You can sync your donor and donation data to your Salesforce account. Automatically, every hour, day, or week, we’ll push all of your donor, donation, honoree, and receipt data directly into your Salesforce account. We’ll create new Donor records when new donors donate, and when existing donors make repeat donations we’ll add their new donation to their existing Donor (Contact) record.
So how does it work?
First of all, set up a Salesforce account. We recommend using the Non-Profit Starter Pack (NPSP), which converts your Salesforce account into one that uses terms relevant for non-profit organizations, like “donation” instead of “opportunity”.
We have four different entities that you can sync to Salesforce:
Donors – The name and personal details like address of the donor. In Salesforce this is known as a Contact, or if you’re using the NPSP, a Donor.
Donation – The donation made by the donor. In Salesforce this is known as an Opportunity, or if you’re using the NPSP, a Donation.
Honoree – This is the person in whose name the donation was made and to whom an ecard or postal card was sent. In Salesforce this is known as a Lead.
Receipt – The PDF receipt issued to the donor for his donation (if you use our automatic PDF receipting service).
What’s important to know about the way the Importer works
1. When you configure your account, you will map our fields to your Salesforce fields.
2. You will then set the timing upon which new data should be pulled into your Salesforce account: every hour, every day, every week, etc.
3. Upon first import, we’ll also pull all of the data of donations made before you installed this Importer.
4. We identify unique donors by email address. So, when a new donation is made, if there is a Contact/Donor in your Salesforce account under this email address, we will attach this new donation to this existing donor’s records. Note that if a donation is made with the same email address but with a slightly different name (for instance, if during my first donation I wrote “Jon” as my first name, and in my second I wrote “John”), the system will update the Contact/Donor record. So if the first donation was made by “Jon Smith” with firstname.lastname@example.org, and the second donation “John Smith” with email@example.com, then the Contact/Donor record will appear now as “John Smith”, with two donations in his account.
5. In Salesforce, every Contact/Donor needs to belong to an Account. And normally in Salesforce, Opportunities/Donations are connected to Accounts. However, understanding that non-profits operate differently, we actually connect Donations directly to Contacts/Donors. You’ll still need to import a field as an Account, but this entity will probably be less relevant for you.
Another important technical point
For Donations/Opportunities, Salesforce uses by default the currency of the country you’ve registered until. If you receive donations in multiple currencies, you’ll need to contact Salesforce directly to ask them to open the multi-currency option in your account. For more information, read this.
Getting Started – How to Install
To set up your account successfully, please follow these steps:
1. First of all, we recommend first backing up your Salesforce data, just in case something doesn’t work properly.
2. Once you’ve backed up your Salesforce account, log-in to your Salesforce account and install this package.
3. You should now see a screen like this. Under the first question, select “Rename conflicting components in package”, and for the second
question select the option you desire (the standard choice would be “Install for all Users”).
The package should then successfully install and you’ll enter into your Salesforce account.
4. If you don’t already have it open, then open the drop-down selector in the top right corner of your Salesforce account and select “Donor/Donation Importer”.
You’ll then see the following options in your top menu: Connection Setting, Map Fields, Scheduler and Sync Operation History.
Select Connection Setting.
5. Enter the details that you received in the “Salesforce Sync” page in your account: the URL address, User Name, and Password.
Click “Test Connection” to verify that everything is OK. If it is, you’ll get a “Success” message. You will then need to press “Save”.
You should then get a message that says “Your credential is valid and has been stored successfully. Please click here to map the fields.”. Click on “here” to go to the “Map Fields” page.
6. This is the page that you’ll use to map your fields. First of all, make sure that the “Include Account in Mapping” checkbox is SELECTED (checked).
Then you can start mapping.The first section is called DONOR FIELD MAPPING (ACCOUNT). It’s where you’ll map the fields for your Account entity.
Because we connect donations directly to donors, Accounts are not very relevant for us, but you’re still welcome to map fields
if you so choose. We recommend that for “Account Name” you select “Donor first name + last name”.
7. Notice that some fields have a red vertical line next to the drop-down selector. This indicates that you MUST select an option.
However, if you don’t want to import our data as that option, you must select the checkbox to the right of the drop-down (in the column titled “Set defaults”).
Once you check this, Salesforce will present its system default options, and you can select one of them as the default selection for every new donor.
Sometimes, you may see this result – an unselected checkbox:
Checking this checkbox will select “Yes” as the default selection. Not checking the box is a “No” default selection.
8. The next section is called “DONOR FIELD MAPPING (CONTACT)”. This is where you’ll map your Donor/Contact fields. Note that there are more
default fields than in the Account section.
9. The third section is called “DONATION FIELD MAPPING”. This is where you’ll map your Donation field. Here, you’ll first see a drop-down like this:
Scroll down until you see “Opportunity (Opportunity)” and select it.
The page will refresh and you should then scroll back down to the “DONATION FIELD MAPPING” section.
Under “Account ID” you MUST select “Reference field to donor (account)”.
Under “Name” we recommend that you select “Donation ID”.
- For “Stage”, select the default checkbox and then select “Closed Won”.
- For “Amount”, select “sum”.
- For “Close Date”, select “Donation date”.
For “Do Not Automatically Create Payment”, select the default checkbox and then do NOT select the second checkbox that appears (the default will be “No”, and the result will be that payments will be automatically created).
10. The fourth section is called “LEAD FIELD MAPPING”. A lead in Salesforce is a potential customer. On our part, we allow donors
to donate in memory or in honor of someone, and to send a greeting card to the person of their choice (the honoree, or their loved one).
This recipient is a Lead – a person whom you can make into a donor.
Here’s how to properly map the honoree fields:
- Last Name = Recipient Name
- Company = Recipient Name (or any other fields, this isn’t so relevant
- Street = Ecard Address
- City = Ecard City
- State/Province = State Short Name
- Zipcode: Ecard zipcode
- Country = Country Short name
- Email = Recipient mail
When you’re finished your mapping, click the “Save Mapping” button at the top or bottom of the screen. If there is a problem with your mapping (if you forget a required field, for example), then you’ll get a warning message and you’ll need to correct your mistake. Otherwise, your data will be saved and you can advance to the “Scheduler” option.
Here’s where you’ll decide when you’d like Salesforce to “pull” data from our system. Under frequency type, you can select hourly, daily, weekly, or monthly. For simplicity’s sake, we recommend “daily”. Select your desired option and then click “save”. Then, on the right side of the screen, click “Activate”. Once you click “Activate” the sync is active. It will start syncing according to the frequency you’ve chosen (and will import older records as well on your first import). If you click “process now”, the sync will immediately import any new records that have been processed since the last time the sync was run.