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Login to Salesforce. Select the CI App from the App Launcher.
C&I Users must have the Centers and Institutes permission set to access the CI app and features.
Table of Contents:
Account
Centers and Institutes and Companies have Account records. On the Related tab, each record displays the list of Board Members associated with that Account.
In addition to the Current Board Members list, the Company Account is also associated with the Board Membership Opportunity.
Employees are associated with their company by their Contact record. In the related tab of the Company Account record, there is a section Contacts that displays all of the Contacts associated with the Account. The Contact record also details the employee's information, including email, phone number, contact type (alum, staff, etc.), and event attendance information. Review these Confluence articles to learn more about managing Contact records:
Board Membership related lists:
Board Members
Board Members are tracked in Salesforce as Affiliation records to show the relationship between a Contact and an Account. This allows for a Contact to be related to multiple Accounts, and an Account to be related to multiple Contacts. Affiliations are used to track current and past relationships, including board memberships and company employees.
Whenever a new Contact is added to Salesforce or a Contact's Account value is changed, a new Affiliation record is created, showing that the Contact is an employee of the Company Account. For Centers and Institutes, Affiliations track Board Members, and relate the Contact to the C&I Account.
This allows visibility into a C&I's board members directly from their Account page Related list.
The company Account record has a list of their employees who are current board members.
The employee's Contact record also displays their list of their current board memberships and for which C&I they are a board member.
Manage Board Members
- Navigate to the Board Membership Opportunity.
- From the Opportunity’s action menu, click the Manage Board Members button.
- Manage Board Members:
- If there is an existing Board Member on the Opportunity, remove the existing Board Member by changing the Status to Remove.
- Click Save.
- Add a new Board Member by clicking the Add New Board Member
- Select the new Contact from the list on the screen, then click Next
- This creates the new Board Member and returns to the Opportunity record.
- If there is no existing Board Member, select a Contact from the screen, then click
- This creates the new Board Member and returns to the Opportunity record.
- NOTE: Refresh the Opportunity tab if the new Board Member does not appear.
Note: The Opportunity is in stage Contract Started, so the Board Member is still considered a ‘Prospect’. They will not be officially considered a Board Member (without the Prospect checked) until the Agreement is signed and returned by the company. The Prospect box is automatically unchecked when the Opportunity is set to Contract Signed by Company.
Opportunity
This represents the Contract for the Board Membership. Currently, Opportunities allow C&Is to track the current stage of their board membership contract, track payments, and upload completed contracts.
This is where the Contract and Payments are housed, and connects the Company Account, Primary Billing Contact, Campaign (used to track company board membership across multiple C&Is) to the Board Membership contract.
Create Company New Board Membership Opportunity:
This can be triggered from a Company Account or a Center and Institute Account.
Create an Individual Board Membership Opportunity:
This can be triggered from a Contact record or Center and Institute Account record.
NOTE: All other steps, including payments, managing board members, and managing the board membership agreement is handled from the Opportunity record.
On the Contact record’s Related tab, there are:
- A new Prospect Board Memberships record based on the Contact selected during step 5.
- NOTE: If you do not select a board member during step 5, there will not be a new Prospect Board Membership listed in this section.
- There is a new Current Board Membership Opportunity record with the values input during steps 1-5 with Stage value of Contract Started.
Marking the Opportunity as Closed
- Once the Agreement has reached the Payments Complete stage, set the stage to Closed.
- Unless the agreement is being canceled, select Contract Fulfilled
- Click Save
- The stage is set to Contract Fulfilled.
- The CI Agreement Renewal Reminder report on the Centers and Institute Dashboard no longer includes this Opportunity as needing to be renewed.
Contract Canceled
If the contract is canceled at any point during the process, set the Opportunity to 'Contract Canceled' stage. This will also remove any Board Member affiliations from the Opportunity.
Payment
Payments for board memberships are tracked on the Opportunity. Since the Opportunity represents the contract, including the monetary amount of the board membership, Payments are managed at the Opportunity level. Payments can be scheduled for the future, marked as written-off, and created and marked as complete/paid.
Creating Scheduled Payments
You must add the Scheduled Payments to the new Opportunity in order for the payment amounts and their respective due dates to display on the agreement.
The new Scheduled Payments exist in the Scheduled Payments Related list on the right.
Receiving Payments
As a C&I User, you will need to reconcile payments for membership agreements, including tracking and marking them paid in Salesforce.
- Select the Manage Payments button to mark a payment as received.
- Select the option to Update Existing Payment and click Next.
- Add the Payment Date and update the Paid checkbox for the payment that was received.
- Click Save and click Next.
- Click Finish to return to the Opportunity.
- After the first payment has been posted, set the Opportunity stage to Payments Started.
- The payment record moves into the Completed Payments
- Depending on the number of payments expected, the Opportunity stage is set to Payments Started or Payments Complete.
Email Templates
There are a number of email templates in Salesforce that are utilized during the Board Membership process.
- C&I-specific email templates to send the draft agreements to board members.
- General email to send final agreement to Jani in AA&D for approval/signature.
C&I-Specific Email Templates
These email templates are located in the Center and Institute Templates folder in the Email Templates tab in the CI app. These templates are organized by C&I, with each C&I having their own folder where they can manage their own templates. They are associated with their C&I Letterhead, which will automatically pull into the email template.
NOTE: These templates are available for use from the Email action on the Opportunity record. You can edit the templates as a whole, or you can edit the email message individually once you add the template to an email. See Board Membership Agreements for more details on using the email templates in sending the draft membership agreements.
- Click into the Center and Institute Templates folder, and select your C&I from the list.
- Click into your C&I's folder and you will see all of the email templates for your C&I.
- Click into any of the email templates to view the template. You can also create a new email template as needed.
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