Set Up and Configure Volunteers for Salesforce

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1 Set Up and Configure Volunteers for Last updated: September 7, 2017

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 WELCOME TO VOLUNTEERS FOR SALESFORCE (V4S) There Has to Be a Better Way What You Get Out of the Box Tabs in the Application The Underlying Data Structure Tools for Website Integration Limitations GET VOLUNTEERS FOR SALESFORCE New to Salesforce? Start with the Nonprofit Success Pack (NPSP) Trial Already Using Salesforce? Using an Older Version of V4S? A WORD ABOUT THE LIGHTNING EXPERIENCE INTERFACE INSTALL (OR UPGRADE) V4S IN A NON-TRIAL ORG Get Ready Before You Install V4S Enable Required Permissions for the User Installing the Package Compare Usage of Roll-Up Summary Fields to Limits Create a Default Campaign Record Type Install the V4S Standalone Package Post-Installation Required Tasks Verify Picklist Values for the Volunteer Campaign Record Type Verify Picklist Values If You Use Contact Record Types Verify the App Logo, Tabs, and Profile Assignments Add Fields and Related Lists to Page Layouts Add Custom Buttons and Related Lists to Page Layouts CONFIGURE FEATURES IN VOLUNTEERS FOR SALESFORCE Configure Volunteer Skills and Availability Picklists Configure Notifications and Templates Review the Out-of-the-Box Templates Configure Templates for Brand Consistency Clone and Configure the Reminder Workflow Rule Create an Organization-Wide From Address Deactivate Website-Specific Workflow Rules Review Volunteer Hours Workflow Rules Configure Fields on the Volunteers Wizard Page Configure Fields on the Mass Edit Volunteer Hours Page

4 Contents Configure Fields on the Find Volunteers Page Configure Scheduling of Recurring Jobs and Volunteers Set Up Automatic Creation of Recurring Shifts and Volunteers Control How Far in the Future to Schedule Shifts Manually Run Batch Processing of Recurring Jobs and Volunteers Enter Some Test Data MAKE VOLUNTEERS FOR SALESFORCE PART OF YOUR WEBSITE Decide Which Pages to Add to Your Website Website Integration A Tag Team Event Set Up Your Salesforce Site Enable Salesforce Sites with a Domain Name Create a Site to Host V4S Pages Configure Data Access An Overview Configure Data Access in Organization-Wide Sharing Defaults Configure Data Access for Visualforce Pages Configure Object and Field Permissions in Public Access Settings Activate Your Site Test Load the V4S Signup Page on Your Site Customize the Volunteer Signup Page Choose Between Two Versions of the Volunteer Signup Page Customize Volunteer Signup Fields (VolunteersSignupFS only) Specify Field Mappings for Converting Leads to Contacts Style the Volunteer Signup Form with CSS Add a File Upload Option to the Volunteer Signup Form IFRAME Tag for the Volunteer Signup Page Customize the Volunteer Job Listing Page Choose Between Two Versions of the Volunteer Job Listing Page Customize Job Listing Fields (VolunteersJobListingFS Only) Show Job Location on a Map Link Volunteers to an External Signup Website Style the Volunteer Job Listing Page with CSS IFRAME Tag for the Volunteer Job Listing Page Supported URL Parameters for Both Volunteer Job Listing Pages Additional Supported URL Parameters for the VolunteersJobListingFS Page Customize the Job Calendar Page Style the Job Calendar Page with CSS Change the Job Calendar Color Scheme Customize the Job Calendar s Link Text and Styling for Past Shifts IFRAME Tag for the Job Calendar Page Supported URL Parameters for the Job Calendar Page Customize the Volunteer Report Hours Page Customize the Fields in the Volunteer Report Hours Page Style the Volunteer Report Hours Page with CSS

5 Contents IFRAME Tag for the Volunteer Report Hours Page Supported URL Parameters for the Volunteer Report Hours Page Configure How V4S Handles Volunteer Signups Automatically Confirm Web Signups and Update Shift Availability Customize Rules for Matching Volunteer Signups with Existing Contacts (VolunteersSignUpFS and VolunteersJobListingFS only) Customize Rules for Matching Volunteer Signups with Existing Contacts (VolunteersSignUp and VolunteersJobListing Only) Customize Rules for Creating Contacts with Specific Record Types Specify the Account Name for Automatically Created Contacts (NPSP Users Only) Manage Time Zones for Displaying Volunteer Jobs Change the Site Guest User Profile s Default Time Zone Configure Date Time Formatting for the Site Guest User Profile (Upgrades Only) Configure Notifications for Website Integration Configure the From Address for Thank You s Configure the Recipients of Signup Notification s Deactivate the Workflow Rule for Volunteer Signup Contact Customize the Volunteers Personal Site Pages Take a Tour of the Volunteers Personal Site Pages Enable Access to Personal Site Pages Customize the Volunteers Personal Site Contact Lookup Page Customize the Volunteers Personal Site Contact Information Page Customize the Overall Styling of the Volunteers Personal Site Pages Tell Your Site to Use Your Copy of the Personal Site Template Limit the Display of Jobs on the Volunteer Report Hours Page (in Personal Site Pages Only) More Personal Site Customizations TRANSLATE V4S INTO OTHER LANGUAGES OR CUSTOMIZE TERMINOLOGY Enable the Translation Workbench Override the Term for a Field or Button Edit Custom Labels Translate the Contact Volunteer Skills Picklist Export All Translatable Terms for a Language Import a Translation File TEST YOUR CUSTOMIZED SITES PAGES INDEX

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7 WELCOME TO VOLUNTEERS FOR SALESFORCE (V4S) There Has to Be a Better Way Spreadsheets, smartphones, and sticky notes. It s a typical toolkit for volunteer coordinators everywhere. You see it every day your coordinator chasing volunteer data across disconnected systems, outdated lists, and illegible event signup sheets. It doesn t have to be this hard. At Salesforce.org, we believe that your volunteer program can do even more good with a lot less work. And we d like to show you how Volunteers for Salesforce (V4S) helps free you from sticky notes and spreadsheets, so that you can focus on what really matters. Maybe you re an experienced Salesforce admin. Or maybe you re new to basic admin tasks such as managing users and permissions, or customizing page layouts. Wherever you are, we ll take it step by step and be there with you from start to finish. Let s build the better way together. What You Get Out of the Box The Volunteers for Salesforce User Guide shows how your volunteer program staff use V4S day-to-day. We recommend reviewing that documentation first to see how the tools work together and how automation takes care of tracking volunteers and volunteer opportunities. Now, with a clear vision of our end goal in mind, let s start by reviewing what comes in the V4S box. Tabs in the Application The V4S user interface gives you a set of tabs, where your users go to get things done. As the Salesforce admin, you ve done your job well when the tabs function seamlessly to make it as simple as possible to: Find volunteers Create one-time and recurring volunteer opportunities Schedule volunteers Reconcile hours Mass volunteers Monitor and report on volunteer engagement The Underlying Data Structure Behind the scenes, V4S comes with an underlying data structure. Contacts and Leads are used for tracking people. Contacts are known, registered volunteers, and Leads are people who have expressed interest. Contacts and Leads are standard Salesforce database objects that are customized in V4S to track extra information about individual volunteers skills and availability. 1

8 Welcome to Volunteers for Salesforce (V4S) Tools for Website Integration The Campaign object tracks discrete volunteer engagements, such as a community dinner or a park cleanup event. It s also a standard Salesforce object, often used for managing marketing campaigns. In V4S, it includes custom fields to automatically calculate the total number of volunteers and total hours for engagements. (We call this type of automation roll-up summary fields.) Custom objects are included to track volunteer-specific things of interest. Volunteer Job tracks volunteer opportunities, one level below the Campaign. Volunteer Shift tracks time-bound volunteer shifts, one level below the Volunteer Job. Volunteer Hours tracks the number of volunteer hours, both completed and committed. Job Recurrence Schedule tracks recurring volunteer opportunities. Volunteer Recurrence Schedule tracks your regulars volunteers who sign up for recurring jobs. Tools for Website Integration While you can use V4S as a standalone system, it s even more powerful when it s an integral part of your organization s website. It s another level of automation that keeps volunteer opportunities updated automatically and allows volunteers to go online to register, report their hours worked, and take pride in their personal volunteering dashboard. For a lot of organizations, website integration is the most daunting part of setup. The process involves working with features that may be less familiar to admins templates, custom settings, field sets, and more. We hear you. This guide shows you, step-by-step, what you and your web developer need to do for successful integration. Limitations Be aware of these limitations in support for certain features. Access to V4S requires that the user license have at least Read access to Campaigns. Support for V4S is limited with Communities licenses, for example. Only the Partner Community license allows Campaign access. V4S is not optimized for mobile devices. 2

9 GET VOLUNTEERS FOR SALESFORCE New to Salesforce? Start with the Nonprofit Success Pack (NPSP) Trial The best way to get started with V4S is with a trial version of the Nonprofit Success Pack (NPSP), version 3.0 and later. You get an Enterprise Edition Salesforce org with V4S pre-installed. We recommend this route if you don t have an existing Salesforce org. 1. Go to the Salesforce.org trials page and sign up for a free trial of NPSP. 2. Log in to your trial org. 3. Skip ahead in this guide to Configure Features in Volunteers for Salesforce. Already Using Salesforce? If you already have a Salesforce org and want to install V4S in it yourself, you can proceed to the installation section of this guide, and download and install the V4S standalone app. Your existing org can have NPSP already installed, but it s not required for V4S. Be sure to complete the required pre-installation tasks before installing. Using an Older Version of V4S? If you have an older version of V4S, upgrading is simple. Follow the instructions in the installation section of this guide as if you were doing a first-time installation, to make sure that you complete all required tasks. Some new features require configuration, which we provide instructions for in the appropriate configuration section. 3

10 A WORD ABOUT THE LIGHTNING EXPERIENCE INTERFACE Salesforce has two different user interfaces: Lightning Experience and Salesforce Classic. If you start with a new NPSP trial, V4S gives you Lightning Experience out-of-the-box. If your Salesforce org has an older version of NPSP or V4S installed, you may be working in Salesforce Classic. This guide assumes that you re working in Lightning Experience, unless we specifically ask you to switch to Salesforce Classic for certain tasks. It s easy to switch between the two. You can learn about switching between interfaces, enabling Lightning Experience, and more in the Lightning Experience Basics Trailhead module. 4

11 INSTALL (OR UPGRADE) V4S IN A NON-TRIAL ORG Get Ready Before You Install V4S If you re installing V4S yourself into an existing org rather than starting from an NPSP trial, do these required steps before installation. If you re upgrading from an earlier version, check that you ve met all these prerequisites. Enable Required Permissions for the User Installing the Package Compare Usage of Roll-Up Summary Fields to Limits Create a Default Campaign Record Type Enable Required Permissions for the User Installing the Package The user who installs V4S must have certain permissions, which are typically already part of the System Administrator profile. If a non-admin needs these permissions, enable them using either profiles or permission sets. Create permission for the Account object Create permission for the Contact object Create permission for the Campaign object (already enabled if Marketing User is selected on the user s User Detail page) Download AppExchange Packages permission If you re new to managing user permissions, we recommend learning more in the Control Access to Objects unit in Trailhead. This part of the Data Security module shows you how to use profiles and permission sets. Compare Usage of Roll-Up Summary Fields to Limits Check the Campaign and Contact objects to see how many roll-up summary fields are already being used. Volunteers for Salesforce introduces more roll-up summary fields, which can cause your org to exceed per-object limits and prevent installation. Before you install, check your usage and limits, and ask Salesforce Support to increase limits as needed. Object Campaign Contact Roll-Up Summary Fields Allowed (by default) Roll-Up Summary Fields Installed with Volunteers for Salesforce In Setup, click the Object Manager tab. 2. From the list of objects, select Campaign. 3. Click Object Limits. 4. Check Usage and Limit numbers for Rollup Summary Fields. 5

12 Install (or Upgrade) V4S in a Non-Trial Org Create a Default Campaign Record Type 5. Check the same numbers for the Contact object Create a Default Campaign Record Type The package introduces a new record type, called Volunteer Campaign, on the Campaign object. In Salesforce, whenever an object has a specialized record type (like Volunteer Campaign), it s a good idea to designate another record type as the default. If your org doesn t already have a default record type for regular, non-volunteer Campaigns, create one. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Campaign. 3. Click Record Types. 4. Click New. 5. For Existing Record Type, select Master. 6. Enter a Record Type Label such as Default. 7. Review the Record Type Name that s automatically filled in for you. 8. Enter a Description such as The default campaign record type for new campaigns. 9. Select Active. 10. In the table header, select both Enable for Profile and Make Default so that all profiles can use, and default to, this new record type. 11. Click Next. 12. For this default campaign record type, decide which page layout to show to which profiles. If your organization has just the Default campaign record type now, and the Volunteer Campaign record type after installation, you likely want to Apply one layout to all profiles and select Campaign Layout (the standard Salesforce out-of-the-box layout). 13. Click Save. Install the V4S Standalone Package If you re installing V4S in an existing Salesforce org, whether for the first time or to upgrade from an earlier version, download and install the V4S standalone package. 1. Make sure you re logged in to your Salesforce org. 2. Go to GitHub to get the latest V4S release. 6

13 Install (or Upgrade) V4S in a Non-Trial Org Post-Installation Required Tasks 3. Click the Installation URL. 4. Select Install for All Users, then click Install. If installation takes awhile, you can move on to something else while it finishes. Check your for confirmation that installation was successful. Note: If your installation fails with errors, we recommend trying the installation again this time with Ignore Apex test failures selected. Sometimes, safe-to-ignore errors occur because of incompatibilities with other packages already installed in your org (besides NPSP and V4S) or other customizations. Volunteers for Salesforce is an open-source, BSD-licensed package. Developer contributions and involvement are welcomed and encouraged! Salesforce.org hosts all packages and source code on GitHub using git. You can find all code as well as tags, issues lists, and release notes in the code repository. You can find contributor instructions on the Salesforce.org GitHub wiki. Post-Installation Required Tasks After you ve installed the standalone version of V4S, take care of these required tasks to make V4S play nicely with Salesforce features such as picklists, profiles, and page layouts. Verify Picklist Values for the Volunteer Campaign Record Type Verify Picklist Values If You Use Contact Record Types Verify the App Logo, Tabs, and Profile Assignments Add Fields and Related Lists to Page Layouts Add Custom Buttons and Related Lists to Page Layouts Verify Picklist Values for the Volunteer Campaign Record Type V4S adds a new Campaign record type, Volunteer Campaign, to distinguish volunteer opportunities from other types of outreach or marketing campaigns. Check the values and default values for Campaign picklist fields to make sure that users see appropriate choices when creating Volunteer Campaigns. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Campaign. 3. Click Record Types. 4. Click Volunteer Campaign. 5. In the Picklists Available for Editing section, click Edit next to each field, and make sure the Selected Values and Default values are appropriate. If you ve added any custom picklist fields to the Campaign object, pay special attention to make sure they show up where you expect them to. Upgraders: If you re upgrading from an earlier version, Volunteer Website Time Zone is a new field in V4S. Make sure to select appropriate picklist values and a default value for the Volunteer Website Time Zone field. 7

14 Install (or Upgrade) V4S in a Non-Trial Org Verify Picklist Values If You Use Contact Record Types Verify Picklist Values If You Use Contact Record Types V4S adds custom picklist fields to the Contact object. On Contact page layouts, these fields must have appropriate values defined or else they display blank or disabled. If your org uses record types for Contact, check the picklist values for each record type to make sure that they re appropriate. If you don t use Contact record types, skip this task. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Contact. 3. Click Record Types. 4. Forr each record type listed: a. Click the record type label. b. In the Picklists Available for Editing section, click Edit next to these picklist fields, and make sure the Selected Values are appropriate. Volunteer Availability Volunteer Skills Volunteer Status Verify the App Logo, Tabs, and Profile Assignments Review the V4S app s settings to verify that the V4S tabs and logo are displayed in the user interface, and that the app is visible to the appropriate user profiles. 1. From Setup, enter App Manager in the Quick Find box, then select App Manager. 2. In the list of apps, find Volunteers, then click, then click Edit. 3. Add a logo. a. Click Insert an Image. b. Change the File Location to Volunteers Documents. c. Click Volunteers Logo V3. 4. Move these tabs to the Selected Tabs list. Volunteers Help Volunteers Wizard Volunteer Jobs Shift Calendar Find Volunteers Make your list of Selected Tabs look like this. 8

15 Install (or Upgrade) V4S in a Non-Trial Org Add Fields and Related Lists to Page Layouts 5. Lastly, check the Assign to Profiles section and make sure the app is Visible to all appropriate profiles. If you later create profiles for volunteers, volunteer coordinators, or other distinct roles, remember to update this visibility setting. 6. Save your changes. Add Fields and Related Lists to Page Layouts V4S adds custom fields to the Contact and Lead objects. Add these fields to the Contact and Lead page layouts. Also add Volunteer related lists to page layouts. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Contact. 3. Click Page Layouts. 4. Click one of the page layouts associated with a profile that needs access to volunteer information on Contacts. 5. With Fields selected in the left-hand palette, look for the Volunteer-related fields that you can add to your page layout. Tip: Enter volunteer in the Quick Find box for a shortcut to view just the Volunteer fields. 6. Decide where you want to place the fields in the page layout. We recommend first creating a Volunteer Information section in the layout to contain the fields. a. From the first column of the fields list, drag Section to the page layout and drop it where you want the section. 9

16 Install (or Upgrade) V4S in a Non-Trial Org Add Fields and Related Lists to Page Layouts b. Give the section a name and click OK. 7. From the fields list, select all the Volunteer fields (Shift-click or Cmd-click to select multiple), then drag and drop them into the Volunteer Information section. Arrange them in a user-friendly order and you have something like this. 8. Back in the left-hand palette, select Related Lists, then look for these Volunteer related lists: Volunteer Hours and Volunteer Recurrence Schedules. 9. Drag and drop these related lists into the page layout, wherever you like. 10. Save your changes and exit the page layout editor. 10

17 Install (or Upgrade) V4S in a Non-Trial Org Add Custom Buttons and Related Lists to Page Layouts 11. Repeat these steps for any Contact layout associated with a profile that needs access to volunteer information on Contacts. 12. Back in the Object Manager, from the list of objects, select Lead. 13. Click Page Layouts. 14. Click one of the Lead layouts associated with a profile that needs access to volunteer information on Leads. 15. With Fields selected in the left-hand palette, look for the Volunteer-related fields that you can add to your page layout. As before, enter volunteer in the Quick Find box for a shortcut to view just the Volunteer fields. 16. Decide where you want to place the fields in the page layout. We recommend first creating a Volunteer Information section to contain the fields, just like you did for the Contact Layout. 17. From the fields list, drag and drop all the Volunteer fields into the Volunteer Information section. Arrange them in a user-friendly order and you have something like this. 18. Save your changes and exit the page layout editor. 19. Repeat these steps for any Lead layout associated with profiles that need access to volunteer information on Leads. Add Custom Buttons and Related Lists to Page Layouts V4S provides custom buttons for various features. Add these buttons to the Campaign, Job, and Shift page layouts. If you re upgrading from an earlier version, remember to make these required updates. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Campaign. 3. Click Page Layouts. 4. Click Volunteers Campaign Layout. 5. With Fields selected in the left-hand palette, verify that all of the Volunteer-related fields are grayed out, which means that they re already on your page layout. If any aren t grayed out, drag and drop them to the Volunteers section in the page layout. 11

18 Install (or Upgrade) V4S in a Non-Trial Org Add Custom Buttons and Related Lists to Page Layouts 6. Back in the left-hand palette, select Buttons, then look for these buttons: Mass Volunteers, Shift Calendar, Volunteer Roster, and Find Volunteers. If any aren t grayed out, drag and drop them into the Custom Buttons section. 7. Save your changes. 8. Now, repeat the same updates for the Volunteer Job Layout, along with verifying that Volunteer related lists are part of page layouts. a. In the Object Manager, from the list of objects, select Volunteer Job. b. Click Page Layouts. c. Click Volunteers Job Layout. d. Verify that all of the Volunteer-related fields are in your page layout. If any aren t, drag and drop them in the Volunteers section. e. Verify that these buttons are in the Custom Buttons section: Mass Volunteers, Shift Calendar, Volunteer Roster, and Find Volunteers. If any aren t, add them. f. Back in the left-hand palette, select Related Lists, then verify that these related lists are on the page layout: Job Recurrence Schedules, Volunteer Shifts, Volunteer Recurrence Schedules, and Volunteer Hours. If any aren t, add them. g. Click the wrench icon on the Volunteer Hours related list s tab. h. Select the fields you want displayed. i. Expand the Buttons section and verify that Mass Edit Volunteer Hours is one of the Selected Buttons. j. Click OK, then confirm the related list updates. 12

19 Install (or Upgrade) V4S in a Non-Trial Org Add Custom Buttons and Related Lists to Page Layouts k. Save your changes. 9. Lastly, repeat the same tasks for the Volunteer Shift Layout. a. In the Object Manager, from the list of objects, select Volunteer Shift. b. Click Page Layouts. c. Click Volunteer Shift Layout. d. Verify that the appropriate volunteer fields are on your page layout. If any aren t, drag and drop them in the Volunteer Information section. e. Verify that these buttons are in the Custom Buttons section: Mass Volunteers, Shift Calendar, Volunteer Roster, and Find Volunteers. If any aren t, add them. f. Back in the left-hand palette, select Related Lists, then verify that the Volunteer Hours related list is on the page layout. g. Click the wrench icon on the Volunteer Hours related list s tab. h. Select the fields you want displayed. i. Expand the Buttons section and verify that Mass Edit Volunteer Hours is one of the Selected Buttons. j. Click OK, then confirm the related list updates. k. Save your changes. That s it. You re finished with the required post-installation tasks. Well done! Next up is feature configuration. Get the most out of V4S by tailoring the app to work the way your organization does. 13

20 CONFIGURE FEATURES IN VOLUNTEERS FOR SALESFORCE Configure Volunteer Skills and Availability Picklists The Volunteer Skills picklist provides sample skills that volunteers offer. The Volunteer Availability picklist offers sample time periods. Leads, Contacts, and Volunteer Jobs all make use of these picklists. Update the values to match your organization s unique volunteering profile and availability times. For both the Lead and Contact objects, update picklist values for these fields, as needed: Volunteer Skills Volunteer Availability As an example, we will show you how to update the Volunteer Skills picklist values. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select the object that you re updating. For example, click Lead. 3. Click Fields & Relationships. 4. Click the field that you re updating. For example, click Volunteer Skills. (If you don t see this field, click View All to expand the field list, and page forward until it s visible.) 5. In the Values section, click Del to remove unused picklist values, and click New to add values. For example, we add two new skills, Food prep and Bartending, each on its own line. After saving your additions, they re added as Values for Volunteer Skills. Important: If you change values for Lead, remember to make the same changes for Contact (and vice versa) so that users see the same set of choices for both. If you update Volunteer Skills picklist values for Lead or Contact, also update the corresponding values for the Skills Needed field on the Volunteer Job object. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Volunteer Job. 3. Click Fields & Relationships. 4. Click Skills Needed. 14

21 Configure Features in Volunteers for Salesforce Configure Notifications and Templates 5. In the Picklist Values section, make the options match the Volunteer Skills options that you ve specified for Leads and Contacts. 6. Save your changes. Note: You may be tempted to update the Days of Week and Weekly Occurrence fields on the Volunteer Recurrence Schedules and Job Recurrence Schedules to match the Volunteer Availability picklist. Do not update the Days of Week and Weekly Occurrence fields. The System Scheduler relies on the existing values in those fields to generate recurrence schedules properly. Configure Notifications and Templates Automatically send reminder, notification, and thank you s to volunteers, using templates together with workflow rules, which define rules like send a reminder to everyone signed up for a shift four days before the shift. Note: Salesforce limits the number of s your organization can send per day. If your volume approaches more than 1,000 per day, consider using a separate automation service that integrates with Salesforce. Review the Out-of-the-Box Templates Decide which templates to keep active and which ones to turn off. You can customize any out-of-the-box template or create your own. From Setup, enter Templates in the Quick Find box, select Templates, then look in the Volunteers Templates folder. Template Volunteer Hours Reminder Volunteer Job Reminder Volunteer Job Reminder (using letterhead) Volunteer Job Signup Notification Volunteer Job Signup Thank You Volunteer Shift Reminder Volunteer Shift Reminder (using letterhead) Volunteer Signup Notification Description Used with the time-based workflow rule, reminds all volunteers about their upcoming shift. Compared with Volunteer Shift Reminder, this is a more versatile template that can include Volunteer Hours, Job, and Contact information. Reminds all volunteers about their upcoming job (for jobs without shifts). Using the letterhead format, reminds all volunteers about their upcoming job (for jobs without shifts). Notifies the volunteer coordinator about a new volunteer signup for a specific job or shift on a Sites page. Thanks an individual volunteer who has signed up for a specific job or shift on a Sites page. Used with the time-based workflow rule, reminds all volunteers about their upcoming shift. Compared with Volunteer Hours Reminder , this is a more limited template that can include Shift information only. Using the letterhead format, reminds all volunteers about their upcoming shift. Notifies the volunteer coordinator about a new volunteer signup on the general Volunteer Signup Sites page. Used for Website Integration 15

22 Configure Features in Volunteers for Salesforce Configure Templates for Brand Consistency Template Description Used for Website Integration Volunteer Signup Thank You Volunteers Personal Site Contact Lookup Acknowledges the volunteer for signing up on the general Volunteer Signup Sites page. Provides the URL for accessing a volunteer s Personal Site page. Configure Templates for Brand Consistency Configure templates so that they deliver a consistent, professional look and feel to your volunteers inboxes. Check things like subject lines, letterhead, merge fields, and overall formatting. Each template comes in both an HTML format and a plain text format; remember to edit both versions. For more information about editing the letterheads for your HTML templates, see Using Letterheads in the Salesforce Help. 1. From Setup, enter Templates in the Quick Find box, then select Templates. 2. Select the Volunteers Templates folder. 3. Click the name of an template to preview the contents. For example, here s an HTML preview of the Volunteer Job Reminder Click either Edit HTML Version or Edit Text Version. Be sure to make your edits to both the HTML and text versions. 5. Remember to Save your changes. If you change a template or create a new one, remember to refresh the Mass Volunteers page (available from the Volunteer Job page) so that it shows the latest templates. 16

23 Configure Features in Volunteers for Salesforce Clone and Configure the Reminder Workflow Rule Clone and Configure the Reminder Workflow Rule Having V4S automatically volunteers about upcoming shifts is a huge time-saving feature. A workflow rule controls how far in advance to send reminder s. Clone the sample workflow rule provided in V4S and either use it as is or adjust the lead time as needed. 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Click Volunteers Hours Reminder Click Clone. You re making a copy of this sample workflow rule because you can t directly edit this part of the V4S package. The existing rule should be (and should remain) inactive. 4. Edit the Rule Name to give it a unique name. For example, My Volunteering Reminder Edit the Description to delete the placeholder text, Template to Clone. 6. Click Save & Next. 7. In the Time-Dependent Workflow Actions section, click Add Time Trigger. 8. Decide how far in advance of the volunteer shift you want the reminder sent, in days or hours. For example, 3 Days. Enter those values and select Volunteer Hours: Planned Start Date & Time. 9. Save your changes. 10. Back in the Time-Dependent Workflow Actions section, click Add Workflow Action, then click Select Existing Action. 11. For Choose Action Type, select Alert. 12. Add Alert: Volunteer Shift Reminder Alert to Selected Actions. 13. Save your changes. 14. Click Done. 15. Back on your workflow rule s detail page, click Activate. 16. If you get a message that the Default Workflow User must be set first: a. Click OK to continue to the Workflow & Approval Settings page. b. Choose a Default Workflow User, typically yourself or another Salesforce admin user. c. Save your changes. 17. Back on your workflow rule s detail page, verify that it s now Active. 17

24 Configure Features in Volunteers for Salesforce Create an Organization-Wide From Address Create an Organization-Wide From Address Control how V4S displays the from name and address of the sender of automated volunteer s. Your organization may want to show a generic name, such as Volunteer Coordinator, or you may want to include your coordinator s real name and job title. The address can be for a specific person or for an inbox that multiple staff monitor and respond to. If you don t specify an Organization-Wide Address, because of how workflow rules are set up behind the scenes, automated s can inadvertently show a sender name or address that you don t want to expose publicly. 1. From Setup, enter Organization-Wide Addresses in the Quick Find box, then select Organization-Wide Addresses. 2. Click Add. 3. Give the address a Display Name (such as Volunteer Coordinator) and a valid address. 4. Select Allow All Profiles to Use this From Address. 5. Save your changes. Salesforce sends a validation to the specified address. 6. Click the validation link in the to enable the address as the organization-wide From address. Deactivate Website-Specific Workflow Rules If you don t intend to integrate V4S with your website, deactivate these workflow rules. Volunteer Job Signup Volunteer Signup - Contact Volunteer Signup - Lead 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Next to Volunteer Job Signup, click Deactivate. 3. Repeat these steps for the Volunteer Signup - Contact and Volunteer Signup - Lead workflow rules. Review Volunteer Hours Workflow Rules When entering hours, volunteers don t always fill in an End Date or a Planned Start Date & Time. If these fields are left empty, V4S uses workflow rules to automatically fill them in: the End Date is set to the Start Date that the volunteer entered, and the Planned Start Date & Time is set to the Shift s Start Date & Time. Review the Volunteer Hours workflow rules. Then decide if you want to keep them as is, deactivate them, or clone them to edit the values. 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Review these rules, deactivate unneeded ones, and clone any that require editing. Volunteer Hours - Set End Date Volunteer Hours - Set Planned Start Date & Time 18

25 Configure Features in Volunteers for Salesforce Configure Fields on the Volunteers Wizard Page Note: If you clone a rule, be sure to deactivate the original before you activate your new rule. Otherwise, you ll have dueling rules which could yield unexpected results. Configure Fields on the Volunteers Wizard Page The Volunteers Wizard displays a group of Campaign fields including Status, Type, and Start and End Dates. If you want users to fill out different standard or custom fields from the Campaign object, edit the VolunteersWizardFS field set that controls which fields the wizard displays. 1. If you re working in Lightning Experience, switch to Salesforce Classic so you can access field set settings. 2. From Setup, enter Campaigns in the Quick Find box, then select Field Sets under the Campaigns menu. 3. Next to VolunteersWizardFS, click Edit. 4. Review the field set contents and update fields as needed. Add fields by dragging and dropping them into the In the Field Set box. Note: The Volunteers Wizard page can display only Campaign fields. Add fields from that object only, even though the field set editor lets you drag fields from related objects. Remove fields by hovering over the field and clicking the Delete icon. Reorder fields by dragging and dropping. Make fields required by hovering over the field and clicking the Tools icon. 5. Save your changes. If you want to verify your changes, simply click the Volunteers Wizard tab in Volunteers for Salesforce. Configure Fields on the Mass Edit Volunteer Hours Page The Mass Edit Volunteer Hours page displays a group of Volunteer Hours fields including Hours Worked, Number of Volunteers, and Start Date. To let users fill out different standard or custom fields from the Volunteer Hours object, edit the MassEditVolunteerHours field set that controls which fields the page displays. 19

26 Configure Features in Volunteers for Salesforce Configure Fields on the Find Volunteers Page 1. If you re working in Lightning Experience, switch to Salesforce Classic so you can access field set settings. 2. From Setup, enter Objects in the Quick Find box, then select Objects under the Objects menu. 3. From the list of objects, select Volunteer Hours. 4. In the Field Sets sections, next to MassEditVolunteerHours, click Edit. 5. Review the field set contents and update fields as needed. Add fields by dragging and dropping them into the In the Field Set box. Note: The Mass Edit Volunteer Hours page can display only Volunteer Hours fields. Add fields from that object only, even though the field set editor lets you drag fields from related objects. Remove fields by hovering over the field and clicking the Delete icon. Reorder fields by dragging and dropping. Make fields required by hovering over the field and clicking the Tools icon. 6. Save your changes. If you want to verify your changes, navigate to the Volunteer Hours related list on a Volunteer Job or Volunteer Shift, then click Mass Edit Volunteer Hours. Configure Fields on the Find Volunteers Page The Find Volunteers page displays certain Contact fields in two places: the Criteria section, and in the table of found volunteers. To change what options users have in the Criteria section so they can search different standard or custom fields from the Contact object, edit the VolunteersFindCriteriaFS field set. To change the fields that users see in search results, edit the VolunteersFindFS field set. Search criteria fields (1) are determined by the VolunteersFindCriteriaFS field set. Search results fields (2) are determined by the VolunteersFindFS field set. Note: If you re looking at the Find Volunteers page and the picklist fields are blank, it s likely that picklist values aren t specified for Contact record types. To configure those picklists, from Setup, go to the Record Types section for Contact, and edit the Picklists Available for Editing for all Contact record types. 1. If you re working in Lightning Experience, switch to Salesforce Classic so you can access field set settings. 20

27 Configure Features in Volunteers for Salesforce Configure Scheduling of Recurring Jobs and Volunteers 2. From Setup, enter Contacts in the Quick Find box, then select Field Sets under the Contacts menu. 3. Next to VolunteersFindCriteriaFS, click Edit. 4. Review the field set contents and update fields as needed. Add fields by dragging and dropping them into the In the Field Set box. Note: The Find Volunteers page can display only Contact fields. Add fields from that object only, even though the field set editor lets you drag fields from related objects. Remove fields by hovering over the field and clicking the Delete icon. Reorder fields by dragging and dropping. Make fields required by hovering over the field and clicking the Tools icon. 5. Save your changes. 6. Repeat these steps for the VolunteersFindFS field set to change which fields are displayed in search results. Configure Scheduling of Recurring Jobs and Volunteers Automatic scheduling of Jobs and volunteers into the future saves a ton of repetitive data entry. Say you have 10 volunteer slots for meal delivery every day, from 9 a.m. to 3 p.m., in two 3-hour Shifts. You have a set of volunteers who reliably fill those Shifts. Set up the V4S batch job to run periodically and automatically create recurring Shifts and assign recurring volunteers to them. Set Up Automatic Creation of Recurring Shifts and Volunteers V4S comes with a batch job that you can run on a set schedule. For example, set up the batch job to run once a week and automatically create Shift records for any active Job Recurrence Schedules, and assign any recurring volunteers to those shifts. Each time the batch runs, it generates new records for a few months out (or for whatever time period you ve specified in the Recurring Job Future Months custom setting) and updates existing records to reflect changes in event scheduling or volunteer availability. 1. From Setup, enter Apex in the Quick Find box, then select Apex Classes. 2. Click Schedule Apex. 3. Give the job a name, such as Schedule Recurrences. 4. For Apex Class, search for and select VOL_BATCH_Recurrence. 5. Specify the job frequency, such as Sundays at 1 a.m. 6. Set an end date well into the future. 7. Save your changes. Now the batch job runs automatically on this schedule, creating recurring shifts and volunteers for active Job Recurrence Schedules. 21

28 Configure Features in Volunteers for Salesforce Control How Far in the Future to Schedule Shifts Control How Far in the Future to Schedule Shifts Out-of-the-box, the V4S batch job schedules recurring Jobs and assigns recurring volunteers to them four months into the future. Adjust this timeframe as needed. Keep in mind that the more months you schedule out, the more data needs to be crunched when the scheduling batch job runs. Salesforce sets limits on how much processing power your batch jobs can consume, so keep it to a reasonable number. For limits information, see Apex Governor Limits in the Salesforce Developer Documentation. 1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. 2. Next to Volunteers Settings, click Manage. 3. Click Edit. If there are no Custom Settings values configured, click New. 4. Update the value of the Recurring Job Future Months field to the desired number of months. 5. Save your changes. Now, every time the batch job runs (according to the frequency you specified when creating the batch job), it processes data for your chosen time period. Manually Run Batch Processing of Recurring Jobs and Volunteers The scheduled recurrence batch job runs automatically after you ve scheduled it. If you want scheduled recurrences processed at other times, between scheduled runs, you can start the process manually. 1. Click the App Launcher ( ). 2. Find and then click Process Recurrence Schedules. 3. Click Run Batch. The page confirms when processing is finished. Enter Some Test Data What better way to celebrate your newly configured app than to enter some volunteer records and create a test campaign with jobs and a few shifts? This is a great time to do it because, if you continue on to the last part of V4S configuration (adding V4S pages to your website), having test data makes it easier to see how V4S content looks on your website. We recommend creating these test records: A Contact A Campaign with a one-time Job and a few Shifts A Campaign with a Recurring Job and a few Recurring Shifts into the future Some completed hours for the Contact in both the one-time and recurring Jobs For detailed instructions on creating Contacts, Campaigns, Jobs, and Shifts, head over to the Volunteers for Salesforce User Guide. 22

29 MAKE VOLUNTEERS FOR SALESFORCE PART OF YOUR WEBSITE Embed V4S pages directly in your website so that volunteers can sign themselves up for jobs and track their own volunteer history. This part of setup and configuration is optional. V4S works standalone even if it s not tied into your website. By doing the extra work, though, you extend the feature configuration work you ve already done and put it to even more powerful use. Decide Which Pages to Add to Your Website Which V4S pages do you want to make available on your website? Pick and choose the ones that make sense. They work independently of each other. Page What It Looks Like VolunteersSignupFS or VolunteersSignup (form for general signup and expressions of interest in volunteering) 23

30 Decide Which Pages to Add to Your Website Page What It Looks Like VolunteersJobListingFS or VolunteersJobListing (list of Jobs with or without Shifts that volunteers can sign up for) and VolunteersSignupFS or VolunteersSignup (form for signup for specific Jobs or Shifts) JobCalendar (calendar view of Jobs and Shifts) VolunteersReportHours (form for reporting hours volunteered) 24

31 Website Integration A Tag Team Event Page What It Looks Like PersonalSiteContactInfo (personalized page with an individual volunteer s information) Website Integration A Tag Team Event A lot of folks find website integration intimidating because it touches Visualforce, Apex, and other parts of Salesforce that involve code. While it is more involved than the installation and configuration you ve done so far, you don t have to do it alone. Website integration is a tag team event in which you and your web developer work together, in sequence. You lay the groundwork on the Salesforce side of things by using a Salesforce feature called Sites to create web pages that display the V4S data that you want to make public. The V4S Sites pages contain the content. How then does the web developer embed the V4S pages into your public website? The answer, friends, is IFRAMEs. They re HTML tags, with each tag representing a page of V4S content. You give the IFRAME tags to your developer, who inserts them into the HTML of your organization s webpages essentially creating a page within a page. Here s how you and your web developer work together to make the pages go live on your website. 25

32 Set Up Your Salesforce Site Set Up Your Salesforce Site The first step on the website integration adventure is to set up your Salesforce Site. It s a quick, two-step process. Ready? Let s jump in! Enable Salesforce Sites With a Domain Name Create a Site to Host V4S Pages Enable Salesforce Sites with a Domain Name Enable Sites by claiming a domain name for your organization s Sites presence. If your organization already has a Sites domain, you can use it rather than creating another one specifically for hosting V4S on your website. The Sites domain is a custom domain that s separate from any subdomain that your org may have registered under the My Domain feature in Salesforce. The domain name that you choose for the Sites domain can be the same as the one for My Domain, or different. Again, they are not related. 1. From Setup, enter Sites in the Quick Find box, then select Sites. 2. Choose a domain name, typically your organization s name or a variation of it. Enter it then click Check Availability. Important: After you register the domain in the next step, you can t change it. For now, that s no big deal, because the V4S web pages are hosted on your organization s own website. Your website visitors don t see this domain name, but in the future you may decide to expose Sites pages directly, so choose something reasonable. 3. Acknowledge that you have read and accepted the Sites Terms of Use, and then click Register My Force.com Domain. 4. Click OK to confirm registration. Voila! You ve enabled Salesforce Sites. Create a Site to Host V4S Pages Now we actually create a site to host the V4S pages. 1. On the Sites page, click New. 2. Enter the required information. 26

33 Configure Data Access An Overview Site Label Enter a descriptive label, in case you love using Sites so much that you decide to create other Sites in the future. Site Name Review the unique name that s automatically filled in for you. Site Contact Choose yourself or another system administrator. Default Web Address The URL suffix is optional. Enter it only if you want your Sites URL to point to a directory more specific than the default Salesforce URL. If you do enter a value here, include it later whenever you specify URLs to your Sites pages. Active Select this option to make your site accessible for testing right away. Active Site Home Page For now, set the home page to use the default Under Construction Visualforce page. Click the Search icon, then select the UnderConstruction Visualforce page. Clickjack Protection Level Set to Allow framing by any page (no protection). This option allows Sites to be IFRAMEd into your website. 3. Save your changes. Configure Data Access An Overview After you ve created a Site, configure the data access settings so that volunteers can interact with your Site s contents. Sharing is the general term that describes how you control who sees what in Salesforce. Sharing settings control users access to the Contact, Account, Campaign, Volunteer Jobs, and other V4S objects. Configure Data Access in Organization-Wide Sharing Defaults Configure Data Access for Visualforce Pages Configure Object and Field Permissions in Public Access Settings Tip: If data access and visibility in Salesforce are unfamiliar territory, the Data Security Trailhead module is a great place to get your bearings first. Then come back and get comfortable, because we re going to linger a while in the Setup menu configuring data access. 27

34 Configure Data Access in Organization-Wide Sharing Defaults Configure Data Access in Organization-Wide Sharing Defaults Establish the recommended baseline data access for all of your Salesforce users, including your website visitors. 1. From Setup, enter Sharing Settings in the Quick Find box, then select Sharing Settings. 2. Make sure that you re managing sharing settings for All Objects. 3. Review the default access settings in the Organization-Wide Defaults section. If your organization is using an external sharing model, be sure to review the external access settings as well the internal access settings. Note: You can tell you re using an external sharing model if the button above the Organization-Wide Defaults reads Disable External Sharing Model instead of Enable External Sharing Model. Compare them to the minimum Internal Access settings that V4S requires. Make sure that these objects have at least the minimum so that V4S can save information that volunteers submit on your website. Lead Public Read/Write Account Public Read Only Contact Public Read/Write Campaign Public Read/Write (This setting controls the sharing settings for Volunteer Jobs, Shifts, and Hours, which are all set to Controlled by Parent.) What if you need more restrictive access than the minimum, for one or more of these objects? For example, what if you don t want to make all of your Campaigns public? 1. Set the organization-wide default sharing settings for Campaign to Private, the most restrictive setting. 2. Back on the Sharing Settings page, go to the Campaign Sharing Rules section. 3. Create a sharing rule to define an exception to the organization-wide sharing settings for V4S users. For example, if the record type is Volunteer Campaign and the user type is a Site Guest User, then give Public Read/Write access to Campaigns. Configure Data Access for Visualforce Pages V4S is built on Visualforce, which is a way to create custom user interfaces for Salesforce objects and data. Configure access to Visualforce pages for your volunteers user profile. 1. If you wandered away from your site to check on your Sharing Settings, go back to Sites from Setup. 2. Click the site label for your site. 28

35 Configure Object and Field Permissions in Public Access Settings 3. On the Site Detail page, click Public Access Settings. Note: The following steps assume you re using the Enhanced Profile User Interface. If you re using the Original Profile Interface, the path to these settings and the actions you take are slightly different. 4. Click Visualforce Page Access, then click Edit. 5. Add these pages to the Enabled Visualforce Page Access section. Ctrl + click to select more than one page at a time. GW_Volunteers.JobCalendar GW_Volunteers.VolunteersJobListing GW_Volunteers.VolunteersJobListingFS GW_Volunteers.VolunteersReportHours GW_Volunteers.VolunteersSignup GW_Volunteers.VolunteersSignupFS 6. If you intend to set up the Volunteers Personal Site feature, also add these pages. GW_Volunteers.PersonalSiteContactInfo GW_Volunteers.PersonalSiteContactLookup GW_Volunteers.PersonalSiteJobCalendar GW_Volunteers.PersonalSiteJobListing GW_Volunteers.PersonalSiteReportHours GW_Volunteers.PersonalSiteTemplate 7. Save your changes. Configure Object and Field Permissions in Public Access Settings The last step in configuring data access is making sure your Site s public access settings give permission to read, create, and edit the dozen or so objects that V4S needs to do its job. Note: The following steps assume you re using the Enhanced Profile User Interface. If you re using the Original Profile Interface, the path to these settings and the actions you take are slightly different. 1. On the Site Detail page, click Public Access Settings. 2. On the Volunteers Profile page, click Object Settings. 29

36 Configure Object and Field Permissions in Public Access Settings 3. For each of these standard objects, edit object permissions and field permissions. Accounts Campaigns Contacts Documents Leads a. Click the object name, then click Edit. b. In the Object Permissions section, enable Read and Create permissions for the object. c. In the Field Permissions section, look for all volunteer-related fields (all have volunteer in the field name) and enable Read and Edit permissions. For example, these are some of the Volunteer fields on the Contact object. d. Save your changes and repeat for each object listed above. 4. On the Object Settings page, click Volunteer Hours. 5. Click Edit. In the Object Permissions section, enable Read, Create, and Edit permissions for the object. 6. Save your changes.. 30

37 Activate Your Site 7. For each of these custom objects, enable Read permissions and field permissions: Job Recurrence Schedules Volunteer Jobs Volunteer Recurrence Schedules Volunteer Shifts Households Required if you re using the Household object in the Nonprofit Success Pack or in a custom configuration. If you re not sure, go ahead and enable the permission. It doesn t hurt anything. a. On the Object Settings page, click the object name, then click Edit. b. In the Object Permissions section, enable the Read permission for the object. c. In the Field Permissions section, look for all volunteer-related fields and enable Read and Edit permissions. d. Save your changes and repeat for each object listed above. That s it! You ve done painstaking work to get access and permissions squared away. The good news is that this part of configuration is a one-time process. You re done with data access configuration unless you later add custom fields to Contact or any of the Volunteers objects. In that case, don t forget to come back to the Volunteers Profile to set Read and Create field permissions. Activate Your Site Actually, you already activated your site when you created it. But it never hurts to double check. 1. From Setup, enter Sites in the Quick Find box, then select Sites. 2. Look for the link under the Action column. If it says Activate, click it. If it says Deactivate, your site is already activated and ready to go. Test Load the V4S Signup Page on Your Site It s time for the first big reveal. Let s see how your Site looks and verify that it works. 1. Click the Site URL. 2. As expected, the Under Construction page loads. (It s the Visualforce page that you specified as the Active Site Home Page when you created the Site.) 31

38 Test Load the V4S Signup Page on Your Site 3. In your browser s address bar, add this text to the end of the Site s URL: /GW_Volunteers VolunteersSignupFS (Note the two underscore characters between Volunteers and VolunteersSignupFS.) The full URL looks something like this (the mydomain part is the custom domain that you registered): VolunteersSignupFS If you specified a Default Web Address when you created your site, include the label in the URL, like so: VolunteersSignupFS 4. Hit Enter to load the page. Now we re in business! Check out the Volunteers Signup page. 5. Enter some test data in the form and submit it. Create a new volunteer and use your own address so you can see how thank you and notification s look. 6. Back in Salesforce, find the newly created Contact. The Volunteer Status field shows New Sign Up. 32

39 Customize the Volunteer Signup Page Curious how the other V4S pages look? Feel free to preview them now. To See This Page Generic Volunteer Signup Page Calendar Page Job Listings Page Volunteer Report Hours Page Personal Site Contact Lookup Personal Site Contact Info (For now, loading this page redirects you to the Personal Site Contact Lookup page, because we haven t done the required configuration for the Personal Site.) Add This to the Site URL /GW_Volunteers VolunteersSignup or /GW_Volunteers VolunteersSignupFS /GW_Volunteers JobCalendar /GW_Volunteers VolunteersJobListing or /GW_Volunteers VolunteersJobListingFS /GW_Volunteers VolunteersReportHours /GW_Volunteers PersonalSiteContactLookup /GW_Volunteers PersonalSiteContactInfo Great work! Having a functional volunteer signup web form is a huge milestone. Next, we customize and format the signup form so that it looks and feels consistent with the rest of your website. When you know the general customization principles for the signup page, it s easy to apply them to other pages. Customize the Volunteer Signup Page Customize the contents of the Volunteer Signup page, and make it look and feel like an integral part of your website. 33

40 Choose Between Two Versions of the Volunteer Signup Page Choose Between Two Versions of the Volunteer Signup Page V4S offers two versions of the Volunteer Signup page, with the recommendation to use the newer, customizable one that creates Contacts (not Leads) from new general interest signups. The VolunteersSignupFS page is more flexible and simplifies your business process skipping the step of converting a Lead to a Contact. If you re required to use Leads instead, we offer a couple of options. Form Name Can Create from Signups Fields Customizable? Can Style with CSS? GW_Volunteers VolunteersSignupFS (recommended) Contacts only not Leads Yes, using the VolunteersSignupFS field set Yes GW_Volunteers VolunteersSignup Either Contacts or Leads, depending on your Custom Settings No Yes Note: What if you require signups to be created as Leads, but want to be able to customize which fields are displayed on the form? Consider using Salesforce s Web-to-Lead form instead of one of the V4S signup forms. Web-to-Lead generates a lead capture form for you (in HTML), which you can then provide to your web developer to add to your website. Learn more about Web-to-Lead in the Salesforce Help. Customize Volunteer Signup Fields (VolunteersSignupFS only) Customize the fields displayed in the Volunteer Signup page to capture the volunteer information you care about. For example, replace Business Phone with Mobile Phone, or make a minimalist signup form that asks for name and only. If you use the GW_Volunteers VolunteersSignupFS page (not GW_Volunteers VolunteersSignup), you can customize the page to include any standard or custom field from the Contact object. You may remember that you ve already configured field sets for the Volunteers Wizard and other V4S pages. To customize the VolunteersSignupFS field set, in Salesforce Classic go to Setup Contacts Field Sets and click Edit next to VolunteersSignupFS. Refer to Configure Fields on the Volunteers Wizard Page for instructions on how to customize field sets. Troubleshooting Tip: If any fields you added to the field set don t appear on your signup form, they might not be enabled for the Site Guest User profile. An error message at the top of the page indicates which fields to enable. Go to the Site Detail page and update the Public Access Settings for the Site Guest User profile. You previously configured the Public Access Settings, but if you or another admin have added custom fields since that update, they may need to be updated again. Specify Field Mappings for Converting Leads to Contacts If you use a signup page that creates Leads from signups, then the Lead record gets converted to a Contact record some time later in the volunteer s lifecycle. Salesforce calls this process lead conversion. Let s define a simple one-to-one mapping of the volunteer fields to make sure information is copied cleanly from the Lead to the Contact. 1. In Setup, click the Object Manager tab. 2. From the list of objects, select Lead. 3. Click Fields & Relationships. 4. Click Map Lead Fields. 34

41 Style the Volunteer Signup Form with CSS 5. Click the Contact tab. 6. Specify values for these Contact fields to match the corresponding field from the Lead record. Volunteer Availability Volunteer Notes Volunteer Skills Volunteer Status 7. Save your changes. Style the Volunteer Signup Form with CSS The Volunteer Signup form page uses a cascading style sheet (CSS). V4S provides the VolunteersSignupCss.css file as a Document in Salesforce. Customize the CSS file with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. 1. If you re working in Lightning Experience, switch to Salesforce Classic so you can access Documents. 2. Go to the Documents tab. (If you don t see the Documents tab, click the + icon at the end of the tab bar, then click Documents in the list of All Tabs.) 3. Select the Volunteers Documents folder. 4. Next to VolunteersSignupCSS.css, click View. 35

42 Style the Volunteer Signup Form with CSS 5. Copy the CSS into your favorite text editor. Note that the file includes a commented-out ugly version of CSS a high contrast version that s hard on the eyes but an easy way to see which parts of the signup page you can style. Here is an example of what the basic sample CSS looks like on a website. 6. Work with your web developer to update this CSS as needed, and then save it to your local computer as VolunteersSignupCss.css. 7. Back on the Documents tab, upload your file. a. Select the Volunteers Documents folder. b. Click VolunteersSignupCSS.css. c. Click Replace Document. 36

43 Add a File Upload Option to the Volunteer Signup Form d. Browse for your local copy of VolunteersSignupCss.css, and then click Replace Document. 8. Verify the new styles in the Volunteer Sign-Up form by refreshing the page at the same URL you used when testing your site. Tip: If the styling is unchanged, try clearing your browser s cache and refreshing again, or open the page in a private browsing window Upgraders: If you re upgrading from an earlier version, newer versions of V4S sometimes offer updated CSS files (check the release notes). However, your existing CSS files in Documents are not overwritten during the upgrade process. Get the latest version of the CSS files from the V4S source code in GitHub, and manually update yours to match the latest. Add a File Upload Option to the Volunteer Signup Form You can add a file upload button to the VolunteersSignupFS page and VolunteersJobListingFS page to let volunteers upload a resume, photo, or other file. V4S saves the uploaded file to the Contact record. Add the button by appending a parameter to the end of the URL for the Volunteer Signup Form. 1. Decide the text that you want displayed alongside the button, telling volunteers what to upload. For example, Please upload your resume. The button and label are displayed at the bottom of the form. 2. Add the FileUploadLabel parameter to the end of the page URL, with your text as the parameter value. Like this: GW_Volunteers VolunteersSignupFS?FileUploadLabel=Please%20upload%20your%20resume Use a? character to separate the parameter from the first part of the URL. Encode spaces in the text as %20. When you go to this URL, you see the file upload button with the text you specified: IFRAME Tag for the Volunteer Signup Page Give your web developer this IFRAME tag so they can insert the Volunteer Signup page into your website. Use the appropriate format for HTTP sites or secure HTTPS sites. Sample IFRAME in HTTP format: <iframe src= VolunteersSignupFS frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> Sample IFRAME in HTTPS format: <iframe src= VolunteersSignupFS frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> A few reminders to keep your code snippet clean: 37

44 Customize the Volunteer Job Listing Page mydomain is a placeholder value for your domain name. Be sure to include your actual domain name in place of the placeholder text. yoursitelabel is a placeholder value for the Default Web Address. Include it only if you specified one when you created your Site. Are you using the VolunteersSignup page instead of VolunteersSignupFS? Specify the right one. There are two underscore characters between Volunteers and VolunteersSignupFS. If you re using the FileUploadLabel URL parameter, add it to the end of the URL, separating it from the rest of the URL with a? character. Customize the Volunteer Job Listing Page Customize the contents of the Volunteer Job Listing page, and make it look and feel like an integral part of your website. Choose Between Two Versions of the Volunteer Job Listing Page V4S offers two versions of the job listing page. Decide which one works best for your setup. Form Name GW_Volunteers VolunteersJobListingFS (recommended) GW_Volunteers VolunteersJobListing Fields Customization Yes, using the VolunteersJobListingFS No Can Style with CSS? Yes Yes Customize Job Listing Fields (VolunteersJobListingFS Only) The Job Listing page includes a signup form for volunteers to register for a specific Job or Shift. It always requires First Name, Last Name, and , because these fields are used for matching volunteers to existing Contacts. The Number of Volunteers field is also required. If you use the GW_Volunteers VolunteersJobListingFS page (not GW_Volunteers VolunteersJobListing), you can customize the popup signup form to include any standard or custom field from the Contact object or the Volunteer Hours object. You may remember that you ve already configured field sets for the Volunteers Wizard and other V4S pages. In Salesforce Classic, go to Setup Contacts Field Sets and click Edit next to VolunteersJobListingFS. Refer to Configure Fields on the Volunteers Wizard Page for instructions on how to customize field sets. Tip: If any fields you added to the field set don t appear on your Job Listing sign-up form, they might not be enabled for the Site Guest User profile. An error message at the top of the Job Listing page indicates which fields to enable. Go to the Site Detail page and update the Public Access Settings for the Site Guest User profile. You previously configured the Public Access Settings, but if you or another admin have added custom fields since that update, they may need to be updated again. Here s how the page might look with some customizations. 38

45 Show Job Location on a Map Show Job Location on a Map Make it even easier for your volunteers to commit to a Job by showing its location on a map. This feature relies on the Google Maps Embed API and the information in the location address fields on Volunteer Job records. For details about working with the Google Maps APIs, see 1. Get a Google API key. 2. Store the Google API Key in V4S Custom Settings. a. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. b. Next to Volunteers Settings, click Manage. c. Click Edit, then in the Google Maps API Key field, paste your API key. d. Save your changes. 3. Verify that your copy of VolunteersJobListingCSS.css includes a CSS class for the Google Map IFRAME. Edit this markup as needed..cssgooglemapiframe { height: 300px; width: 400px; border: 0; } Now, when you display the VolunteersJobListingFS page with the ShowLocationMap URL parameter set to 1, and the Job has location address fields filled out, the map is displayed. Link Volunteers to an External Signup Website If you have a separate system for managing Job signups, V4S can show a signup link that directs the interested volunteer to an external registration site. 39

46 Style the Volunteer Job Listing Page with CSS Create external signup links on a per-job basis. Specify a URL in the External Signup Url field for the Job record. That s all it takes to display a link. Note: If you don t see the External Signup Link field on the Job record, your Admin may need to add it to the Volunteer Job page layout and enable field permissions for the appropriate profiles. Tip: If the Volunteer Job s External Signup Url field has a value, but the link on the Job Listing page is still displaying the default internal signup link, verify that the Site Guest User profile has read access to the External Signup Url field on Volunteer Job. To change the link text to show something other than external site, edit the custom label, labelexternalsignupurl. See Translate V4S into Other Languages or Customize Terminology. To style the link or the listing detail differently, edit these CSS classes in the VolunteerJobListingCSS file: externaljoblink externaljob Style the Volunteer Job Listing Page with CSS The Volunteer Job Listing page uses a cascading style sheet (CSS). V4S provides the VolunteersJobListingCSS.css file as a Document in Salesforce. Customize the CSS with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. Follow the instructions provided for styling the Volunteer Signup page, making sure that you edit the VolunteersJobListingCSS.css file. Here s how the page looks with minimal styling. 40

47 IFRAME Tag for the Volunteer Job Listing Page IFRAME Tag for the Volunteer Job Listing Page Give your web developer this IFRAME tag so they can insert the Volunteer Job Listing page into your website. Use the appropriate format for HTTP sites or secure HTTPS sites. <iframe src= VolunteersJobListingFS frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> Sample IFRAME in HTTPS format: <iframe src= VolunteersJobListingFS frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> A few reminders to keep your code snippet clean: mydomain is a placeholder value for your domain name. Be sure to include your actual domain name in place of the placeholder text. yoursitelabel is a placeholder value for the Default Web Address. Include it only if you specified one when you created your Site. Are you using the VolunteersJobListing page instead of VolunteersJobListingFS? Specify the right one. There are two underscore characters between Volunteers and VolunteersJobListingFS. If you re using one or more URL parameters, add them to the end of the URL. Separate the first parameter from the rest of the URL with a? character. Separate multiple parameters with the & character. Supported URL Parameters for Both Volunteer Job Listing Pages Use one or more of these optional URL parameters in your IFRAME tag to further customize how Jobs and Shifts are displayed in the job listing, regardless of whether you re using VolunteersJobListing or VolunteersJobListingFS. Add parameter names and values to the end of the URL in your IFRAME tag. Remember to: Use a? character to separate the first parameter from the rest of the URL. Use an & character to separate each parameter. 41

48 Additional Supported URL Parameters for the VolunteersJobListingFS Page Here's an example VolunteersJobListingFS IFRAME tag with two parameters (ShowSkills and JobID) in the last part of the URL. <iframe src= VolunteersJobListingFS?ShowSkills=0&JobID= a0t jekceam frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> Name CampaignId JobID ShowCampaignHierarchy ShowDescription ShowJobName ShowLocationAddress ShowLocationInfo ShowSkills Value Campaign s 15-character Salesforce ID (show a single Campaign) null (default) Job s 15-character Salesforce ID (show a single Job) null (default) 0 (hide; default) 1 (show) 0 (hide) 1 (show; default) 0 (hide) 1 (show; default) 0 (hide) 1 (show; default) 0 (hide) 1 (show; default) 0 (hide; default) 1 (show) Description Display only the Jobs from the specified Campaign. For example: CampaignID= Qx1AAE. Otherwise, leave blank to display all active Campaigns. Display only the specified Job. For example: JobID=a0T jEKcEAM. Otherwise, leave blank to display all active Jobs. If CampaignId is specified, also show all active Campaigns that are its children. Show the Job s description. Show the Job s name. Show the Job s address. Show location details from the Job s Location Information field. Show the job s desired skills in a semicolon-separated list. Additional Supported URL Parameters for the VolunteersJobListingFS Page If you re using VolunteersJobListingFS, use one or more of these optional URL parameters in your IFRAME tag to further customize how Jobs and Shifts are displayed in the job listing. For details about adding URL parameters to an IFRAME tag, see Supported URL Parameters for Both Volunteer Job Listing Pages. 42

49 Additional Supported URL Parameters for the VolunteersJobListingFS Page Name DateFormat dtmonthfilter Language FileUploadLabel ndaystoshow Value EEEE m/d/yyyy (default) Today s current month in the format yyyy-mm-dd (default) en (default) Your custom text string (no default) 0 (default) Description String format that tells V4S how to display Shift dates. The default string displays the day as text, followed by the month, date, and year. For example: Thursday 4/6/2017. You can specify a different string format by arranging these supported character sets with standard punctuation for date formatting (forward slashes, hyphens, commas, etc.). MM Include a leading zero for the first nine months of the year, such as 01, 08. M Display the first nine months of the year without a leading zero, such as 1, 8. dd Include a leading zero for the first nine days of the month, such as 02, 09. d Display the first nine days of the month without a leading zero, such as 2, 9. yyyy Display a four-digit year, such as yy Display a two-digit year, such as 17. EEEE Display the day as text, such as Thursday. The initial month to show data for. For example, to show all shifts for March 2017, dtmonthfilter= Display the labels that have been translated in Salesforce into a different language. Identify the language using a two-character language code, such as en, or a five-character locale code, such as en_au. (See Supported Languages in the Salesforce Help.) V4S supports these languages out of the box: Dutch (nl_nl) Enblish (en) French (fr) German (de) Japanese (ja) Spanish (es) You can create your own translations in other languages. See Translate V4S into Other Languages or Customize Terminology. The specified language overrides the language that users have set in their Salesforce personal settings. Show a file upload option in the Job signup page. See Add a File Upload Option to the Volunteer Signup Form. Number of days worth of Shifts to show per Job. Set to 1 to show a specific day s Shifts. When set to 0, we ignore this parameter. When set to anything other than 0, this value overrides nmonthstoshow. 43

50 Customize the Job Calendar Page Name nmonthstoshow ShowLocationMap ShowNumberAvailable TimeFormat volunteershiftid Value 3 (default) 0 (hide) 1 (show; default) 0 (hide; default) 1 (show) h:mm tt (default) Shift s 15-character Salesforce ID (show a single Shift) null (default) Description Number of months worth of Shifts to show per Job. (You don t want huge lists of Shifts for Recurring Jobs taking up too much screen real estate.) Show a map of the Job s location. Requires that you complete the setup steps to show Job location on a map. Show the number of volunteers confirmed and the number still available for each Shift. String format that tells V4S how to display Shift times. The default string displays the time of day as hour and minutes with a.m. or p.m. For example: 9:30 am. You can specify a different string format by arranging these supported sets of characters with standard punctuation for time formatting. hh Use 12-hour time and include a leading zero for the first nine hours of the day, such as 01, 08. M Use 12-hour time and display the first nine hours of the day without a leading zero, such as 1, 8. HH Use 24-hour time and include a leading zero for the first nine hours of the day, such as 02, 09. H Use 24-hour time and display the first nine hours of the day without a leading zero, such as 2, 9. mm Display minutes with a leading zero for the first nine minutes of the hour, such as 03, 06. m Display minutes without a leading zero for the first nine minutes of the hour, such as 3, 6. tt Display the time period as am or pm. Display only the specified Shift. Always specify the JobID parameter along with volunteershiftid. For example: JobID=a0T jEKcEAM&volunteerShiftId=. If Shifts recur and nmonthstoshow is set to 0, show only a single Shift. If nmonthstoshow is set to 1, show the Shifts for the month. Otherwise, leave blank to display all upcoming Shifts for the number of months specified in nmonthstoshow. Customize the Job Calendar Page Customize the contents of the Job Calendar page, and make it look and feel like an integral part of your website. Style the Job Calendar Page with CSS The Job Calendar page uses a cascading style sheet (CSS). V4S provides the JobCalendarCSS.css file as a Document in Salesforce. Customize the CSS with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. 44

51 Change the Job Calendar Color Scheme Follow the instructions provided for styling the Volunteer Signup form, making sure that you edit the JobCalendarCSS.css file. Here s how the page looks with minimal styling. Change the Job Calendar Color Scheme In a given calendar month, each Job (and all of its Shifts) is displayed in a unique color. To change the color scheme, edit the color values that are stored in a custom label. 1. From Setup, enter Custom Labels in the Quick Find box, then select Custom Labels. 2. In the list of labels, find and then click labelcolorvalues. 3. Click New Local Translations/Overrides. 4. Select your language. 5. In the Translation Text field, enter all of the colors that Jobs can be assigned to. Specify colors by the names that are recognized by most Web browsers, such as PowderBlue or YellowGreen. Don t include spaces within the names, surround each name with double quotes, and separate names with commas. 6. Save your changes. Each Job is uniquely assigned to a color and that color remains constant no matter which month of the calendar you re viewing the Job in. While you can control which colors are available, you can t control the color assignments V4S assigns them automatically. Note: V4S runs code on the JobID to map it to one of the available colors, so Jobs can end up using the same color. If you want to change the color of a Job, you can play around with adding and removing color names from the custom label, to see if that gives you results you prefer. Customize the Job Calendar s Link Text and Styling for Past Shifts When someone clicks on a past Shift, or a Job with all Shifts in the past, V4S displays the Job without a signup link. Instead, V4S shows a message that there are no upcoming shifts and shows the date of the Job s first Shift. You can customize the display of past Shifts to visually distinguish them from active Shifts. Change the text of the message by editing the custom label, labeleventinthepast. See Edit Custom Labels for more information. Style past events differently by editing the CSS class, pastevent, in the VolunteerJobListingCSS file. IFRAME Tag for the Job Calendar Page Give your web developer this IFRAME tag so they can insert the Job Calendar page into your website. Use the appropriate format for HTTP sites or secure HTTPS sites. 45

52 Supported URL Parameters for the Job Calendar Page Sample IFRAME in HTTP format: <iframe src= JobCalendar frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> Sample IFRAME in HTTPS format: <iframe src= JobCalendar frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> A few reminders to keep your code snippet clean: mydomain is a placeholder value for your domain name. Be sure to include your actual domain name in place of the placeholder text. yoursitelabel is a placeholder value for the Default Web Address. Include it only if you specified one when you created your Site. There are two underscore characters between Volunteers and JobCalendar. If you re using one or more URL parameters, add them to the end of the URL. Separate the first parameter from the rest of the URL with a? character. Separate multiple parameters with the & character. Supported URL Parameters for the Job Calendar Page Use one or more of these optional URL parameters in your IFRAME tag to further customize how jobs and shifts are displayed in the Job Calendar. For details about adding URL parameters to an IFRAME tag, see Supported URL Parameters for Both Volunteer Job Listing Pages. The Job Calendar supports all the URL parameters that are supported on both Job Listing pages. For the complete list of supported URL parameters for the Job Calendar, refer to the parameters in both of these sections... Supported URL Parameters for Both Volunteer Job Listing Pages Additional Supported URL Parameters for the VolunteersJobListingFS Page... as well as these additional parameters that are specific to the Job Calendar page: Name CalendarView initialdate Print ShowNumberAvailable Value agendaweek agendaday month (default) Today s date (default) in the format yyyy-mm-dd 0 (don t optimize; default) 1 (optimize) 0 (hide; default) 1 (show) Description Set the calendar s initial display format. Set the calendar s initial display date. For example, setting this parameter to will set the calendar to display March Show the calendar in a view that s optimized for printing on a single page. Show the number of volunteers confirmed and the number still available for each Shift. In a tooltip on the Shift when viewed in Month format. In the Shift when viewed in Week or Day format. 46

53 Customize the Volunteer Report Hours Page Name Value Description Note: We repeat this listing of the same parameter from VolunteersJobListingFS to highlight the small differences in how the Job Calendar displays the information. Customize the Volunteer Report Hours Page Customize the contents of the Volunteer Report Hours page, and make it look and feel like an integral part of your website. Customize the Fields in the Volunteer Report Hours Page Customize the fields displayed in the Volunteer Report Hours page to make it more usable for volunteers. For example, expose the Comments field so that volunteers can leave feedback on their experience. You can include any standard or custom field on the page, as long as it s from the Volunteer Hours object. Note: On this page, V4S displays only a subset of all Job and Shift records. Especially if you have a lot of recurring events, keeping the drop-down lists to a reasonable length makes it easier for volunteers to find the Jobs and Shifts that they worked. Volunteer Job displays only active Jobs, under active Campaigns. Volunteer Shift displays only the Shifts that are scheduled within a three-month window of last month, this month, and next month. You may remember that you ve already configured field sets for the Volunteers Wizard and other V4S pages. To customize the VolunteersReportHoursFS field set, in Salesforce Classic, go to Setup Contacts Field Sets and click Edit next to VolunteersReportHoursFS. Refer to Configure Fields on the Volunteers Wizard Page for instructions on how to customize field sets. Troubleshooting Tip: If any fields you added to the field set don t appear on your Volunteer Report Hours page, they might not be enabled for the Site Guest User profile. An error message at the top of the page indicates which fields to enable. Go to the Site Detail page and update the Public Access Settings for the Site Guest User profile. You previously configured the Public Access Settings, but if you or another admin have added custom fields since that update, they may need to be updated again. Style the Volunteer Report Hours Page with CSS The Volunteer Report Hours page uses a cascading style sheet (CSS). V4S provides the VolunteersReportHoursCSS.css file as a Document in Salesforce. Customize the CSS with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. Follow the instructions provided for styling the Volunteer Signup page, making sure that you edit the VolunteersReportHoursCSS.css file. IFRAME Tag for the Volunteer Report Hours Page Give your web developer this IFRAME tag so they can insert the Volunteer Report Hours page into your website. Use the appropriate format for HTTP sites or secure HTTPS sites. Sample IFRAME in HTTP format: <iframe src= VolunteersReportHours frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> 47

54 Supported URL Parameters for the Volunteer Report Hours Page Sample IFRAME in HTTPS format: <iframe src= VolunteersReportHours frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> A few reminders to keep your code snippet clean: mydomain is a placeholder value for your domain name. Be sure to include your actual domain name in place of the placeholder text. yoursitelabel is a placeholder value for the Default Web Address. Include it only if you specified one when you created your Site. There are two underscore characters between Volunteers and VolunteersReportHours. If you re using one or more URL parameters, add them to the end of the URL. Separate the first parameter from the rest of the URL with a? character. Separate multiple parameters with the & character. Supported URL Parameters for the Volunteer Report Hours Page Use one or more of these optional URL parameters in your IFRAME tag to further customize the page for volunteers reporting their hours worked. For details about adding URL parameters to an IFRAME tag, see Supported URL Parameters for Both Volunteer Job Listing Pages. Name DateFormat Language Value EEEE m/d/yyyy (default) en (default) Description String format that tells V4S how to display Shift dates. The default string displays the day as text, followed by the month, date, and year. For example: Thursday 4/6/2017. You can specify a different string format by arranging these supported character sets with standard punctuation for date formatting (forward slashes, hyphens, commas, etc.). MM Include a leading zero for the first nine months of the year, such as 01, 08. M Display the first nine months of the year without a leading zero, such as 1, 8. dd Include a leading zero for the first nine days of the month, such as 02, 09. d Display the first nine days of the month without a leading zero, such as 2, 9. yyyy Display a four-digit year, such as yy Display a two-digit year, such as 17. EEEE Display the day as text, such as Thursday. Display the labels that have been translated in Salesforce into a different language. Identify the language using a two-character language code, such as en, or a five-character locale code, such as en_au. (See Supported Languages in the Salesforce Help.) V4S supports these languages out of the box: 48

55 Configure How V4S Handles Volunteer Signups Name TimeFormat Value h:mm tt (default) Description Dutch (nl_nl) Enblish (en) French (fr) German (de) Japanese (ja) Spanish (es) You can create your own translations in other languages. See Translate V4S into Other Languages or Customize Terminology. The specified language overrides the language that users have set in their Salesforce personal settings. String format that tells V4S how to display Shift times. The default string displays the time of day as hour and minutes with a.m. or p.m. For example: 9:30 am. You can specify a different string format by arranging these supported sets of characters with standard punctuation for time formatting. hh Use 12-hour time and include a leading zero for the first nine hours of the day, such as 01, 08. M Use 12-hour time and display the first nine hours of the day without a leading zero, such as 1, 8. HH Use 24-hour time and include a leading zero for the first nine hours of the day, such as 02, 09. H Use 24-hour time and display the first nine hours of the day without a leading zero, such as 2, 9. mm Display minutes with a leading zero for the first nine minutes of the hour, such as 03, 06. m Display minutes without a leading zero for the first nine minutes of the hour, such as 3, 6. tt Display the time period as am or pm. Configure How V4S Handles Volunteer Signups Automatically Confirm Web Signups and Update Shift Availability When a volunteer signs up for a Shift from the website, V4S automatically creates a Volunteer Hours record with a status of Web Sign Up, which does not affect the Shift s # of Volunteers Still Needed number. So a full Shift could still display a signup link because the web signups haven t been counted. You can automatically confirm web signups by creating a workflow rule that updates the Volunteer Hours status to Confirmed. 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Click New Rule. 3. Select Volunteer Hours, then click Next. 49

56 Automatically Confirm Web Signups and Update Shift Availability 4. Give the rule a name, such as Confirm Volunteer Web Signups. 5. In the Evaluation Criteria section, select created. 6. In the Rule Criteria section: a. Select criteria are met. b. Define the criteria as Volunteer Hours: Status for field, equals for operator, and Web Sign Up for value. 7. Click Save & Next. 8. In the Immediate Workflow Actions section, click Add Workflow Action, and then select New Field Update. 9. Give the action a name, such as Convert Signup to Confirmed. 10. Review the Unique Name that s automatically filled in for you. 11. In Field to Update, set the values to Volunteer Hours and Status. 12. In the Specify New Field Value section, specify A specific value and Confirmed. 13. Save your changes. 14. Click Done. 15. Back on the Workflow Rule detail page, click Activate. 50

57 Customize Rules for Matching Volunteer Signups with Existing Contacts (VolunteersSignUpFS and VolunteersJobListingFS only) When your volunteers sign up from a Sites page, V4S tries to match the person with an existing Contact in Salesforce. By default, V4S looks for an exact match with First Name, Last Name, and . If you re using VolunteersSignUpFS and VolunteersJobListingFS, you can edit custom settings to match against a subset of these fields (for example, just Last Name and ) or against additional fields. Note: The Contact Matching Rule, Contact Match Fields, and Contact Match First Name Fields custom settings apply only to the newer versions of the Volunteers Sign Up and Volunteers Job Listing pages (VolunteersSignUpFS and VolunteersJobListingFS.) 1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. 2. Next to Volunteers Settings, click Manage. 3. Click Edit to edit custom settings as needed. As you can see in Contact Matching Rule, by default, V4S requires matching on all three fields, Firstname;Lastname; . Edit this setting as needed to match on a subset of these three fields, for example, LastName; , or FirstName;LastName. Note: If you re using the Nonprofit Success Pack and the Contact Matching Rule includes , V4S tries to match against Work , Personal/Home , and Alternate . To match against additional Contact fields, you must include in the Contact Matching Rule. Then in Contact Match Fields, for each custom field you want V4S to match on, enter the field s full developer name, including the namespace prefix. Separate fields using semicolons. Note: You don t need to include fields from NPSP; they re automatically checked as long as Contact Matching Rule includes . To match against additional Contact first name fields, such as a nickname field, in Contact Match First Name Fields, enter each field s full developer name, including the namespace prefix. Separate fields using semicolons. Note: Contact Matching Rule must include FirstName for V4S to match against additional Contact first name fields. 4. Save your changes. Customize Rules for Matching Volunteer Signups with Existing Contacts (VolunteersSignUpFS and VolunteersJobListingFS only) Troubleshooting Tip: If signups from Sites pages aren t being recognized as existing Contacts, and you get duplicate Contacts created from signups, check the Sharing Settings for the Contact object. Make sure it s not set to Private. Refer back to Configure Data Access in Organization-Wide Sharing Defaults. Customize Rules for Matching Volunteer Signups with Existing Contacts (VolunteersSignUp and VolunteersJobListing Only) If you re using the older versions of the Volunteer Sign Up and Volunteer Job Listing pages (VolunteersSignUp and VolunteersJobListing), by default they create a new Lead (VolunteersSignUp) or Contact (VolunteersJobListing) record for every new signup. To prevent duplicating volunteer records, you can edit a custom setting to require that V4S try to match the volunteer with an existing Contact in Salesforce. Note: We recommend using the newer versions of the Volunteer Sign Up and Volunteer Job Listing pages instead (VolunteersSignUpFS and VolunteersJobListingFS.) When the Signup Matches Existing Contacts custom setting is selected, V4S tries to match on First Name, Last Name, and . (The fields for matching are not editable.) If V4S can t find a match, it creates a new Lead record. You can have V4S create a Contact record instead by selecting the Signup Creates Contacts if no Match custom setting. 51

58 Customize Rules for Creating Contacts with Specific Record Types Customize Rules for Creating Contacts with Specific Record Types If a volunteer signup can t be matched with an existing Contact, V4S creates a Contact record without a record type specified. If you require these newly created contacts to have a specific record type, such as Volunteer, customize one of the out-of-the-box Workflow Rules to automatically assign a record type. 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Click Volunteer Signup - Contact. 3. In the Workflow Actions section, click Edit. 4. Click Add Workflow Action, and then select New Field Update. 5. Give the action a name, such as Set Volunteer Record Type. 6. Review the Unique Name that s automatically filled in for you. 7. In Field to Update, choose Contact Record Type. 8. In the Specify a New Field Value section, specify your desired Contact record type. 9. Save your changes. 10. Click Done. 11. Back on the Workflow Rule detail page, make sure your rule is Active. If not, click Activate. Specify the Account Name for Automatically Created Contacts (NPSP Users Only) Contacts that are automatically created from volunteer signups have an associated Account that s also created automatically. If you re using the Nonprofit Success Pack with the Individual Bucket account model, set up V4S to assign an Account name that accommodates NPSP. (For users of the Household account model and One-to-One Individual model, the default custom setting is blank and should remain so.) Tip: If you re not sure how you re using NPSP, see Which Account Model Am I Using? 1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. 2. Next to Volunteers Settings, click Manage. 3. Click Edit, then in the Signup Bucket Account On Create field, enter the name of the Account, typically Individual. 4. Save your changes. Manage Time Zones for Displaying Volunteer Jobs Time zones can be complex for some organizations. Salesforce offers multiple ways to set time zone for users, Campaigns, and Jobs. If your operations don t typically deal with time zone differences, you don t need to worry about all the options, and neither does your volunteer coordinator. Simply change the Site Guest User s default time zone to your local time, for all Campaigns and Jobs. If your coordinator happens to plan an event in a different time zone, it s easy for her to make a one-off change for a specific Campaign or Job. If your operations are more complicated hosting events in multiple locations that cross time zones or drawing volunteers from different time zones get familiar with how the Site Guest User s time zone interacts with the other time zone settings. 52

59 Change the Site Guest User Profile s Default Time Zone What happens when... Your volunteer coordinator or another user saves a Shift s Start Date and Time in V4S A different user views the saved Shift s Start Date and Time in V4S Your public website displays the saved Shift s Start Date and Time (on the Job Calendar or Job Listing) A Salesforce displays the saved Shift s Start Date and Time Time Zone Displayed The time zone specified in the user s Salesforce user account, converted to GMT. The time zone specified in the user s Salesforce user account. Users in different time zones see different times. The time in GMT converted to one of these time zones, in this order of precedence: 1. The Job s Volunteer Website Time Zone, if set. 2. The Campaign s Volunteer Website Time Zone, if set. 3. The Site Guest User profile s time zone, if set. If none are set, the time is displayed in GMT. The Default Time Zone specified in your organization s Profile. The only way to control this time zone setting is by changing it organization-wide from Setup, in Company Profile. This is a known limitation of V4S. Change the Site Guest User Profile s Default Time Zone V4S defaults to showing Campaigns, Jobs, and Shifts in the GMT (Greenwich Mean Time) time zone. If your organization prefers a different standard, change the default setting in the Site Guest User profile. 1. Back on your Site Detail page, click Public Access Settings. 2. Click Assigned Users. 3. Next to your Site Guest User, click Edit. 4. Under Locale Settings, change the default Time Zone from GMT to your preferred local time zone. 5. Save your changes. 53

60 Configure Date Time Formatting for the Site Guest User Profile (Upgrades Only) Configure Date Time Formatting for the Site Guest User Profile (Upgrades Only) Starting in V4S version 3.0, we format date time in the backend in Salesforce rather than in the user s browser. If you re upgrading from a pre-3.0 version, update the Site Guest User profile so that the System Note field on Volunteer Shifts is visible to the profile. Otherwise, date time formatting remains inconsistent with the latest version and affects how your Shift times are displayed. Configure Notifications for Website Integration Configure the From Address for Thank You s After you ve specified the Organization-Wide Address, configure alerts to use this address for thank you s. alerts are the s that workflow rules send. 1. From Setup, enter Alerts in the Quick Find box, then select Alerts. 2. Look for the Volunteer-related alerts. 3. Click Edit next to the first thank you alert. 4. Set the From Address to the name and address that you added as the Organization-Wide Address. 5. Save your changes. 6. Repeat this configuration for the other thank you alerts that you intend to use. Configure the Recipients of Signup Notification s When a volunteer signs up on your website, V4S associates the signup with a Contact or a Lead (depending on which signup form you re using and your Contact matching rules). The resulting notification goes to the owner of the Contact or Lead. Organizations often prefer to have signup notifications sent to the volunteer coordinator instead. Make this change in Alerts. Note: If you haven t already created a user for your volunteer coordinator, do that first so that you can designate that user as the recipient. 1. From Setup, enter Alerts in the Quick Find box, then select Alerts. 2. Next to each of the Signup Notification Alerts, click Edit. 3. Remove the default owner and add your volunteer coordinator to Selected Recipients. 54

61 Deactivate the Workflow Rule for Volunteer Signup Contact 4. Save your changes. If you don t change the default recipient, the signup notification goes to the user who owns the existing Contact record, or it goes to the Volunteers Site Guest User if there s no existing Contact. Deactivate the Workflow Rule for Volunteer Signup Contact If you re using the VolunteersSignupFS version of the Volunteer Signup page (recommended), skip this task. If you re not using VolunteersSignupFS, it s safe and recommended to deactivate the workflow rule called Volunteer Signup - Contact. Use the Volunteer Job Signup workflow rule instead, because it uses an template that includes Job and Shift details. Volunteer Signup - Contact uses an template that can t pull in those details, which means a less descriptive thank you for volunteers. If you leave both workflow rules active, volunteers are sent multiple thank you s for the same signup. 1. From Setup, enter Workflow Rules in the Quick Find box, then select Workflow Rules. 2. Next to Volunteer Signup - Contact, click Deactivate. Customize the Volunteers Personal Site Pages Customize the contents of the Volunteers Personal Site pages, and make them look and feel like an integral part of your website. Take a Tour of the Volunteers Personal Site Pages The Volunteers Personal Site page shows volunteers their personal information, upcoming job shifts, and volunteer history. The Personal Site is a Visualforce page like the other V4S pages, but a bit different from the pages that you ve added using IFRAME tags. The header section includes a navigation bar with links to the four pages that make up the Personal Site. You can include different pages if you like. Instead of an IFRAME, the page uses a Site template, PersonalSitesTemplate.page, that defines the page layout and stylesheet for all Personal Site pages. Make a copy of the sample, default template and edit it to match your website's styling. Volunteers request access to their individual Personal Sites by submitting the Personal Site Contact Lookup form. 55

62 Enable Access to Personal Site Pages V4S matches the requestor s information against existing Contacts and if there s a match, s the requestor a unique URL to their Personal Site. You add the Lookup form separately with an IFRAME and style it with CSS. You re also going to configure the Volunteers Personal Site Contact Lookup template that provides the Personal Site URL. Enable Access to Personal Site Pages Make sure that you ve already given the Site Guest User profile access to the Visualforce pages that make up the Personal Site page. Personal Site page names start with GW_Volunteers.PersonalSite. For more information, see Configure Data Access for Visualforce Pages. Customize the Volunteers Personal Site Contact Lookup Page Require Contact Information Match for Personal Site Access When volunteers submit the Personal Site Contact Lookup form to request access to their Personal Site, for extra security, you can require that both the ContactId and the URL parameter values are a match for the Contact. 1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. 2. Next to Volunteers Settings, click Manage. 3. Click Edit, then enable Personal Site Requires URL Match. 4. Save your changes. With this custom setting enabled, the Personal Site URL must include the parameter and its value must match the specified Contact s address. Configure the Sent to Volunteers Requesting Personal Site Access Volunteers who complete the Personal Site Contact Lookup form receive an with instructions for accessing their Personal Site. An template defines the contents of the . Edit the template to configure the Personal Site URL, and edit custom settings to configure the sender name. 1. From Setup, enter Templates in the Quick Find box, then select Templates. 2. Click the template named Volunteers Personal Site Contact Lookup. 3. Click Edit HTML Version. 56

63 Customize the Volunteers Personal Site Contact Lookup Page 4. Replace the placeholder text with the full URL to the Personal Site Contact Info page, which looks something like this: PersonalSiteContactInfo?contactId={!Contact.Id}& ={!Contact. } Note: We enter the URL manually because we can t use merge fields to do it all automatically. 5. Delete the instructions (shown here shaded). 6. Save your changes. 7. Repeat this URL configuration for the text version. 8. Configure the sender. a. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. b. Next to Volunteers Settings, click Manage. c. Click Edit, then in the Personal Site Org-Wide Name field, enter the Display Name that you specified in Organization-Wide Addresses. d. Save your changes. 9. To test your changes, back on the Template Detail page, click Send Test and Verify Merge Fields. 10. Send the to a test Contact associated with your address. Verify that the URL in the clicks through to the correct page and that the sender is the one you specified in Organization-Wide Addresses. 57

64 Customize the Volunteers Personal Site Contact Lookup Page Style the Personal Site Contact Lookup Page with CSS The Personal Site Contact Lookup page uses a cascading style sheet (CSS). V4S provides the VolunteersPersonalSiteCSS.css file as a Document in Salesforce. Customize the CSS with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. Follow the instructions provided for styling the Volunteer Signup page, making sure that you edit the VolunteersPersonalSiteCSS.css file. You can use CSS to style the font and the size of the form (.csscontactlookuppanel). You can change the text of the title and body of the form by editing these custom labels: labelcontactinfolookuptitle labelcontactlookupinstructions IFRAME Tag for the Personal Site Contact Lookup Page Give your web developer this IFRAME tag so they can insert the Personal Site Contact Lookup page into your website. It s just a few fields, so consider adding it as a small content area on an existing webpage rather than as a standalone page. Use the appropriate format for HTTP sites or secure HTTPS sites. Sample IFRAME in HTTP format: <iframe src= PersonalSiteContactLookup frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> Sample IFRAME in HTTPS format: <iframe src= PersonalSiteContactLookup frameborder= 0 scrolling = false height= 600 width= 500 ></iframe> A few reminders to keep your code snippet clean: mydomain is a placeholder value for your domain name. Be sure to include your actual domain name in place of the placeholder text. yoursitelabel is a placeholder value for the Default Web Address. Include it only if you specified one when you created your Site. There are two underscore characters between Volunteers and PersonalSiteContactLookup. If you re using a URL parameter, add it the end of the URL. Separate the parameter from the rest of the URL with a? character. Supported URL Parameters for the Personal Site Contact Lookup Page Use the optional URL parameter in your IFRAME tag to further customize how fields are displayed for volunteers requesting access to their Personal Site. For details about adding URL parameters to an IFRAME tag, see Supported URL Parameters for Both Volunteer Job Listing Pages. Name Language Value en (default) Description Display the labels that have been translated in Salesforce into a different language. Identify the language using a two-character language code, such as en, or a five-character locale code, such as en_au. (See Supported Languages in the Salesforce Help.) 58

65 Customize the Volunteers Personal Site Contact Information Page Name Value Description V4S supports these languages out of the box: Dutch (nl_nl) Enblish (en) French (fr) German (de) Japanese (ja) Spanish (es) You can create your own translations in other languages. See Translate V4S into Other Languages or Customize Terminology. The specified language overrides the language that users have set in their Salesforce personal settings. Customize the Volunteers Personal Site Contact Information Page Customize the Fields on the Personal Site Contact Information Page The four panels on the Personal Site Information page are controlled by a field set for each panel. Edit these field sets (in Salesforce Classic) to display your desired combination of standard and custom fields. Field Set Name PersonalSiteContactInfoHistory (1) PersonalSiteContactInfoUpcomingShifts (2) Object Volunteer Hours Volunteer Hours Description Controls the fields in Your Recent Volunteer History list. Controls the fields in the Scheduled Volunteer Shifts list. 59

66 Customize the Volunteers Personal Site Contact Information Page Field Set Name PersonalSiteContactInfoPanel1FS (3) PersonalSiteContactInfoPanel2FS (4) Object Contact Contact Description Controls the fields in the volunteer s personal information panel in the top left of the page. Controls the fields in the volunteer s personal statistics panel. Supported URL Parameters for the Personal Site Contact Info Page Use the optional URL parameters in your IFRAME tag to further customize individual volunteers Personal Site pages. For details about adding URL parameters to an IFRAME tag, see Supported URL Parameters for Both Volunteer Job Listing Pages. Name ChartDateFormat ContactId (required parameter) DateFormat Value MMM yyyy (default) Contact s 15-character Salesforce ID E m/d/yy (default) Description String format that tells V4S how to display dates on the X axis of the personal Volunteer Hours chart. The default string displays the month as a three-letter abbreviation followed by a four-digit year. For example: Apr You can specify a different string format by arranging these supported character sets with standard punctuation for date formatting (forward slashes, hyphens, commas, etc.). MM Include a leading zero for the first nine months of the year, such as 01, 08. M Display the first nine months of the year without a leading zero, such as 1, 8. MMM Display the month as a three-letter abbreviation, such as Apr (English only). dd Include a leading zero for the first nine days of the month, such as 02, 09. d Display the first nine days of the month without a leading zero, such as 2, 9. yyyy Display a four-digit year, such as yy Display a two-digit year, such as 17. EEEE Display the day as text, such as Thursday. ID of the Contact whose page is being displayed String format that tells V4S how to display Shift dates. The default string displays the day as text, followed by the month, date, and year. For example: Thu 4/16/17. You can specify a different string format by arranging these supported character sets with standard punctuation for date formatting (forward slashes, hyphens, commas, etc.). MM Include a leading zero for the first nine months of the year, such as 01,

67 Customize the Volunteers Personal Site Contact Information Page Name Language TimeFormat Value Contact s address en (default) h:mm tt (default) Description M Display the first nine months of the year without a leading zero, such as 1, 8. dd Include a leading zero for the first nine days of the month, such as 02, 09. d Display the first nine days of the month without a leading zero, such as 2, 9. yyyy Display a four-digit year, such as yy Display a two-digit year, such as 17. EEEE Display the day as text, such as Thursday. E Display the day as a three-letter abbreviation, such as Thu (English only). address that matches one of the Contact s addresses of record. If you specify this parameter, the Personal Site Requires URL Match custom setting must be enabled. Display the labels that have been translated in Salesforce into a different language. Identify the language using a two-character language code, such as en, or a five-character locale code, such as en_au. (See Supported Languages in the Salesforce Help.) V4S supports these languages out of the box: Dutch (nl_nl) Enblish (en) French (fr) German (de) Japanese (ja) Spanish (es) You can create your own translations in other languages. See Translate V4S into Other Languages or Customize Terminology. The specified language overrides the language that users have set in their Salesforce personal settings. String format that tells V4S how to display Shift times. The default string displays the time of day as hour and minutes with a.m. or p.m. For example: 9:30 am. You can specify a different string format by arranging these supported sets of characters with standard punctuation for time formatting. hh Use 12-hour time and include a leading zero for the first nine hours of the day, such as 01, 08. M Use 12-hour time and display the first nine hours of the day without a leading zero, such as 1, 8. HH Use 24-hour time and include a leading zero for the first nine hours of the day, such as 02,

68 Customize the Overall Styling of the Volunteers Personal Site Pages Name Value Description H Use 24-hour time and display the first nine hours of the day without a leading zero, such as 2, 9. mm Display minutes with a leading zero for the first nine minutes of the hour, such as 03, 06. m Display minutes without a leading zero for the first nine minutes of the hour, such as 3, 6. tt Display the time period as am or pm. Style the Personal Site Contact Information Page with CSS The Personal Site Information page uses a cascading style sheet (CSS). V4S provides the VolunteersPersonalSiteCSS.css file as a Document in Salesforce. Customize the CSS with your own CSS styles so that the V4S part of the webpage matches the rest of your website s look and feel. Follow the instructions provided for styling the Volunteer Signup page, making sure that you edit the VolunteersPersonalSiteCSS.css file. Customize the Overall Styling of the Volunteers Personal Site Pages A Site Template controls the overall page styling, header, navigation, and footer for Personal Site pages. V4S provides a Visualforce page that serves as the default Site Template. Make a copy of it and customize the styling of the page components. 1. From Setup, enter Visualforce Pages in the Quick Find box, then select Visualforce Pages. 2. In the list of pages, click PersonalSiteTemplate. 3. Click Preview to open the page in a new window and see the default styling. 4. Because you can t edit a Visualforce page that s part of a Salesforce managed package, make a copy of the template. a. Back on the page detail, select all the Visualforce Markup and copy it to your clipboard. b. Go back to the Visualforce Pages list, and click New. c. Give it a label such as MyPersonalSiteTemplate. d. Review the name that it automatically assigns. e. Select and delete all the placeholder Visualforce Markup, then paste your copied markup. f. Edit any page or object references in the markup to include the GW_Volunteers namespace (see details below). g. Save your changes. 62

69 Tell Your Site to Use Your Copy of the Personal Site Template 5. Edit your copy of the Site Template. Some things to note: Be careful to preserve the jquery, jqueryui and Boostrap Javascript libraries that the template loads, and that other Sites pages also rely on. When referring to any page or object within the V4S managed package, always include the GW_Volunteers namespace. For example, change the page reference, Page.PersonalSiteJobListing, to Page.GW_Volunteers PersonalSiteJobListing. Similarly, change the label reference, Label.labelPersonalSiteJobListingTitle, to Label.GW_Volunteers labelpersonalsitejoblistingtitle. The <apex:stylesheet> tag is used to include VolunteersPersonalSiteCSS.css for all the pages to use. The <apex:insert name= body /> tag indicates the area where content from the Personal Site Visualforce pages is inserted. Tell Your Site to Use Your Copy of the Personal Site Template Edit your Site s Site Template property to specify the page that you created based on the sample, default template. 1. From Setup, enter Sites in the Quick Find box, then select Sites. 2. Under the Action column, click Edit. 3. In the Site Template field, click the lookup icon. Search for and then select your newly created Visualforce page. 4. Save your changes. Limit the Display of Jobs on the Volunteer Report Hours Page (in Personal Site Pages Only) When a volunteer reports hours, the Volunteer Job picklist by default displays the Jobs that are active, under active Campaigns. To display only the Jobs where the volunteer has an existing Volunteer Hours record, enable the custom setting that applies this filter. Note: This custom setting affects the Volunteer Report Hours page within the Volunteers Personal Site Pages only. 1. From Setup, enter Custom Settings in the Quick Find box, then select Custom Settings. 2. Click Manage next to Volunteers Settings. 3. Click Edit. 4. Select Personal Site Report Hours Filtered. 5. Save your changes. More Personal Site Customizations To change the wording of onscreen text, messages, and warnings on Personal Site pages, you can override the existing text in custom labels, or create your own translations in other languages. Look for the category of custom labels starting with PersonalSite. For more information, see Edit Custom Labels. 63

70 TRANSLATE V4S INTO OTHER LANGUAGES OR CUSTOMIZE TERMINOLOGY V4S is available in Dutch, English, French, German, Japanese, and Spanish. To help V4S speak the language of your volunteer program, you can replace the existing onscreen text (labels) with alternate text that uses your organization s terminology. Or you can translate all terms in the app into another language. Enable the Translation Workbench Use the Translation Workbench, a standard Salesforce tool, to manage translations into other languages and custom terms in the same language. Enable it for the languages you support, and then see how it handles common tasks for translation and customizing terminology. 1. From Setup, enter Translation Settings in the Quick Find box, then select Translation Settings. 2. If this is your first time enabling the Translation Workbench, click Enable. The Translation Workbench displays the supported languages. 3. For each language you support: a. Either Edit an existing supported language or Add a new one. b. If you re adding translations for a language, assign translators by moving users names to the Selected List. c. While the translation is in progress, leave the Active setting disabled. Remember to come back when the language is ready for use and make it Active, which makes it available to users who choose it as their personal language. d. Save your changes. Override the Term for a Field or Button A common terminology task is replacing an out-of-the-box term with your own term. Let s override a term for a button to see how to do overrides in the same language. 1. From Setup, enter Override in the Quick Find box, then select Override under Translation Settings. 2. Specify the item to override. 64

71 Translate V4S into Other Languages or Customize Terminology Edit Custom Labels a. Select the Volunteers for Salesforce Package. b. Select the Language. c. Select a Setup Component from the list of translatable customizations. Only certain components can be overridden or translated. d. Select the Object that has the item to override. This final criteria determines which values can be changed. 3. Double-click in the Label Override column, in the appropriate row, and enter the new label value. 4. Repeat the label override as need for other items. 5. Save your changes. Edit Custom Labels The V4S Sites pages use labels whose values can be changed. While you can t directly edit these label values, you can override the default value by translating them into English or any of our other supported languages. For example, you may want to translate some of these labels: Label labelcolorvalues labelcontactinfolookuptitle labelcontactlookupinstructions labeleventinthepast labelexternalsignupurl labelpersonalsitecontactinfotitle labelpersonalsitejobcalendartitle Description The color scheme for Jobs and Shifts on the JobCalendar. The title for the Contact Info lookup form. Instruction text for filling out the Contact Info lookup form. The text that displays for past shifts. The link text for an External sign up URL. The link text for viewing your information on the Personal Site page. The text for the Job Calendar link at the top of the Personal Site page. Site page the label appears on GW_Volunteers JobCalendar GW_Volunteers PersonalSiteContactLookup GW_Volunteers PersonalSiteContactLookup GW_Volunteers VolunteersJobListingFS GW_Volunteers VolunteersJobListingFS GW_Volunteers PersonalSiteContactInfo GW_Volunteers PersonalSiteContactInfo 65

72 Translate V4S into Other Languages or Customize Terminology Translate the Contact Volunteer Skills Picklist Label labelpersonalsitejoblistingtitle labelpersonalsitereporthourstitle labelpersonalsitetitle Description The text for the Job Listing link at the top of the Personal Site page. The text for the Report Hours link at the top of the Personal Site page. The title that appears on top of the Personal Site page. Site page the label appears on GW_Volunteers PersonalSiteContactInfo GW_Volunteers PersonalSiteContactInfo GW_Volunteers PersonalSiteContactInfo 1. From Setup, enter Custom Labels in the Quick Find box, then click Custom Labels. 2. In the list of labels, click the name of the label you want to edit. 3. Click New Local Translations/Overrides. 4. Select your language. 5. In the Translation Text box, enter the label you want to use. 6. Click Save. If you go to the Site page where this label is used, you see the new text. Translate the Contact Volunteer Skills Picklist Let s translate the values in a picklist so that you see how to translate terms into another language. 66

73 Translate V4S into Other Languages or Customize Terminology Export All Translatable Terms for a Language 1. From Setup, enter Translate in the Quick Find box, then select Translate under Translation Workbench. 2. Specify the item to translate. a. Select the language you re translating into. b. Select Picklist Value for Setup Component. c. Select the Contact Object. 3. Find Volunteer Skills in the menu, then click Double-click in the Label Translation column for each term, and enter the translation for the picklist value. 5. Repeat the label translation as needed for other items. 6. Save your changes. Export All Translatable Terms for a Language Export a translation file for a language to generate a list of all the translatable terms. The exported file can help your first-time translations and also help translators stay on top of label changes that affect their translations. 1. From Setup, enter Export in the Quick Find box, then select Export under Translation Workbench. 2. Select Bilingual. 3. Click Export. 4. Look for the from Salesforce confirming the export is done. 5. If you re working in Lightning Experience, switch to Salesforce Classic so you can access Documents. 6. Go to the Documents tab. If you don t see the Documents tab, click the + icon at the end of the tab bar, then click Documents in the list of All Tabs.) 7. Go to the My Personal Documents folder. Next to the name of your exported.zip file, click View to save the file to your computer. 8. On your computer, extract the.zip file to get a translation file for each language that your Salesforce org has enabled..stf files are tab-delimited text files in the Salesforce translation format. 9. We recommend renaming the file extension from.stf to.txt, so that when you open it in a spreadsheet program like Microsoft Excel, you can specify how the file is structured. If you re warned that renaming file might cause it to become unusable, confirm that you do want to rename it. 67

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