Research Database Lifecycle - RDLA

Contains all documentation for the Research Database Lifecycle in Salesforce.

• User Guides
  • Reference
  • RDLA Object Schema
  • Custom Report Types
• Complete RDLA Documentation

User Guides

Step-by-step guides for each stage of the RDLA workflow, in the order you work through them:

1. Creating a Database – Record a new research database and link it to its vendor.
2. Configuring a Database: Contacts & Vendors – Set the vendor, then add vendor contacts, Cornell contacts and primary stakeholders.
3. Managing the Database Request Form – Maintain the questions faculty answer when requesting access.
4. Managing Database User Access – Work through faculty access requests.
5. Quotes & the Calculator – Create and manage a quote, then fund it with the calculator.
6. Converting Quotes & Managing Contracts – Convert a quote into a contract, then manage contracts and invoices.
7. Emailing Database Users – Send the Opt In / Opt Out renewal emails and the Common Good email.

Reference

• Quote Calculator – Detailed companion to Quotes & the calculator, covering all seven funding sections.
• Creating Fund Source Records – Check for and create the Fund Sources the calculators and contract funding pick from, including faculty RPF accounts.

RDLA Object Schema

• Faculty Resource - Database record.
• Faculty Resource Connection - a faculty member (or other Contact record) relationship to the Faculty Resource.  Database Users, Database Funders, New Database Request, Cornell Stakeholders, Cornell Contacts.
• Faculty Resource Access - Database access records, which control the form the faculty database access requestors must answer to request database access.  Each database has their own set of FRA records.
• Faculty Resource Access Met - records created by database requestors requesting access to the Database. Connect the FRA to the FRC.
• Quote - the start of the database purchase/renewal process. Funding can be assigned via the Quote Calculator and emails can be sent to faculty funders regarding funding the database purchase.
• Contract - the overarching contract between Cornell and the database vendor to dictate payment, access, etc. Is not necessarily renewed at the end of the contract term, but can continue unless needs changing.  Generally all databases have a contract, even donated/free databases.
• Invoice - the (generally yearly but could be other frequency) payment due by Cornell to fund the use of the database.
• Fund Source - the type of fund used to pay for the database. These are standalone records that can be reused across databases.
• Fund Source Use - the actual use of a Fund Source to pay for a database. Can indicate a specific Faculty Funder. An FSU can be linked to a Contract/Invoice, or only to the FR (for example, as a Cost Share).
• Account - the Vendor selling the use of the database.
• Contact - the faculty members, Cornell contacts/stakeholders, vendor contacts, etc. Can be reused across databases.
• Affiliation - the relationship of a Contact to an Account, in this case the vendor contact's relationship to their company as a Database Contact for their company for the specific database.

RDLA Field Definitions

Custom Report Types

Ensure to add new fields to the appropriate custom report types below:

• Fund Source Uses with Details (Fund Sources Uses)
  • Fund Source Uses
  • Invoice
  • Faculty Resource
  • Fund Source
    • Faculty Funder (Contact)
• Faculty Resource Connections with Details (Faculty Resource Connection with or without Faculty Resource Access Met)
  • Faculty Resource Connection
  • Faculty Resource Access Met
  • Resource Contact
  • Faculty Resource

Complete RDLA Documentation