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Get Started: Salesforce Fundamentals for Nonprofits

Get Started: Salesforce Fundamentals for Nonprofits


broadcast is now starting all attendees
are in listen-only mode Hello everyone! Welcome to “Salesforce Fundamentals for Nonprofits.” If you work at a non-profit and are brand new to Salesforce then you’re in the right place. This presentation is the first step in your
Getting Started journey. Today we’ll cover the basics of what Salesforce is and give you concrete steps to get started using Salesforce successfully. We’ve got a lot of material to go over. So we’re just going to go ahead and jump
right in my name is Kristin Dorage. I’m a manager of Nonprofit Success
Content here at Salesforce.org and with me today is Anne Crawford. Hi everybody, my name is Ann Crawford, I am a Success Content Specialist on Kristin’s team. I am also a Lightning Platform
Advisor which means I spend a lot of my time thinking about Lightning. Which is
our user interface great so this complicated slide. Basically says that you should base your purchasing decisions only on products and services
that are currently available. Not on any forward-looking statements we might
make about product still in development as you sit in on more Salesforce
presentations you will see this slide a lot. Welcome to Salesforce! If you have a question during this presentation, you can post it in the question widget of
the GoToWebinar control panel. We’ll be monitoring it throughout the
webinar. We’ll try our best to answer all of your questions. Also we’re recording the session we’ll send you the recording and the slide
deck in an email after the webinar. If you happen to be watching a recording of
this webinar on YouTube and have questions please visit the “Getting
Started” group on the Power of Us Hub. The Power of Us Hub is an online community
of nonprofit and education institutions using Salesforce. We highly recommend
you check it out ask questions and learn from your peers. Our agenda for the
day is to begin with a conversation about what Salesforce is and who’s who
in Salesforce ecosystem. Then we’ll talk about what to expect on your
first journey and key things to consider as you get started and that we’ll
review the basics of the Nonprofit Success Pack. Which is the app that most
of you will be using and our focus is going to be on relationship management
in the Nonprofit Success Pack. We’ll do a couple of demos to show you how to
navigate Salesforce and set things up. Then finally we’ll talk about
resources and discuss next step. Let’s start off with a poll theirs
going to be a two-part poll. The first question is “What is your familiarity
with Salesforce?” I’m going to go ahead and launch it and you’ll see a screen
pop up and you can select one of the following. Maybe you’re brand new, you don’t know anything about Salesforce. Maybe you
know a little bit you’re just starting to learn, perhaps you know the basics
like you can do your job but you want to learn more or maybe you’re a pro in
which case what are you doing here? Alright we’re collecting responses 75%
of voted. Let’s see if we can get to a hundred few more folks needs a little go
ahead and make your selection all right three two one. I’m gonna go ahead and
close the poll and share the results So most of you are brand new,
perfect you are in the right spot and some of you know a little bit. Wonderful
we’re super happy to have you here! Great thank you and then for the one of
you just a pro this might be a little boring but happy to have you here.
Anyways, all right I’m going to launch actually another poll as well. Which is
about “How long does your organization been using Salesforce?” So this is about your organization that you’re currently at maybe organization is not yet using Salesforce but you’re maybe thinking
about implementing it. Maybe you’ve implemented it within the last year
maybe they implemented within the past one, two, three or have been using filters
for four or more years or maybe you’re just not sure. All right thanks for submitting your answers or at about 80% anyone else? Okay three two one we’re going to go ahead and close it and here are the results.
Perfect wow so most of the organizations are not yet using Salesforce but they’re
considering implementation. We’re gonna have a lot of great resources for you.
There are a few that have implemented recently. Some organizations
have been using it for a while. So perhaps they’ve been using Salesforce
for a while but we’ve got some new Admins on the line. Great thank you all! Okay let’s keep going, so we’re gonna
start with a conversation about “What is Salesforce?” Just to make sure we’re all
on the same page and we know exactly what it is we’re talking about. Salesforce is the world’s number one CRM platform. CRM stands for Customer
Relationship Management and as the name implies Salesforce was created for sales
businesses to manage their relationships with their customers. So not only is
Salesforce store all of the company’s customer data in one place, it also
provides advanced automation capabilities and very cool reporting
functionality that can help companies track and analyze the performance over
time. In addition the Salesforce platform is really flexible so it can be customized to meet any organization’s needs. Now before you start thinking
you’re in the wrong place know that Salesforce is used by nonprofits too. In
fact over 30,000 nonprofits of all sizes use Salesforce to keep track of their
clients, donors, board members and volunteers. They use all the same amazing
recording and automation functionality but instead of for sales they use it to
track their fundraising, manage their programs, and better engage with
constituents. If you’re wondering “How is it possible that these nonprofits are
achieving success using a sales tool?” Let me explain, more than ten years ago a
small group of tech savvy and nonprofit savvy individuals realized that they
could customize Salesforce to help nonprofits. So this small group took advantage of Salesforce’s open source technology and working alongside lots of nonprofit change makers. They built a non-profit focused tool that
sits on top of the Salesforce platform. The end product of this group of Trailblazers created, is an app called a Nonprofit Success Pack or NPSP. We’ll
show you this tool later in the demo. It’s important to know that NPSP is an
app that sits on top of Salesforce enterprise platform. It’s primarily
customized to help nonprofits with fundraising. It’s also open source and
ever-evolving as we continue to implement great new features and respond
to the needs of our community. By the way the tradition of working community with
our customers to customize Salesforce to better meet the needs of nonprofits
continues today. Salesforce.org host community Sprint’s around three times a
year. Which nonprofit professionals Salesforce staff, Admin, and Developers all
get together to make improvements to the tool. “Who is Salesforce.org?” Salesforce.org is a social enterprise that was founded to put Salesforce’s technology into the
hands of organizations. Working to make the world a better place for the
philanthropic arm of Salesforce.com Those of us delivering this webinar
today work at Salesforce.org we believe that technology is the most powerful
equalizer of our time. Our organization focuses on three areas providing Salesforce technology for free, steep discount to nonprofits and
education institutions, giving grants to organizations focused on education and
workforce development, and building community to spark innovation and foster
a culture of volunteerism. Our ultimate goal to help nonprofits and education
institutions accelerate their impact using technology. As you explore the
Salesforce ecosystem you will hear a lot of talk about clouds. Over here at
Salesforce.org, you’ll likely hear about Nonprofit Cloud, Education Cloud, and
Philanthropy Cloud. On the Salesforce.com side you’ll hear things like Sales Cloud, Service Cloud, marketing cloud etc. All of these clouds refer to the set of solutions designed to meet a certain need. The Nonprofit Cloud for
example refers to all of the Salesforce tools technology and resources designed
to meet the needs of a nonprofit community. Within the nonprofit cloud, you have
access to all of these amazing resources. First you have access to Salesforce’s
powerful enterprise level technology, then you have access to Salesforce.org
own applications like the NPSP and other services. Which I’ll talk more
about later, in addition there are partner organizations that can help you
implement and customize Salesforce. There are apps on the App Exchange that you can add on to your Salesforce instance to expand its capability. There are also two wonderful communities of Salesforce customers that you can join.
There’s the Power of Us Hub, which we spoke about earlier and then there’s the
Trailblazer Community which is run by Salesforce.com. Both of which are
fantastic places for you to learn and ask questions. Alright now that we know
what Salesforce is and who all the key players are in the ecosystem.
Let’s talk about “What you can expect on your Salesforce journey” You’ve probably
already done the stuff but in case you haven’t the first thing to do is to sign
up for a free 30-day trial on the Salesforce.org website. During the
process of signing up you can indicate that you want a trial of the NPSP then
you should apply for the Power of Us Hub program. Again, do this through the
website and it’s easy you just have to provide information about your
organization and verification of your 501c3 status. Once you’re accepted into
the program your free trial org will become your organization’s official Salesforce instance. That will include your ten donated licenses and if
you’ve never heard of a “Salesforce Instance” or a “Salesforce Org” those terms
just refer to your company’s salesforce system. Now that you’ve taken the first
step “What else can you expect on your own your Salesforce journey?” There are 7 key expectations we want to review with you. The first thing to keep in mind
as you get started, is that Salesforce is a platform. A lot of organizations
will sign up get their 10 donated licenses and expect to start using
Salesforce right away, but a platform means that for the most part you don’t
just turn it on and start using it immediately even though NPSP contains a lot of awesome functionality for a non-profit. You will likely need to make
some customizations that the tool meets your organization. So if you want to do things like indicate that a contact is both a board
member and a volunteer, “How do you do that in Salesforce?” Well there are lots
of ways, it all depends on how you want to enter the information and what you
plan on doing with it. So get ready to make lots of decisions, there are a
million ways to peel potato with Salesforce. Also given that you will need
to make lots of decisions about “How to set Salesforce up?” you’re likely going to
need lots of staff participation this isn’t a technology project. Where you
hand it off to the IT team and they come back in six months with a product. Nope,
implementing Salesforce requires participation from key people in your
organization. “End User” is the term that we use for people that will use
Salesforce to do their jobs. For example, think of a Development Associate who needs to enter information about donations. You’ll want to talk to a lot
of End Users during implementation to see what their needs are. That you can configure Salesforce properly for them. The most important role you’re going to have to define is your Salesforce Administrator. This is the person who
will configure Salesforce for your End Users. They use what we call “clicks”
not “code”, so that means you don’t need to know any fancy coding language to
configure Salesforce. The Admins will need to work closely with End Users to
make sure the system meets their needs. So this may entail adding fields,
modifying page layouts, setting up security, importing data, and all of this
stuff we’re going to talk about later on. I’ll share a lot of resources with
you in case those of you watching this webinar are new admins and need to learn
how to do all of this. There’s the Executive Sponsor, this is
the person who champions the Salesforce project, they set the vision for
Salesforce, they encourage staff to use it and they guide staff through the big
changes that come with using a new system. This is also a really important
role implementing Salesforce requires an
ongoing commitment of time energy and depending on your needs sometimes money. So it’s important to have Executive leadership that carries the organization
through the transformation. Let’s talk a little bit more about the System
Administrator. Your System Administrator or “Sys Admin” as I said before is
responsible for the upkeep configuration and reliable operation of your
Salesforce Org. They’re going to do things like add and deactivate users,
customize the system, train people how to use the system, and troubleshoot problems
when they arise. So you can either hire a person who already has this skill set or
you can invest in training and existing staff member to take on this role. So in addition to technical knowledge, Admins also need to have a lot
of soft skills like creative thinking and strong problem-solving skills.The coming of Sys Admin comes with a lot of power. As you may remember from
Spiderman with “Great power comes great responsibility.” So make the decision
about who your Sys Admin is carefully. “What else can you expect on your
Salesforce journey?” Well we like to say that Salesforce is free like a puppy is
free. Everyone loves puppies right? Until you realize you have to spend time
training them how to go to the bathroom how to not chew on furniture. What I’m
trying to say is the process of customizing Salesforce takes time and
energy. Yes sometimes money, so depending on your organization’s needs
you may need more than the 10 donated licenses that come with the power of us programs. You may also get additional functionality that’s not included with
Salesforce. So you might need to purchase an app and apps often have
their own licensing cost. If you’re trying to budget for your Salesforce
implementation and you’re not sure how much to set aside. It’s worth it to talk
to your Salesforce Account Executive or certified silver consulting partner.
Have them help you create an estimate. By the way partners cost money too
but just like a cute puppy, investing in these expenses is worth it. As I mentioned before, Salesforce is a
platform and it will likely take some time to set up. I think I mentioned
this initial process of setting up a system is called implementation. So if
they’re using a partner to help you with implementation, the partner will likely
ask that you tell them your requirements or your needs for the Salesforce system.
If you’re not using a partner, then you’ll need to spend some time learning
how to configure the system on your own. Then of course your users are going
to need to learn how to use the system and you’ll need to dedicate time to
ongoing maintenance. So all this to say is let’s be realistic about the time
needed for both implementing Salesforce and maintaining the system. I don’t
mean to scare you but I just want to emphasize.. Salesforce is more than just a
database where you put your stuff. It’s a system that can transform how your
organization works but to make it useful you need to commit time and brainpower
to adopting and maintaining this tool. With some systems, you might ask the
question “How do I do X?” The system will tell you one way of doing it
but as I mentioned before Salesforce is highly customizable and there are lots
of ways to do the same thing. So the answer to “How?” is often depends on your budget, your goals, your timeline, and your preferences. I encourage you to make a wish list of all the things you want all the pain points you wish to alleviate. If you’re using a consulting partner ask them to tell you “What’s on your list is easy to do?” “What’s hard to do?” and “What’s
expensive to do?” If you’re not using a partner, asking the Power of Us Hub and
the questions I’ve included here on the fly or things you will definitely need to consider before implementation. Once you know what you want to do prioritize
and then plan to move in phases with the core functionality first. Just be
honest with yourself as an organization “What’s necessary to have?” “What’s nice to
have?” Implementing Salesforce is kind of like moving to a new country, you
might be full of excitement at first but then after the honeymoon phase is over
you may start to miss the things that we’re familiar and become frustrating at
things that are hard or difficult to learn. After a few months we slowly
adapt and it’s the same as Salesforce making the switch to Salesforce can be a big deal. It offers a big amount of flexibility and power but it’s a big
shift for a lot of people and for many nonprofits it’s a big change in how you
engage with technology. It’s important to be patient with your learning curve
and give yourself room to adapt to the technology and as with any big change,
change management will be needed to make sure that the sponsor is ready to usher
staff your exchange. Finally if setting up Salesforce is something
you’re not comfortable with or you don’t have the time or capacity to dedicate to.
We highly recommend talking to a certified Salesforce Org partner. While
engaging a partner may come at a significant one-time cost, this is
usually money well spent. Partners have years of experience
helping nonprofits implement NPSP in a way that supports your nonprofits
business processes and allows the room for future growth. Most partners will
also include training hours in their implementation cost so they should teach
you how to maintain your Salesforce instance on your own. So that when they
leave you’re set up for success before I pass things over to Anne Crawford
and we start learning about the NPSP. Let’s just talk quickly about one sample
story, this is a true story about how one non-profit educational organization
handled their sole source implementation. They had been using an Access database
they knew they wanted to move to NPSP but they didn’t have the capacity to do
it themselves. So they hired a partner and this partner
did most of their data cleanup. They figured out the required data structure
and did their data mapping for them. They also added custom fields and objects and then they trained the person who would then become the organization Salesforce
Admin. When they started out with NPSP, they started using it primarily for
fundraising and they had about 10 users. Then later on they built out
additional functionality to track their program data. It took them about six
months from the time they made the decision to go with Salesforce to when they went live with their fundraising, using NPSP for
fundraising. I also just wanted to mention that the Admins role during
implementation was to gather requirements from staff and relay them
to the partner. They met with a partner regularly during the implementation to
answer questions and make decisions. They learned how to clean up data and then they also got trained on how to manage their Org. Any questions come up during that section? I know I’ve been talking a lot I’m gonna share with you some of
the basics about the Nonprofit Success Pack, which is the application that sits
on top of the Salesforce enterprise platform. One way that we like to
think about NPSP is with a house analogy. so what we are doing is talking about
salesforce it’s like purchasing the base model house in a new housing development. When you walk into your model home you see a house with a pretty standard
layout and since this is a nice housing development in our analogy it has most
of what we need. You just need to select your fixtures and finishes and
you’re ready to move in. So what you see in this diagram is a Salesforce with
NPSP. It is move-in ready with the capabilities you see here fundraising,
communications, case management, volunteer management, reporting, and relationship
management. All the houses in your new neighborhood look alike when you
move in but after a while people start to make houses their own. one may or may not add a new deck while another will put in a picket fence. Another will change out the gas
heating for a heat pump or even add a new room. So with Salesforce you can do all the same things. There are many ways to
customize, you can add an app from the App Exchange. Which is our online
marketplace for applications you can build out a custom app yourself that you
design or you can use process builder workflow rules. Which are process
automation within Salesforce to automate some of your work and ensure data
consistency. As we’ve seen Salesforce and NPSP
includes a lot but it can’t do everything. We want to specifically
call out some of the things that an NPSP does not include just so that you are
aware. NPSP does not include online payment processing through your website.
It also does not include auction management and you can send up to 5,000
individual emails per day through Salesforce. NPSP does not include
email marketing automation there are options for all these on the App Exchange. They may come at an additional cost you can check out a group in the Power of Us Hub. we call the consumer reports an App Advice Group for more information and recommendations from other nonprofits like yourselves.
Another thing to be aware of is, Salesforce is not meant to be an
accounting software. Most nonprofits continue to use QuickBooks or some other
accounting system of record outside of Salesforce. You can work with your
accountant to determine what information he or she needs from Salesforce reports.
You can check out accounting solution on the App Exchange before we start
working on talking about our objects, we want to share a little
bit of basic Salesforce terminology with you. You’re probably all familiar with
Microsoft Excel and perhaps your organization has used Excel in a ways
similar to what we here see here for organizing household, contacts, and
donations in Salesforce. We call each of these worksheets an object. We have a
worksheet related to our households. Another worksheet related to our
contacts. Another one related to our donations. In Salesforce sees with each
be an object and then across the top we see fields. Those are our columns in Excel. In Salesforce we would call those fields. Then we also have
records which in Excel are rows in Salesforce their records the age of the
individual but once you’ve created your worksheet you’ve created your fields. Now
you can add individual records which for all your different data one
row for each record and then this is what it looks like in Salesforce. We
have our object at the top, we have our account object here. In this example, we
have our fields which correlate with the fields up at the top in Excel. Then
we have our individual records where we enter our data. So today we’re going
to cover the basics of the CRM. Which stands for Constituent Relationship
Management or in the nonprofit context or Customer Relationship Management in
the for-profit the context. Although people use both terminology regardless of whether you’ll be using NPSP for fundraising program management or
engagement or even all three. This is the foundation, so let’s make sure you are
familiar with some basic information. We’re going to talk today about some Key
Objects that we use in the Nonprofit Success Pack. These are important
because they form the core of the of the way the NPSP works. Let’s move
on to detail about each one of these individually so we understand how they work together. First we are going to talk about contacts. “What is a contact?”
Contacts are individual stakeholders in your organization. They must be
connected with an account, so an example of types of contacts include donors,
members, clients, partners, volunteers etc. Any type of person that your
organization would engage with. Accounts our households companies or other organizations that you have a relationship with. In NPSP we have
two types of accounts that you can create households or organizations.
“What is the difference?” Household accounts are used to track surprise donor or member households. This is where one or more people live. NPSP has
functionality to track and address information for the household and it
generally keeps the contact and household address in sync. Let’s start from the top so an accounts and contacts accounts our
households and companies or other organizations you can have a
relationship with. In NPSP we have two types of accounts you can create one
is household and one is organization. What the difference is, is on the left we
see a household and those are used to track donor or member households this is
where one or more people live. NPSP can track address information for that
household and it generally can keep the contact and household address in sync.
There are settings to change this if need. Then organization accounts
are used to track any other related organizations or businesses such as a
funder a corporate, donor, vendor, business entity, school, church, youth center..
anything that is basically not a household. In NPSP and this is
differen,t if you’re used to using standard Salesforce here’s a here’s a
critical difference. In NPSP a household account is automatically
created when you create a contact. We’ll see how this works in the demo once you’ve created a household you can add additional household members to it. Organization accounts are reserved for funders corporate donors things like
that, that are not household. One question that often comes up is “Why do we need accounts if we’re just dealing with individuals?” We think of an
account kind of like a container for your contacts. Which just tracks things
about where they live and you can aggregate donor and other information
for their household. An affiliation connects a contact to an
organization. This could be any kind of organization like we mentioned
college, school, business, foundation etc. The contact can have many
affiliations because he or she probably has connections with many organizations.
You can designate one affiliation as that contacts primary affiliation. For most nonprofits we recommend that you use the primary affiliation to track
that contacts current employer. If an affiliation can connect a contact to an
organization. How do you connect to contacts? We have an object in NPSP
called relationships that can connect one contact to another contact. This
could be any kind of personal connection family relationship personal
relationships which is friend professional relationships such as
teacher or mentor. The relationship can be reciprocal so mother-daughter or
teacher-student there’s functionality. Then NPSP to automatically create
that and then I have this in the main slide as being optional so that there is
a standard object in Salesforce it is called lead. Leads are really
prospective stakeholders in your organization. They may be interested in
your organization but don’t have a deep enough relationship to consider a
contact quite yet. Examples of this would be somebody who signed up for your email newsletter but you have no other information about them other than your
their email address. Somebody who downloaded a white paper from your
website. Maybe a community member who came to your monthly fundraising open
house. Somebody who signed a petition circulated by your organization. These
are people you want to get to know better and hopefully convert to a
contact. Be aware that not every organization chooses to use leads. They
simply keep everyone as a contact for simplicity sake. Which is absolutely fine
other organizations don’t have a choice because their email marketing solution
requires that they use leads. There are pros and cons using lead so
consider the following. Rhere should be a clear use case and you will need to
establish criteria for at. What point you would convert a lead to a contact? Maybe
it’s when they make a donation. Maybe it’s when you get address information.
Uou just need to establish some criteria their staff will also need to be trained
to understand the difference between leads and contacts. Just to be aware
of code reporting can be a little bit more complicated because you’ll need to
gather metrics from both leads and contacts. You’ll need to manage
configuration of a more complex business process. There is information on the
Power of Us Hub on making this decision. If you just search for leads in the
search you should come up with some information there. I think there’s an
article but I don’t have a link on this okay. so let us get right into NPSP so I can just show you quickly how it works to create a contact
household affiliation and a relationship. I’m gonna go in to my demo org. Here is the NPSP, this is what it should
look basically like when you log into Salesforce for the first time. Across
the top we have the objects. Here we have accounts, contacts, leads, opportunities
etc. The first thing we’re gonna do is take a look at a contact. If we
click on this little carrot thing here we can see our favorite contacts. these
and ones we’ve marked as our favorites we refer to them a lot. We also have
our recent records, these are contacts we’ve looked at recently. If we want to
create a new contact we can do it here. First before we create a new
contact, the thing you want to do is search. Always search to make sure we
don’t create duplicates so you don’t want your users just coming in and
starting to create new contacts the person sitting next to them is
creating the same contact. That’s that’s a big problem in any database.
Let us talk we have a new contact we want to look at. We just met at an event
Victor Jones. We’re just going to search in the top this is called our
global search. We do not have any contacts here if I want to make sure
that it did show that I can just click this contact box here. I still
don’t have anything so I can feel pretty good about creating a new contact there.
I’m gonna just click new contact and I’m gonna just gonna fill out some key
details. I’m gonna say Mr.Victor Jones and if you’ve worked in Salesforce
in the for-profit context you’ll know that you need to add an account name
here in Nonprofit Success Pack you do not do that you leave it blank. The
household will automatically be created by code that fires behind-the-scenes
when you save. I know we have some people in the call who have worked
extensively with Salesforce in a different contact. I just want to
point that out, so leave account name blank. Then if you know where the person
works you can add the primary affiliation here.We have here
some in from some accounts we have worked with recently or I can create a
new one in this symbol. He works at tangerine I see that doesn’t exist so we can create a new contact really quick. It’s going to be an organization Tangerine Corporation I could add some key deeper details here for now I’m just gonna leave it blank. Now I’ve got a primary affiliation. I’ve got a pick list here attorney.
Now I want to add some key details so Victor Matt Jones.com personal email gender male etc. Now when I click and
save my new contact it automatically creates the contact record. It’s
created a new household account so this is what the contact record looks like.
Pretty straightforward the same fields we saw already and now when we click
over to our related records. We see that we have a primary affiliation here for
Tangerine Corp where Victor works. Then what happens if we want to add
another member of to Victor’s household. How we do that? We actually go over
to his household records so we’ve the Jones household here. You see that
Victor Jones is a contact in the Jones household. NPSP has a button called
manage household so we’re going to click on that button and this page takes a
little bit of time to load. You can see that we have everything we need to
manage our household. We’ve got one household member right now if we want to
add a second member we can search for that person so you have Victoria Jones.
We have some other Victoria’s we can see but we don’t have Victoria Jones. We’re gonna add a new contact here Ms.Victoria Jones go so we’re gonna correct that. Now we have Victor and Victoria Jones. We can add an address here can either select in these existing address. Which we don’t
have one but we can add a new one. Let’s just say 50 Fremont except that it’s the address for the household. Then notice down here there are some
greetings automatically created. We have the Jones household we have auto formal greeting Mr.Victor Ms.Victoria Jones and informal Victor
and Victoria. If your spouses had different last names it would reflect
that as well. It’s a Mr.Victor Jones and Ms.Victoria Smith for example it’s
it will adjust for that automatically. Then if I wanted to create a
different primary contact I could set that here and then we just save. Then I also want to show you how I
can create a relationship between these two. If I want to indicate that these two
are married I’m going to click into Victor Jones his contact record. Then
I’m gonna click on this button here that says new relationship I say Victor Jones. I wanted to spouse Victoria Jones. I’m gonna say safe so now I have Victoria Jones spouse and if I had additional information of relationships
I could see those here. That is that demo, do we have any questions? I
should answer before moving on to the next section. One question is “Can an organization be a lead?” No an lead can be a person I was gonna say when you capture lead information you can have them record the first and last
name. Also the company and then there’s functionality in NPSP that will
automatically create the household account and then create a primary
affiliation to that new company. The question is about she works at a
food bank and they need a way to track onboarding with new partner agencies but
for happily engaged engagement plans or something like that could be useful
there. yeah I think that leads is not the I mean yes absolutely that’s a neat but leads is um that’s not what Leadss were
designed for. Yeah you might need to create a separate onboarding yeah
like Kristen you suggested engagement plans might be a good
resource for that. That would be a great question for the Power of Us Hub
because there’s like Kristin say at the beginning there’s lots of ways to do
things in Salesforce. So you know and there are other food banks so they may
be given a big help you with that. Another quick question came up
about duplicate households and contacts can you talk a little bit about
duplicate management. Duplicates is a pain point for every
Salesforce or user of any database not just Salesforce. NPSP has some
functionality it’s not a tab that’s here in the NPSP it’s over in a
different tab. It’s called contact merge, what we recommend is that you
would use this NPSP contact merge because then it will automatically ask
you if you want to combine the households. How you want to handle that
because you may have households gifts donations on them you know
other information you don’t want to lose when you merge. You can pick up to
three contacts to merge. Then it will help you manage either taking the person
out of an existing house household or merging those households together. The
last question is about primary affiliation and why is this not a
relationship I might not be understanding the question correctly but
can you talk about primary affiliation? An affiliation in general is a relationship between a person and an organization such as a
company or you know other other sort of organization. The reason you’d have a
primary one is because on the contact there’s one field for it here.
The primary affiliation but if you have other affiliations they’re listed here.
The only one record can populate the primary affiliation field on the contact
but if I go into related contacts here I can actually create new affiliations
that are not the employer. Having trouble seeing the button here that says
new on my screen just because of the ways a where the GoToWebinar panel is.
Our relations are for organizations and contacts and relationships are for
context to contacts. That’s the main takeaway there
that’s the maintain there and that when you’re new it can be a little while to
get your head around that it’ll start turning. There’s our Salesforce objects okay so now on navigating Salesforce. I showed you this in the main screen and then our second demo look we’ll come back to this and I’ll
take you through the whole thing so I’m not gonna spend a lot of time on this
slide here. This is more for references for people who get this after the fact Other things you need to set up One of the first things that you will want to do before doing anything else is make sure your organization’s
information is up-to-date in Salesforce. When you downloaded your free
trial you were asked to say what your time zone was etc but you will want to
go to setup and double-check your company information. I’ll show you
how to do this in the demo and some of the things you can do here is set your
organization’s primary contact. If Salesforce needs to contact you
your default language local timezone currency and the start of your fiscal
year month so a lot of important stuff there. Then when you download your
free trial of Salesforce you also automatically is if you were there’s
always one user and that’s person you created the trial if you want to add
second or more users you’ll just you’ll need to do that. We’ll show you how
to do that in the demo as well. The last thing that you want to do is
when we looked at our contact and household and greetings those were all
Auto created based on a formula that we set in a tab called NPSP settings. You
can see here on the slide there’s various options here we had the default
one which is last name household but you could have other options as well so
depending on your preferences. The same for the formal and informal
greeting so if you have a legacy nonprofit or charity where mr. and mrs.
John Smith for example is traditional you can do that or you can do a more
your more modern you know with both both spouses names in it and the same
for the informal greetings. Let us just hop back into the demo and we’ll show you all those things let’s go back to getting started okay so we already talked about/ this here at the top and I already
showed you global search what I didn’t show you was you can actually filter by
object. If you know you’re looking for a contact or you know you’re
looking for an account you can filter that. That’s particularly
helpful if you have a lot of records like we do here at Salesforce I use that
a lot. If I were in a smaller nonprofit you might not need that. This is
favorites so you can actually on any record where you’re working so
Victor Jones we could just click star and that record to be saved as one of
our favorites. That’s just a really helpful way to get
to records you use often this button is called quick create for a global global
action. We can just do new contact new organization right from here rather than
at the object by clicking down here. Clicking new either way works
this is Salesforce help so you can add custom documentation for your
organization here or it appears here you do it in setup this would be URLs to
stuff that’s particularly to your organization that you want your users to
see or you can link to things like the Power of Us Hub we also have some
community created resources such as how-to videos, that will take your users
how to create a contact, how to create an affiliation, some of the things I just
showed you in that demo you can you can point your users to that and some
additional resources that your users can check out as well. Then as an Admin
if you ever need to file as a technical support ticket you can do that here and
then setup we’ve talked about that a lot here is where you get that and I’m gonna
come back to that in a minute. If you’re wondering how I set my profile
picture you just click this here and then go into settings and there’s some
other sort of things you can set there as well and this is where you get
notifications for anything within Salesforce you can even mark them all as
read. If you want and then the last thing I want to show you before I show you setup is the app launcher. I can click on here I can call up the
Nonprofit Success Pack you probably have a tile that will take you to the Power
of Us Hub as well and any additional apps that your organization has either
created or added from the App Exchange. As well as if you scroll down you’ll see
any objects that aren’t part of your app. I showed you that contact merge
that’s not part of NPSP tabs that are included but you can reach
it from here. Let’s go in to setup and we’re just gonna go right here
and this will bring up a behind the scenes menu that is for Admins. Your
people who don’t have an admin profile can see this but there’s not a lot they
can do with it. The first thing you want to do is set up and again okay I think we saw most of what needed to be seen in the app
launcher. You’re in the camp now I’m in setup now and this has all the
behind-the-scenes goodies for Admins. So the first thing we want to do is
company information here. You can see if I wanted to change
the primary contact to Kristin or somebody else in my organization I could
do that. If our organization ever moved I could correct the address here is
where your default time zone is. This will be that the default time zone for
all the records that were created in Salesforce so you want to make sure
that’s correct also your currency you want to that to be correct. Also note where you what month your fiscal year starts in. If your fiscal
year starts in January put that if it’s July indicate that. If you work with
multiple currencies here’s where you would activate that. Those are kind of
the most important things in company information then once you’ve done that
you can think about creating some users. We have here users so I am going to create a new user and you can create with your standard Salesforce
trial you can create up to ten. I actually have ten here so I won’t be
able to save this record but let me just show you how you do it. So I would say
new user it would create an alias for that
person but you can change it then under email use the person’s email. Whether you
actually need to communicate with them so I would you know [email protected] my username this needs to be unique. For most nonprofits that
are new to Salesforce you can use the same for both if you have someone who
has multiple user IDs in Salesforce. You may need to change this so so in the
example for our demo org I have onboarding doc demo because this is a
unique identifier within Salesforce worldwide. Then for license you
are going to pick Salesforce and then profile you have a bunch of options
at NPSP comes with executive management, profile fundraising, a profile
office, staff etc. Each of these profiles comes with certain permissions
and objects that they can view so maybe your office manager doesn’t need to see
financial information. They would not have visibility to any donation
information whereas your executive management would need to have visibility
to everything but they don’t need to be able to configure any set up behind the
scenes in Salesforce. One best practice: do not make everyone a system
administrator because people often have powers they don’t quite understand what
how to use and they can really do a lot of damage to your system
inadvertently. The last thing I want to show you is NPSP settings.
This is where you set your household naming conventions and greetings so this
is not in set up. so setup is kind of a Salesforce inner a platform thing.
NPSP settings is specific to NPSP so we’re gonna we have a custom tab here
called NPSP settings. We’re going to pull that and it usually takes a bit of time to load because there’s a lot there.
You’ll want to check this out in more detail but the thing I want to show you
today is under people and households. We’ve enabled automatic household naming and then the household name format that is the default is just last name
household. If you click here you can pick other formulas as well or even
create your own if you want to. Then here’s the same thing for the greetings so by default we’ve got you know salutation first name last name but
there’s other formats you can use as well and same for the informal. Also, if
you want to use an ampersand instead of the word and you can set that here just
type that in and what’s nice is with whatever format you’re choosing
it’ll kind of show you examples what it would look like. See you can kind of take
a look at your how it’s working for you and then if you want how many number of
people do you want in your household like you can have up to nine. I kind of
think that’s a lot I would probably limit to either like two or four or
something like that. It depends on what you want to do there and your
organizational preferences. One question came in about the when you’re showing the contact merge “How would you retain additional data doing a merge such as volunteer hours?” Yes NPSP is So volunteers hours are created based on counting the records that are underneath that object. You
have volunteer shifts and those track hours and so those will
automatically be merged into the new contact records. All those related shift
records so those should remain accurate Another question is “Is there a way
to designate organizations organization relationship?” Not yet, but the
open source sprint that you talked about that was actually one of the
subjects that was being developed so that may be something we see in the
product and within you know some months to a year. Usually takes a little time to
roll those out. One quick question if you could show us
“where do you change permission?” we’ll talk a little bit more about
permissions on our next one but here’s permission its under users. You can control user access by profiles and permission sets. If there any other questions that we’re not getting to just please direct
them to the Power of Us Hub where the community can help you answer your
questions. I want to invite you to the next two webinars in the series this is
called the “Getting Started Fundamental Series” and next up is “Configure and
Customized Salesforce for Nonprofits” and that’s going to be on March 12. There’s a
short link there and then the third webinar is about importing your data and
that will be on March 21st and there’s a short link there. We’ve run these three
webinars live every month so if you can’t make those dates just go to The
Hub there’s a “Getting Started” group in The Hub. You can look for on future
dates. How else can you learn how to use Salesforce? What do you want to use
Salesforce for? We talked today about relationship management but once you get
that kind of under control and you start to learn how to how to configure your
org. You’re going to want to start to establish more functionality for
fundraising or program management or engagement. We have a brand new or new
the last few months trail in Trailhead. If you’ve not heard of Trailhead before
it is the free online learning platform where you can learn everything about Salesforce. We’ve created this trail for you actually for end users called
“Fundraise with NPSP” Here you can go through the trail and learn all about
how to use Salesforce as an end user for fundraising. We also have a trail for
Admins to learn how to use Salesforce for fundraising and how to administer
the NPSP for fundraising. There’s a separate role there for you new Admins
to check out and learn some basics around contact and account settings
opportunity settings and setting those things up in NPSP. If you’re interested in program management we actually have a webinar
series led by our colleague Katie Powell all about how to “Get Started using
Salesforce at NPSP for Program Management.” When we send out these
slides to you you can click on the links here and register for this webinar it’s
a live webinar that we run quarterly if you can’t attend we also have recording
on our YouTube channel. If you’re interested in engagement and marketing
we have a separate webinar series for you as well. These two series I should
mention are for Admin so it’s how to set up your Salesforce or how to set up NPSP for engagement. This is how to run campaigns this is about contagion plans
and levels both native functionalities and also apps that you can add for
getting the functionality. Just really quickly there also if you
need additional help we’ll be been talking about today are the always-on
resources trailhead, our webinars, the Power of Us Hub we have
other resources as well. There are if you want to become a premier success
customer you’ve access to 101 support through accelerators and other
engagements. If you want additional support not just for us to show you how
but to help do it for you we have architects that you can hire from
Salesforce.org that can come and help your organization set up Salesforce that
you could be successful along with other project and advisory services. If
you’re interested in any of that talk to your Account Executive. Check YouTube and they can set you up with all those things all right. We’re at the hour thank
you guys so much. Again, if you have questions please
direct them to the Power of Us Hub. We hope to see you again in our future
webinars. Thank you everybody for joining us

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