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April 2010 Snug Meeting


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This presentation was used to show how to create custom objects in Custom objects provided here are for tracking volunteer time and value and developing a grants calendar object.

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April 2010 Snug Meeting

  1. 1. April 2010 SNUG Meeting Custom Objects for Nonprofit Business Solutions Presented by Valarie Swanson
  2. 2. Volunteer Timesheet <ul><li>Tracks volunteer </li></ul><ul><ul><li>Hours </li></ul></ul><ul><ul><li>Market Value </li></ul></ul><ul><ul><li>Activity </li></ul></ul><ul><li>Board and annual reports </li></ul><ul><li>Recognition </li></ul>
  3. 4. Instructions <ul><li>Create a &quot;volunteer&quot; log in to Salesforce - one that all volunteers can share. You can set up profiles to restrict any sensitive data if you need to. </li></ul><ul><li>Add all volunteers as contacts within Salesforce - that's where you'd record their names, addresses, contact details, etc. </li></ul><ul><li>Create a custom object called Volunteer Timesheets and create these custom fields: </li></ul><ul><ul><li>Link Volunteer Timesheets to Contacts using a master detail field </li></ul></ul><ul><ul><li>If you have a separate object for Voluteers, then create another master detail field that links to it too (see example) </li></ul></ul><ul><ul><li>Date </li></ul></ul><ul><ul><li>Number of hours </li></ul></ul><ul><ul><li>Type of activity - you could use a drop down for this perhaps </li></ul></ul><ul><ul><li>Value of time - a formula field that takes the number of hours and multiplies them by an amount based on the type of activity done (you can use the new Custom Settings feature in Salesforce to record the value of each type of activity) </li></ul></ul><ul><ul><li>Location – Onsite or offsite </li></ul></ul><ul><ul><li>Notes - for info on the exact activity undertaken </li></ul></ul><ul><ul><li>A tick box to say the work is ‘unpaid’ </li></ul></ul><ul><li>Create two roll-up summary fields on Contacts to record the total number of volunteer hours and total value of volunteer time for each contact/volunteer. </li></ul><ul><li>Create some reports to show you volunteer hours based on date of activity and type of activity. </li></ul>
  4. 5. Step 1: Create New Object <ul><li>Setup </li></ul><ul><li>Create </li></ul><ul><li>Objects </li></ul><ul><li>New Custom Object button (top center) </li></ul>
  5. 7. Step 2: Add Custom Fields
  6. 9. Step 3: Start Using
  7. 11. Step 4: Generate Reports
  8. 14. Grant Applications Object <ul><li>Centralized grant calendar </li></ul><ul><li>Track grant application process from prospect to decision </li></ul><ul><li>Manage reporting dates and requirements </li></ul><ul><li>Account for monetary and in-kind donations </li></ul><ul><li>Automate approval process </li></ul><ul><li>Manage and centralize paperwork </li></ul>
  9. 16. Create New Custom Object <ul><li>Follow steps from above to create a new object </li></ul><ul><li>Add custom fields </li></ul><ul><li>Design Layout </li></ul><ul><li>Build Reports </li></ul>
  10. 19. Tips <ul><li>Create views to sort your calendar </li></ul><ul><ul><li>Approved Grants </li></ul></ul><ul><ul><li>Grants by Priority </li></ul></ul><ul><ul><li>Awarded Grants </li></ul></ul><ul><ul><li>Pending Grants </li></ul></ul><ul><li>Keep common files in a Grants folder in Content/Documents </li></ul><ul><li>Create Workflows to automate grant approval process </li></ul><ul><li>Allow volunteers to update their own records through an online web form </li></ul>
  11. 20. Best wishes with your cause! Contact: Valarie Swanson Vswanson at (619) 814-5252 Special thanks to Nicole Aebi-Moyo of Simply-Solutions for her assistance with the volunteer timesheet