Click save. 10. If you refresh you will see that you have 2 accounts Tracy K and just Tracy 11. First, move contacts from old account to account to keep, by hovering over the contacts and opening each in a new tab. THE BASICS: EDITING RECORDS C04_S04 12
13 12. Open each contact tab individually of the contacts you want to move and click edit. THE BASICS: EDITING RECORDS C04_S04 13
14 THE BASICS: EDITING RECORDS C04_S04 14
15 13. Again add a special letter or character to end of last name for contact you are moving. 14. Click on the magnifying glass and the k account comes right up. (If we didn t add the k to end of the last name, then 2 Tracy accounts would appear. Select this k contact account. THE BASICS: EDITING RECORDS C04_S04 15
16 THE BASICS: EDITING RECORDS C04_S04 16
17 15. Click save. 16. You will see that the contact account name has been changed. You may now close this account tab. Repeat this process for all contacts that need to be transferred into the account that you are keeping. THE BASICS: EDITING RECORDS C04_S04 17
18 17. Refresh the household and you will see that the contacts are gone as they have been transferred to the account that will remain. Giving and Payment Methods remain. Payment Methods will be the next items to transfer. THE BASICS: EDITING RECORDS C04_S04 18
19 THE BASICS: EDITING RECORDS C04_S04 19
20 18. Hover over Legacy Transaction, click to open in a new tab. 19. Click the edit button THE BASICS: EDITING RECORDS C04_S04 20
21 20. Change to.k account and click save. You may now close this tab. 21. Next transfer the giving records. Hover over giving records and open all giving records in new tabs. THE BASICS: EDITING RECORDS C04_S04 21
22 THE BASICS: EDITING RECORDS C04_S04 22
23 22. Remember to always do Membership first. Under Membership tab, click edit. 23. Change name to..k and click save. When this action is complete, you may close out this tab. 24. Last step is to transfer the transactions. Open membership payment tab and click edit. THE BASICS: EDITING RECORDS C04_S04 23
24 25. Highlight magnifying glass and click on this to bring up Lookup window. The old account will appear as well as the..k account. We will change the k account by selecting this and click save. You may now close this tab. THE BASICS: EDITING RECORDS C04_S04 24
25 26. Refresh household account tab.you will see that all of the items are gone now (Contacts, giving, memberships). It is now safe to delete this account. After deleting you may close out the tab. THE BASICS: EDITING RECORDS C04_S04 25
26 THE BASICS: EDITING RECORDS C04_S04 26
27 27. Return to original account which you have marked with the name k. Refresh the account and you will see that all of the contacts have been moved. 28. Click on merge contacts. THE BASICS: EDITING RECORDS C04_S04 27
28 29. Merge duplicate account (In this case it is Tracy without..k. Do this by selecting both Tracy accounts (..k and without k ). THE BASICS: EDITING RECORDS C04_S04 28
29 THE BASICS: EDITING RECORDS C04_S04 29
30 30. Click next button. 31. Choose who your master record will be. If one is a community or portal user, select this one. THE BASICS: EDITING RECORDS C04_S04 30
31 32. Review information on this page and make sure it is correct. 33. Update external i.d. to reflect correct user household and then click merge. After merge you will see information has been updated. THE BASICS: EDITING RECORDS C04_S04 31
32 34. Go to contact..k account and make sure addresses are correct for each contact. Click manage addresses. 35. Only keep one of the active addresses, select original address on this account. (You can look up original by returning to customer account and clicking on address bar). To keep only one uncheck the active preferred mailing, and preferred other box on the other addresses which are no longer the primary. THE BASICS: EDITING RECORDS C04_S04 32
33 THE BASICS: EDITING RECORDS C04_S04 33
34 36. After steps outlined in step 36. Click save and close. Repeats these steps for all contacts that were transferred over. THE BASICS: EDITING RECORDS C04_S04 34
35 37. Return to contact that you are keeping and that you have merged all into and fix the name by clicking edit. 38. When all of the addresses for contacts have been verified and updated, go back and remove the k identifier from the account. Click save. THE BASICS: EDITING RECORDS C04_S04 35
36 39. This will complete the merging of duplicate accounts. THE BASICS: EDITING RECORDS C04_S04 36
37 EDITING DUPLICATE ACCOUNTS Note: For Business Admin Users Only 1. After creating *Duplicate list view, users with same address will appear. Click on user with the incorrect/duplicate that you want to correct 2. Click: Edit THE BASICS: EDITING RECORDS C04_S04 37
38 3. Type correct address in Username box. Note: Two users cannot have the same Username, but two users can have the same . (NOTE If after saving the record you receive an error message stating that the username and or Alias is already in use, simply edit the Username and/or Alias to something unique. EXAMPLE: This will not prevent the member from receiving any communication.) 4. After fixing Username, update to correct . Note: Nickname must also be unique. Change nickname to match user. THE BASICS: EDITING RECORDS C04_S04 38
39 5. 1. When actions are complete, mark off box Generate new password and notify user 2. Click: Save NOTE The steps above only corrects the address listed in the User Record, which is what allows a member to log in to MyGS. It will not modify the address listed in the members contact record. When actions complete, mark off box Generate new password and notify user 6. To verify that the address is correct in the member s Contact Record: Navigate to the member s contact record. THE BASICS: EDITING RECORDS C04_S04 39
40 7. If the address needs to be updated, click EDIT. 8. Scroll down to the Information section, and update address. Click Save. THE BASICS: EDITING RECORDS C04_S04 40
41 SOP MARKING A MEMBER AS DECEASED 1. Navigate to the Accounts tab, and click the New button NOTE - This process should only be followed if the deceased member is in a household with additional contacts and/or members. 2. Make sure that the Record Type of new record is set to Household. Click Continue THE BASICS: EDITING RECORDS C04_S04 41
42 3. Follow Steps Below to Create a New BLANK Household Steps to Create a New Household: HOUSEHOLD Record Type 1. Create New > Account > THE BASICS: EDITING RECORDS C04_S04 42
43 2. Record type of new record: HOUSEHOLD, Continue 3. Enter in just the word Household in Account Name, Save THE BASICS: EDITING RECORDS C04_S04 43
44 4. Click quick link Contacts on the new empty Household account record to go to the Contacts section 5. Click the New Contact button THE BASICS: EDITING RECORDS C04_S04 44
45 6. Record Type of new record = Household, Continue 7. Fill in the basic info for this new contact: a. Enter in blank name info for First Name and Last Name of preferred contact for this household b. Select Role = Adult c. *** Leave Account Name field as Household (it will take on the preferred contacts name once saved) d. Enabled the Preferred Contact checkbox e. Save NOTE Using a fake and the council s phone number and address will certify that we do not accidentally contact the deceased member s family. Checking the Do Not Call and Do Not Mail boxes will prevent the member from showing up on reports (If the filter is used). THE BASICS: EDITING RECORDS C04_S04 45
46 8. Skip / Scroll down to section Phone Information and information to enter in preferred contact info. Save these basic edits. THE BASICS: EDITING RECORDS C04_S04 46
47 9. You will be prompted to click Yes or No to send a Stay in Touch to send your new contact. Say No 10. After clicking save, you should now see the new Contact record associated to the empty Household you created earlier, where the Contact Name shows the full name, and the Account Name has auto-generated with the preferred Contact s Full Name + Household THE BASICS: EDITING RECORDS C04_S04 47
48 After Address is saved, you will be brought back to the Contact record. Continue with Steps to Mark a Member as Deceased 4. In a new tab, search for the deceased member. You should now see the member come up twice in the search results. Click on Account Name of the deceased member s original household to open it. THE BASICS: EDITING RECORDS C04_S04 48
49 5. Hover over the Contacts shortcut link. Hold down the CTRL key, and click on the deceased member s name to open it in a new tab. 6. Note: You should now have 3 tabs open. On the Contact Record, click the Confirm Deceased button. THE BASICS: EDITING RECORDS C04_S04 49
50 7. Enter the Deceased Date. Click Save and Close. THE BASICS: EDITING RECORDS C04_S04 50
51 8. In the Contact tab hover over the Giving shortcut link. Hold down the CTRL key, and click on the Giving Name to open it in a new tab. Note You will need to do this for each giving record if more than one exists. 9. Note - You should now have 4 tabs open. In the Giving Tab, hover over the Related Giving/Transaction shortcut link. Hold down the CTRL key, and click on the Giving Name to open it in a new tab. THE BASICS: EDITING RECORDS C04_S04 51
52 10. In the Giving (Transaction) tab, scroll down to the Payment Information section. Hold down the CTRL key, and click on the Selected Payment Method to open it in a new tab. THE BASICS: EDITING RECORDS C04_S04 52
53 11. You should have a total of 6 open tabs. Navigate to the Payment Method tab. Click the Edit button THE BASICS: EDITING RECORDS C04_S04 53
54 12. Delete any text that is in the Account field and type in your new account name. Click the Lookup icon. In the pop-up lookup screen, click on the Account Name to select it. THE BASICS: EDITING RECORDS C04_S04 54
55 THE BASICS: EDITING RECORDS C04_S04 55
56 13. Click the Save button. 14. Once the record has been saved, close out Payment Method tab. THE BASICS: EDITING RECORDS C04_S04 56
57 15. To Navigate the Contact tab. Click the Edit button. THE BASICS: EDITING RECORDS C04_S04 57
58 16. Delete any text that is in the Account field and type in your new account name. Click the Lookup icon. In the pop-up lookup screen, click on the Account Name to select it. THE BASICS: EDITING RECORDS C04_S04 58
59 17. Click the Save button. THE BASICS: EDITING RECORDS C04_S04 59
60 18. Note You should now see in the Chatter Feed that the deceased member s contact record was transferred to the new Household. You can now close the Contact tab. THE BASICS: EDITING RECORDS C04_S04 60
61 19. Navigate to the first giving tab (should be the Giving Membership), click the Edit button. THE BASICS: EDITING RECORDS C04_S04 61
62 20. Delete any text that is in the Account field and type in your new account name. Click the Lookup icon. In the pop-up lookup screen, click on the Account Name to select it. 21. Click the Save button. THE BASICS: EDITING RECORDS C04_S04 62
63 THE BASICS: EDITING RECORDS C04_S04 63
64 22. Note: You should now see in the Chatter Feed that the deceased member s contact Giving Membership was transferred to the New Household. You can now close the Giving Membership tab. 23. Navigate to the first Giving tab (should be the Giving Membership), click the Edit button. THE BASICS: EDITING RECORDS C04_S04 64
65 24. Click the Lookup icon. In the pop-up lookup screen, delete any text that is in the Lookup search box and type the new household name. Click the Go button. Click on the Account Name to select it. THE BASICS: EDITING RECORDS C04_S04 65
66 25. Click the Save button. THE BASICS: EDITING RECORDS C04_S04 66
67 26. Note You should now see in the Chatter Feed that the deceased member s contact Giving Transaction was transferred to the new Household. You can now close the Giving (transaction) tab. THE BASICS: EDITING RECORDS C04_S04 67
68 If you refresh the deceased member s original household record and hover over the Contacts shortcut link, you should now see that the deceased member has been transferred out of the original household. NOTE We transfer the deceased member out of the household that the rest of the family is in to prevent any kind of mailing of communication regarding the member to the member s family. Also, this will remove the deceased member from the list of family members in the Home tab in Communities. THE BASICS: EDITING RECORDS C04_S04 68
69 27. Hover over the Notes and Attachment shortcut link and click the New Note button. THE BASICS: EDITING RECORDS C04_S04 69
70 28. Write a note that will inform others that a member of the family has deceased. In the note, be sure to mention that the deceased member has been moved to their own Household. Include a link to the new Household and your name or Salesforce Alias should anyone need to contact you with additional questions. NOTE DO NOT MARK NOTE AS PRIVATE Click Save when done. THE BASICS: EDITING RECORDS C04_S04 70
71 29. In the Account Chatter Feed also make a simple post notating that there has been a deceased member. This will certify that anyone accesses the account to contact the family is aware of the situation, and can do so appropriately. Click the Share button to post. You can now close this tab. THE BASICS: EDITING RECORDS C04_S04 71
72 30. Navigate to the New Household record. If you refresh the record and hover over the Contacts shortcut link, you should now see that there are two contacts. Click the Merge Contacts button. THE BASICS: EDITING RECORDS C04_S04 72
73 31. Make sure that both contacts are selected and click Next. THE BASICS: EDITING RECORDS C04_S04 73
74 32. Choose the member that is marked as Deceased as your Master Record. (NOTE You can tell which record that is by scrolling down to the deceased fields. You can also tell by the Created By field). Select the following fields: Active Select Unchecked Box Role Select Girl Preferred Contact Select Checked Box Custodial Care - Unselected Any Address Field Select the Council Address Select Fake Any Phone Number Fields Select Council Phone Number Any Do Not Contact and Do Not Mail and Opt Out checkboxes Checked Birthday Selected Deceased Date - Selected Deceased Check Box Selected External ID Keep the original ID Click the Merge Button THE BASICS: EDITING RECORDS C04_S04 74
75 THE BASICS: EDITING RECORDS C04_S04 75
76 33. In the member s contact record. Hover over the Campaign History shortcut link. Click on View to open the record. 34. Discontinue any troop/volunteer participation. Suspended Unchecked End Date Today s Date Primary Uncheck NOTE - You can also add an additional note in the Why are you unsure? field, just to make sure no one accidently marks the member active in the campaign. Click Save THE BASICS: EDITING RECORDS C04_S04 76
77 35. Hover over the Addresses shortcut link. Delete any addresses that might be on the Account and Contact record that is not the Council address. THE BASICS: EDITING RECORDS C04_S04 77
78 THE BASICS: EDITING RECORDS C04_S04 78
79 CHANGE USER HOUSEHOLD FOR MEMBER This process replaces the original published version of The Basics: Editing Records; Transfer Into New Household which has been removed from publication 1. Open both Households in a separate tab. Open one for the household that the member is being transferred from (Account A), and one for the household that the member is transferring in to (Account B). Have both tabs open at the same time. 2. Navigate to the Household that the member is currently in (Account A). Hover over the Contacts shortcut link, hold the CTRL key and click on the member s name that you will be transferring to open the member s contact record in a new tab. You should have 3 tabs open now. THE BASICS: EDITING RECORDS C04_S04 79
80 3. You will need to open the Giving Membership in a new tab. To do so: From the member s contact record, hover over the Giving shortcut link, and hold CTRL and click on the Giving Name to open the Giving Membership in a new tab. (You should now have 4 tabs open) THE BASICS: EDITING RECORDS C04_S04 80
81 4. Navigate to the tab that has the Giving Membership. Hover over the Related Giving/Transactions shortcut link, hold CTRL and click on the Giving Name and the Selected Payment Method to open both of them in new tabs. (You should now have 6 tabs open) 5. You will need to first transfer the Selected Payment Method to the account that the member will be moving in to (Account B). To do so: Navigate to the Payment Method Tab. In the Payment Method, click EDIT THE BASICS: EDITING RECORDS C04_S04 81
82 6. In the Edit screen, type in the Account name that the member will be moving in to (Account B) and click the Lookup icon. Click on the Account Name to select it. Click Save. THE BASICS: EDITING RECORDS C04_S04 82
83 7. You may now close the Payment Method tab. 8. Next step is to transfer the contact. Navigate to the tab that has the contact for the member that needs to be transferred. THE BASICS: EDITING RECORDS C04_S04 83
84 9. Click Edit. THE BASICS: EDITING RECORDS C04_S04 84
85 10. In the Account Name field, type the new household name (Account B), click the Lookup Icon Click Lookup 11. In the Lookup window, click on the Account Name to select it THE BASICS: EDITING RECORDS C04_S04 85
86 12. Click Save Note - The Chatter feed will now show that the contact household was changed to the new household (Account B). THE BASICS: EDITING RECORDS C04_S04 86
87 13. You can now close this tab. THE BASICS: EDITING RECORDS C04_S04 87
88 14. Next you will need to transfer the Giving Membership. To do so: Navigate to the Giving Membership tab. In the Giving Membership, click EDIT NOTE that the Giving Membership must be transferred prior to the Giving Transaction. You can identify which is the membership or the transaction through the Giving Record Type field. 15. In the Edit screen, type in the Account name that the member will be moving in to (Account B) and click the Lookup icon. Click on the Account Name to select THE BASICS: EDITING RECORDS C04_S04 88
89 THE BASICS: EDITING RECORDS C04_S04 89
90 16. The Primary Contact should be who the giving record is for. Update the Adult Contact to reflect the Preferred Contact of the Household that you are transferring the member to (Account B). You can do so by typing the Preferred Contact s name in each field, clicking the Lookup icon, and selecting the contact by clicking on the Contact Name. Click Save. 17. You can verify that the Giving Membership has been transferred to the correct Household (Account B) through the Chatter Feed. You can now close this tab. THE BASICS: EDITING RECORDS C04_S04 90
91 18. Next you will need to transfer the Giving Transaction. To do so: Navigate to the Giving Transaction tab. In the Giving Transaction, click EDIT THE BASICS: EDITING RECORDS C04_S04 91
92 19. In the Edit screen, type in the Account name that the member will be moving in to (Account B) and click the Lookup icon. Click on the Account Name to select it. THE BASICS: EDITING RECORDS C04_S04 92
93 20. Click Save on the Giving Transaction. Close Giving Transaction tab. THE BASICS: EDITING RECORDS C04_S04 93
94 21. Click on the refresh button under the old household account (Account A). If you hover over the Contacts shortcut link, you will now see that there is only one contact left after the changes, the member has been transferred successfully into the new Household (Account B). The member will now appear in the contact list of the new household. This tab can now be closed (Account A).. THE BASICS: EDITING RECORDS C04_S04 94
95 22. Progress tracking also needs to be updated. Navigate to the member s contact record (the member that was transferred) NOTE You can easily locate the record from the recent items list. THE BASICS: EDITING RECORDS C04_S04 95
96 23. Hold CTRL key and click on the Progress Tracking Name to open the record in a new tab. Click the edit button and delete the old Parent s name (Preferred contact of Account A) in the Parent field. Type in new Preferred Contact s name (Preferred contact of Account B) in the Parent field and click on the Lookup icon. Once the new parent is selected, click Save. You can now close the Progress Tracking tab. THE BASICS: EDITING RECORDS C04_S04 96
97 24. Next you will need to update the campaign records for the member that was transferred: Navigate back to the Contact tab. Hover over the Campaign History shortcut link and hold the CTRL key and click on any existing campaign assignments to open it in a new tab. Navigate to the Campaign History tab, click Edit. 25. Enter the new Preferred Contact s name in the Parent First Name field. Click Save. You can now close this tab. NOTE You will need to repeat this step is the member has several campaign assignments. All records should be up to date and the member transfer of households is now complete. NOTE: Double check address information for each contact and the household to make sure these are updated to the correct address THE BASICS: EDITING RECORDS C04_S04 97
98 THE BASICS: EDITING RECORDS C04_S04 98
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