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Organization Management

Overview

The nonprofit template defines "Organization" as a business, institution, or non individual entity with which you have a relationship. Nonprofit relationships are more often characterized at the Contact/Individual level but in many cases, Corporate Sponsorships for example, the relationship to the Organization is as critical as with the individuals.

All Contacts created in Salesforce must belong to an Organization. For Contacts that do not have an affiliation to an Organization, there is one Organization record named "Individual" that those Contacts should be associated to. Contacts not associated to an Organization will be Private and therefore not viewable by anyone other than the Contact owner.

For those familiar with standard Salesforce terminology, the Organization object is the Account object renamed. Organization is the more familiar term in the nonprofit vernacular. When working in the Apex Builder and Help & Training sections of the application, system administrators and users need to remember to translate the word Account to be Organization.

Organization Management Conventions

Organization Creation

Organizations can be created in one of the following ways:

• Initial Data Migration – Perform an initial data migration from source systems that are currently being used to manage information about organizations.
• Lead Conversion – Some users of the application will have the ability to qualify and convert leads into organizations. During this conversion process, an organization record will be created and populated with information coming from the lead record.
• Manual – Users will have the ability to create organizations manually.

A best practice suggestion is to suspend delete rights for all Profiles except the System Administrator. All requests for deletions should then go through the system administrator in order to ensure data integrity.

Organization Naming

Organizations should be named using their full name. The organization site field is used to identify one organization from another if multiple organizations have the same business name. (If you track multiple organizations by the same name, this will be a key training issue.)

For Example,

Incorrect: Oracle

Correct: Oracle Corporation

Incorrect: AMEX

Correct: American Express

As a best practice, users should be trained on how to search for and find existing organizations, prior to creating a new organization record, in the application in order to prevent duplicate organizations from being created.

Organization Hierarchy

The organization hierarchy displays organizations that are associated via the Parent Organization field, giving a global view of a company and its subsidiaries. In the hierarchy, organizations are indented to display the subsidiaries of the parent organization.

Organization Ownership

Organization Ownership and an Salesforce sharing model dictates who has access into all related contact and donation information associated to any given organization record. By design, there can only be one organization owner assigned to an organization record within Salesforce. However, Organization Team Sharing can be utilized to open up access on a record by record basis to the Organization as well as its associated records by using the Organization Team related list on an Organization.

Viewing Organizations

Organization Record Types

Not all organizational entities are alike. The Organization object is set up to track businesses, foundations, nonprofits, and government agencies in the nonprofit template but can be extended to track other types of organizations as well. Therefore, when creating a new Organization, choose the proper Record Type that best identifies the Organization about to be created. Each record type can have a different set of fields presented to the user (called a Page Layout). The following record types are setup in the nonprofit template, but they can be modified easily if desired.

Organization Page Layouts

Page layouts control the layout and organization of fields, web integration links, and related lists. They also help determine which fields are visible, read-only, and required. The below table identifies the page layouts set in place in the nonprofit template.

Organization Views

The following Salesforce views will be available for use. Users can create additional views as needed.

• All Organizations
• All Nonprofits
• All Businesses
• All Government
• Recently Viewed Organizations

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