Presentation Installation And Configuration Guide Interactions For Student Recruitment
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Interactions for Student Recruitment INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE Information Interactions for Student Recruitment is a solution for recruiting top prospects to your college or university. Built on the Salesforce platform, Interactions allows you to track prospective students through all stages of the application process. Interactions also ties recruitment information to Contact and Lead data, simplifying application pipeline management so you can focus recruiting efforts on the most promising prospects. Developed by the University of Miami with funding from Salesforce.org, we are proud to offer this free, open-source solution to the higher education community. Contents AUDIENCE 5 ABOUT THE LIGHTNING EXPERIENCE INTERFACE 6 OVERVIEW OF INTERACTIONS FOR STUDENT RECRUITMENT Custom Fields on Standard Objects Leads and Contacts Opportunities Campaigns and Campaign Members The HEDA Component How Interactions Function – The Interaction Models Apex Classes and Other Metadata 7 8 REQUIREMENTS BEFORE INSTALLING Salesforce Edition Install the Higher Education Data Architecture (HEDA) Installer Permissions for Interactions Field Limits Multiple Lookups to the Same Objects Add Contact Role Value Creating Opportunity Record Types, Stages, and Sales Processes Add Opportunity Stage Values Add Opportunity Inquiry Stage Process Add Opportunity Applicant Stage Process Add Opportunity Inquiry Record Type Add Opportunity Applicant Record Type Create an Opportunity Workflow Rule 14 14 14 15 16 17 19 21 INSTALLATION STEPS Downloading the Unmanaged Package Using the GitHub Open-Source Code 31 31 32 REQUIREMENTS AFTER INSTALLING Load Interaction Mappings Create New Fields and Mappings Interaction Mapping Errors 33 33 35 INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 11 12 13 2 Contents (Continued) Configure Interaction Mapping Features Update Picklist Values Create Duplicate and Matching Rules Create or Update Matching Rules Create or Update Duplicate Rules Update Lead to Contact Standard Field Mappings Activate Workflow Rules Update Object Page Layouts Update Lead Layouts Update Contact Layouts Update Campaign Layouts Update Campaign Member Layouts 37 38 39 NAVIGATING THE INTERACTIONS APP Using a Different App Add the Custom Global Action 56 57 44 45 46 BEST PRACTICES - CREATING INTERACTIONS VIA INTEGRATIONS 60 Interaction Sources 60 Using Interaction Source with Lead Source and Campaigns Using Interaction Source with Interaction Mappings Adding Interaction Source Values Loading with an Integration Tool 64 BEST PRACTICES - CREATING INTERACTIONS MANUALLY Overview of Custom Actions Lead Interaction Action Contact Interaction Action Opportunity Interaction Action Campaign Interaction Action Global Interaction Action Customizing Action Layouts 65 65 67 68 70 71 72 73 THE AFFILIATION KEY The Affiliation Key Out-of-the-Box Affiliation Key Formula Field and Workflow Rule Updating Affiliation Key and Workflow 77 77 INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 3 Contents (Continued) THE OPPORTUNITY KEY The Opportunity Key Out-of-the-Box Opportunity Key Formula Field on Interactions Activating Opportunity Key Update Workflow Updating Opportunity Key and Workflow 80 80 CONNECT AN ADDITIONAL OBJECT 85 USER PERMISSIONS AND SECURITY MODELS Delivered Permission Set How Interactions Handles Your Security Models 88 88 89 REPORTS AND DASHBOARDS Recruiter Dashboard Administrator Dashboard 90 91 91 TEST YOUR CONFIGURATION Create a New Contact Using an Interaction Update a Contact Using an Interaction Create an Opportunity Using an Interaction Update an Opportunity Using an Interaction Create an Affiliation Using an Interaction Update an Affiliation Using an Interaction Add a Campaign Member Using an Interaction 92 92 93 94 95 96 97 98 APPENDIX Interactions for Student Recruitment ERD Interaction Model – Flow Chart Interaction Model – Swim Lane Diagram Interactions Data Dictionary Interactions for Student Recruitment Unmanaged Package Interactions for Student Recruitment GitHub Repository Other Resources 99 99 100 101 102 102 102 102 INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 4 Audience This document is intended for System Administrators and Developers to successfully implement Interactions for Student Recruitment. Review the list of basic administrator skills needed to install and configure the package. If you are unsure of some of the tasks, consider completing the Admin Beginner trail in Trailhead and reviewing Salesforce’s other documentation. List of skills needed: • Install packages • Manage applications • Manage object fields and relationships • Manage record types • Understanding of Salesforce Duplicate Management INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 5 About the Lightning Experience Interface Salesforce has two different user interfaces: Lightning Experience and Salesforce Classic. Interactions for Student Recruitment gives you Lightning Experience outof-the-box via the Interactions Lightning Console App and other Lightning-specific customizations. Navigation tips for the Interactions App is provided in the Navigating the Interactions App section. This guide assumes that you are working in Lightning Experience. You can learn more about this interface in the Lightning Experience Basics Trailhead module. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 6 Overview of Interactions for Student Recruitment Interactions for Student Recruitment helps you make the most of your recruiting processes by utilizing the great standard technology Salesforce provides along with some exciting new features. No more tracking prospects on spreadsheets and post-it notes, or wondering which marketing efforts are the most successful in recruiting the best students. Interactions for Student Recruitment puts the power in your hands with a complete recruitment solution for the recruiters and marketing teams at your university! The Interactions custom object, the centerpiece of this package, serves as a staging table that automates the matching and creation of records specifically built for student recruitment. Whether Interactions are created through an integration or manually, the results are the same: existing records are updated and new records are created by simply logging a single Interaction! We strongly recommend you review the User Guide if you haven’t already. The User Guide shows how the standard and custom objects used in the package work together and uses real-world examples to demonstrate how automation can help recruiters at your university. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 7 Custom Fields on Standard Objects It is important to note the new fields on Salesforce Standard objects before installing Interactions for Student Recruitment. Refer to the “Overview of the Interactions Package” and “Standard Objects Used” sections of the User Guide for information on each standard object with notes on the new custom fields. Note: This section will only touch on fields that are especially important to understand as an administrator. For a complete list of all the fields included in the package (for all objects) including their help text, values for picklist fields and much more, see the Data Dictionary. Leads and Contacts • “Constituent ID” • Added to both the Lead and Contact objects • An ID field for integration or manual data loading purposes • It can also be used in Duplicate Matching rules (see Create Duplicate and Matching Rules) • Not delivered on either object as unique or as an external ID field, but it can be configured that way after installing INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 8 Custom Fields on Standard Objects (cont.) Opportunities • • • “Application Number” • An ID field used for housing an identifying Application number • Not delivered as unique or as an external ID field, but it can be configured that way after installing “Application Submitted Date” • A date field that displays the date the Opportunity went from the Inquiry to Applicant record type, updated by a workflow rule • This field may also be updated manually or via an integration “Opportunity Key” • A calculated text field that is used to determine whether an Interaction will create a new Opportunity or update an existing Opportunity record • Built out-of-the-box using the Contact’s 18-digit ID, Career, Term’s 18-digit ID, and Plan’s 18-digit ID (if applicable) to ensure it is unique and supports both a centralized and decentralized business process • Delivered as a unique external ID field • Learn more about this field in The Opportunity Key INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 9 Custom Fields on Standard Objects (cont.) Campaigns and Campaign Members • • “Campaign Key” • Added to the Campaign object • Can be used to set a custom external ID field for integrations • If it is populated, the Interaction Processor code will use it to match to a Campaign and create Campaign Member records instead of the standard Salesforce ID • Delivered as a unique external ID field “Campaign Member Key” • Added to the Campaign Member object • Set to Lead ID + Campaign ID and updated via workflow • The Interaction Processor code will use it to update existing Campaign Members instead of creating new records • Delivered as a unique external ID field INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 10 The HEDA Component Out-of-the-box, Interactions for Student Recruitment leverages standard Salesforce functionality as well as parts of the Higher Education Data Architecture (HEDA) including Affiliations, the HEDA Term object, and the HEDA Account Record Type model. Affiliations are junction object records between Contacts and Accounts (for example, Educational Institutions or Business Organizations) that can be created by logging an Interaction. The package uses the HEDA Term object to segment Interactions and Opportunities (this can be setup in a variety of ways). It also utilizes HEDA Account Record Types to create a meaningful data model. If you are not familiar with HEDA, complete the Manage Your Higher Ed Data with HEDA trail in Trailhead and review other relevant HEDA documentation to learn the basics. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 11 How Interactions Function - The Interaction Models Each Interaction record that is created has the potential to: • Convert an existing Lead record into a Contact • Create or update up to two Campaign Members • Create or update a Contact • Create or update an Opportunity • Create or update an Affiliation But how does this auto-magic happen? By using the custom code in Interactions for Student Recruitment called the Interaction Processor. When an Interaction is logged, the Processor searches for any existing Lead or Contact records via Lead and Contact Matching Rules. If existing records are found, they are updated (as applicable), and new records are created if no records exist. Depending on other data provided on the Interaction (e.g. Recruitment Interest and Term, Affiliated Account data, and/or Campaign and Campaign Member Status), other related records may be created or updated (e.g. an Opportunity, Affiliation, and/or Campaign Membership, respectively). INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 12 How Interactions Function - The Interaction Models (cont.) We have included two Interaction models in the documentation to demonstrate when and which records are being created or updated when a new Interaction record is saved, including the other objects and processes involved (such as Duplicate Management and Lead Conversion). These models can be found in the User Guide and in the Appendix of this guide. Take a moment to review the models if you have not seen them already. Note: We discuss best practices for setting up Duplicate Management and how it comes out-of-the-box in the Create Duplicate and Matching Rules section later on. Apex Classes and Other Metadata A list of all Apex Classes and Triggers as well as all other metadata components included in Interactions for Student Recruitment are available in the Data Dictionary. Visit the Technical Implementation Guide for additional information on how the code functions and tips on customization. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 13 Requirements Before Installing Before installing Interactions for Student Recruitment, there are a few steps you need to follow to ensure your org is ready to have the package installed. Once you are ready, you can install the package from one of the links in the GitHub Repository. Salesforce Edition Interactions for Student Recruitment requires an Enterprise or Unlimited edition of Salesforce. Install the Higher Education Data Architecture (HEDA) Interactions for Student Recruitment uses the Higher Education Data Architecture (HEDA) and references it in the Interactions Processor code. Therefore, to simply install the package from the link above, you must have HEDA installed in your org first. See the Install and Configure the Higher Education Data Architecture (HEDA) Knowledge Article for step-bystep instructions on installing HEDA. Although HEDA is required to install the package, the components of the package are also available as open-source code through GitHub. The repository for Interactions for Student Recruitment is here. You will need a developer who is familiar with Apex code and implementing opensource solutions to go this route. See the Technical Implementation Guide for more information about the code. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 14 Installer Permissions for Interactions The user who installs Interactions for Student Recruitment must have certain permissions, which are typically already part of the System Administrator profile. If a non-administrator needs these permissions, enable them using either profiles or permission sets. Permissions needed: • ‘Create’ permission for the Account object • ‘Create’ permission for the Contact object • ‘Create’ permission for the Campaign object • ‘Marketing User’ selected on the User Detail page • ‘Download AppExchange Packages’ permission If you’re new to managing user permissions, we recommend reviewing the Data Security module in Trailhead before continuing. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 15 Field Limits Interactions for Student Recruitment introduces several unique external ID fields. Compare your org with the table below to ensure that installing the package will not exceed per-object limits and prevent installation. Note that only the fields that must be configured as unique external IDs for Interactions to work come out of the box as such. We recommend the other fields in this table be unique external ID’s as well but this is not a requirement for Interactions to function as expected. Note: Each object has a limit of 7 external IDs. Delivered as an External ID? Delivered as a Unique Field? Object Field Name Interaction Interaction Upsert Key X X Opportunity Opportunity Key X X Opportunity Application Number Contact Constituent ID Lead Constituent ID Campaign Campaign Key X X Campaign Member Campaign Member Key X X INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 16 Multiple Lookups to the Same Objects The package includes lookup fields that may create multiple relationships between objects. See the notes column in the table on the next page for more information about each field’s purpose so you understand the difference between them and are able to identify them. The Object column describes where the lookup field was built. The Related Object is what the lookup field is connected to. The Related List Label references the related list that appears on the Related Object. Most of the table references Academic Interests vs Recruitment Interests, which are both a type of record from the new Plan object. See the User Guide for more information about this object. Note: The ability to differentiate these fields and relationships will be especially important for reporting as well as UI configuration, such as editing page layouts. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 17 Multiple Lookups to the Same Objects (cont.) Relate Related List d Label Object Object Field Name Interaction Academic Interest Plan Interactions with Used in the Opportunity Key for Academic graduate plans. Includes lookup Interest filter Plan: Type = Academic. Interaction Recruitment Interest Plan Interactions with Used in the Opportunity Key for Recruitment graduate plans. Includes lookup Interest filter Plan: Type = Recruitment. Notes Plan Recruitment Interest Plan Academic Interests Connects Academic Interests to a parent Recruitment Interest. Includes lookup filter Plan: Type = Recruitment. The field appears on the Academic Interest plan layout, the related list is on the Recruitment Interest layout. Opportunity Academic Interest Plan Opportunities with Academic Interest Used in the Opportunity Key for graduate plans. Includes lookup filter Plan: Type = Academic. Opportunity Recruitment Interest Plan Lead Recruitment Interest Plan Opportunities with Recruitment Interest Leads with Recruitment Interest Opportunity Affiliated Account Account Opportunities (Affiliated Account) Opportunity Contact Contact Recruitment Opportunities INTERACTIONS FOR STUDENT RECRUITMENT Used in the Opportunity Key for graduate plans. Includes lookup filter Plan: Type = Recruitment. Includes lookup filter Plan: Type = Recruitment. Affiliated Account is used to connect the Opportunity to an Educational Institution or Business Organization using Interaction Mappings. The standard Account lookup is set to the Administrative Account of the Contact. There is a standard Related List on Contact called “Opportunities” that is based on the Contact Roles junction object. This Contact lookup field provides a more direct connection between Contacts and Opportunities. INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 18 Add Contact Role Value For Campaign Influence and other types of Campaign and Opportunity reporting to work properly, you will need to add a value of “Opportunity Contact” to Contact Roles on Opportunities. Follow the steps below to add the new value: 1. Go to Setup > Feature Settings > Sales > Contact Roles on Opportunities 2. Select the New button 3. Enter ‘Opportunity Contact’ and click Save INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 19 Add Contact Role Value (cont.) 4. Edit the new value ‘Opportunity Contact’ 5. Make the new value the default and click Save INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 20 Creating Opportunity Record Types, Stages, and Sales Processes (recommended) Interactions for Student Recruitment includes two Opportunity page layouts to help you track separate recruitment and application processes and switch between the two. These page layouts and business processes are meant to be assigned to two record types, which are in turn related to two sales processes. The record types and sales processes are not included in the package nor are they required, but they are recommended to help you make the most of recruiting in Salesforce. The User Guide and other documentation assumes you will complete these steps. Follow the steps in the following sub-sections to configure these customizations based on our best practices. Otherwise, skip to the Installation Steps section. Add Opportunity Stage Values The below Stage values are suggested as a starting point, but you can set these to be any value to meet your own recruitment and application processes. The important thing is to have Stage values for inquiries and applicants so you can create the Sales Processes in the next step. Add Stage values: 1. Go to Setup > Object Manager > Opportunity > Fields & Relationships 2. Find the “Stage” field and click on the name (do not click Edit) 3. Click the New button in the Opportunity Stages Picklist Values section INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 21 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Stage Values (cont.) 4. Add at least one ‘Open’ value for Inquiry Opportunities and click Save (use the following as an example): 5. • “Stage Name” = Inquired • “Probability” = 10 (or whatever value you believe is appropriate) • “Type” = Open • “Forecast Category” = Pipeline Add at least one ‘Closed’ value for Inquiry Opportunities and click Save: 6. • “Stage Name” = No Longer Interested • “Probability” = 0 • “Type” = Closed/Lost • “Forecast Category” = Omitted Add at least one ‘Open’ value for Applicant Opportunities and click Save: 7. • “Stage Name” = Applied • “Probability” = 60 (or whatever value you believe is appropriate) • “Type” = Open • “Forecast Category” = Pipeline Add at least one ‘Closed’ value for Applicant Opportunities and click Save: • “Stage Name” = Enrolled • “Probability” = 100 • “Type” = Closed/Won • “Forecast Category” = Closed INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 22 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Stage Values (cont.) 8. Other examples of Stages that could be useful are shown in the table below: Sales Stage Name Process Probability Type Forecast Category Inquiry Confirmed Interest 20 Open Pipeline Applicant Evaluated 70 Open Pipeline Applicant Admitted 90 Open Pipeline Applicant Deposit Received 95 Open Pipeline Applicant Withdrawn 0 Closed/Lost Omitted Applicant Denied 0 Closed/Lost Omitted 9. If you want to delete any Stage values that were included in your org by default, you can do so on the Stage field’s page by clicking Delete next to each Stage you want to remove and choosing what value to replace the Stage with. Note: Be careful when deleting stages you are using in your system. This process will replace any values found on your Opportunities with the value you choose. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 23 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Stage Values (cont.) 10. To adjust the order the Stages will appear, go back to the Stage field’s page and click Reorder next to the New button. The best way to sort is from the earliest possible Stage at the top to the last possible Stage at the bottom. Here is what the order should be if you added all our suggested Stages: • Inquired • Confirmed Interest • No Longer Interested • Applied • Evaluated • Admitted • Deposit Received • Enrolled • Withdrawn • Denied INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 24 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Inquiry Stage Process 1. Go to Setup > Feature Settings > Sales > Sales Processes 2. Click New and set the following values: • “Existing Sales Process” = --Master-- • “Sales Process Name” = Inquiry 3. Move your Inquiry stages from the left column to the right and click Save. If you used the suggested values, it should look like this: Note: The first value of the Applicant Sales Process (“Applied”) is shown here as part of the Inquiry Sales Process. This is so staff members can manually move Opportunity records from inquiry to applicant. If only an integration tool or the Interaction Processor should be able to make this transition, exclude “Applied” from this list. This allows you to protect your stages if you are using a separate database or process to collect applications. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 25 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Applicant Stage Process 1. Go to Setup > Feature Settings > Sales > Sales Processes 2. Click New and set the following values: • “Existing Sales Process” = --Master-- • “Sales Process Name” = Applicant 3. Move your Applicant stages from the left column to the right and Save. If you used the suggested values, it should look like this: Note: Including only Applicant stages allows you to protect the stages and prevent someone from accidentally moving an Opportunity back to an Inquiry stage. You can also protect the stages by making Stage ‘Read Only’ on the Applicant Opportunity Page Layout, if the application process is managed by another database or updated only by the Interaction process. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 26 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Inquiry Record Type 1. Go to Setup > Object Manager > Opportunity > Record Types > New 2. Set the following values: • “Existing Record Type” = --Master-- • “Record Type Label” = Inquiry Opportunity • “Record Type Name” = Inquiry_Opportunity (this value should fill-in automatically) • “Sales Process” = Inquiry • “Active” = checked • Select ‘Enable for Profile’ checkboxes for each Profile that will have access to create Inquiry Opportunities • Select ‘Make Default’ checkboxes for all enabled Profiles 3. Click the Next button and then click Save on the next page (you will assign the “Inquiry Opportunity” page layout to the record type after installing the package) 4. Once you save, you will be taken to the Inquiry Record Type page, where you can edit picklists to include values specific to that record type, if applicable. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 27 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Add Opportunity Applicant Record Type 1. Go to Setup > Object Manager > Opportunity > Record Types > New 2. Set the following values: • “Existing Record Type” = --Master-- • “Record Type Label” = Applicant Opportunity • “Record Type Name” = Applicant_Opportunity (this value should fill-in automatically) • “Sales Process” = Applicant • “Active” = checked • Select ‘Enable for Profile’ checkboxes for each Profile that will have access to create Applicant Opportunities • Leave all ‘Make Default’ checkboxes unchecked 3. Click the Next button and then click Save on the next page (you will assign the “Applicant Opportunity” page layout to the record type after installing the package) 4. Once you save, you will be taken to the Applicant Record Type page where you can edit picklists to include values specific to that record type, if applicable. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 28 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Create an Opportunity Workflow Rule This recommended workflow rule ensures an Opportunity is set to the correct record type based on the Stage. In this way, when a new Opportunity is created with an ‘Applicant’ value or the Stage moves from an ‘Inquiry’ value to an ‘Applicant’ value, the record type is updated (since any Profiles with access to create Opportunities should have their default record type set to Inquiry Opportunity). Follow these steps: 1. Go to Setup > Process Automation > Workflow Rules 2. Click New Rule and select ‘Opportunity’ from the “Select Object” picklist 3. Click Next, then set the following values: • “Rule Name” = Opportunity: Set Applicant Record Type • “Evaluate the rule when a record is” = created, and every time it’s edited • “Run this rule if the following” = criteria are met 1. Opportunity: Stage not equal to Inquired, Confirmed Interest, No Longer Interested 2. Opportunity: Opportunity Record Type not equal to Applicant Opportunity Note: In the above criteria, the “Opportunity: Stage” values listed include all stages in the Inquiry Sales Process, except ‘Applied’ which is technically an applicant stage. In this example, we are using our suggested Inquiry stages, but you should use all values you have added to the Inquiry Sales Process. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 29 Creating Opportunity Record Types, Stages, and Sales Processes (cont.) Create an Opportunity Workflow Rule (cont.) 4. Click Save & Next, then select ‘New Field Update’ from the “Add Workflow Action” picklist, and set the following values: • “Name” = Record Type: Set to Applicant • “Unique Name” = Record_Type_Set_to_Applicant (this value should fill-in automatically) • “Object” = Opportunity • “Field to Update” = Opportunity Record Type • “Re-evaluate Workflow Rules after Field Change” = unchecked • “Opportunity Record Type” = Applicant Opportunity (or whatever the name of your Applicant record type is) 5. Click Done, then click on the Workflow Rule (Opportunity: Set Applicant Record Type) linked in the Rules Using this Field Update section and click Activate to turn on the rule INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 30 Installation Steps Downloading the Unmanaged Package Interactions for Student Recruitment has been created as an unmanaged package for easy installation. You can find the package links in the GitHub Repository. It is also listed in a GitHub repository, described in the next section. Follow the steps below to download the package from one of the URL’s: 1. Sign into the org where you want to install the package 2. Click on the installation URL above for the type of org you are installing the package into 3. Select either ‘Install for Admins Only,’ ‘Install for All Users,’ or ‘Install for Specific Profiles,’ depending on which profiles you would like to be granted security access to all the components included in the package 4. Click the Install button and wait for the installation process to be completed 5. If you see the message “This app is taking a long time to install,” click the Done button and wait to receive an email letting you know the process has been completed 6. You should now be able to see the package by going to Setup > Apps > Installed Packages INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 31 Installation Steps (cont.) Using the GitHub Open-Source Code The components of the package can also be downloaded from the GitHub repository here. If the package cannot be installed because you will not be using HEDA or there is another issue preventing you from installing it as-is, you can download the open-source files, make adjustments, and install it using a deployment tool like the force.com IDE or the force.com Migration Tool. These are the minimum skills needed to install using this method: • Programming experience • Basic understanding of metadata and how to work with it • Ability to understand and modify Apex code • Experience using Eclipse (for the Force.com IDE) or ANT (for the Force.com Migration Tool) Note: Changing the source code before deploying it could break certain functionality. Please read the Technical Implementation Guide and any HEDA documentation to make sure you have a clear understanding of what this package does and how your changes could affect it. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 32 Requirements After Installing Once you have installed Interactions for Student Recruitment, you will need to complete some manual updates and customizations for Interactions to work as expected. You can also take this as an opportunity to customize these aspects of the package to better fit your business processes. Load Interaction Mappings Interaction Mapping records determine how the code copies data from the Interaction records to other records in Salesforce, on a field-by-field basis. For more technical information about Interaction Mapping records, see the Interaction Mappings section of the Technical Implementation Guide. Interaction Mappings also supports mapping fields from Leads to Interactions when an existing Lead is found for an Interaction. This prevents information from being lost on converted Leads during the Interaction process, and allows those fields to be mapped directly to other supported objects, like Contacts, Opportunities, Affiliations, or Campaign Members. An Interaction Mapping record must be created for every source-to-target field mapping desired. An Excel file containing suggested Interaction Mapping records (as well as other sample data) has been created for the package based on the included fields. Follow these steps to import these records using the Data Import Wizard: 1. Download the Interactions Sample Data Excel file here 2. Open the file and create a separate CSV file with the Sample Interaction Mappings sheet of the Excel file 3. Enable Middle Name or remove the Middle Name row from the file. To turn on Middle Name, see Enable Customizable Person Names using the Middle Name and Suffix fields INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 33 Load Interaction Mappings (cont.) 4. Go to Setup > Data > Data Import Wizard 5. Click the green Launch Wizard button 6. Choose ‘Custom objects’ for the “What kind of data are you importing?” section and select the ‘Interaction Mappings’ object 7. In the “What do you want to do?” section, select Add new records and leave all dropdowns and checkboxes blank 8. In the “Where is your data located?” section, select the CSV file from your computer, or drag and drop the file into the window and select Next 9. Map each column of the CSV file to its matching Interaction Mappings field (some may auto-map) 10. Select Next and review your import information 11. When you are finished reviewing, select Start Import 12. A pop-up will appear, click OK to see your Bulk Data Load Jobs INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 34 Create New Fields and Mappings Interaction fields can be mapped to fields on Leads, Contacts, Accounts, Affiliations, and Campaign Members. As mentioned previously, Lead fields can also be mapped directly to Interactions. To add a new field to Interactions, follow these steps: 1. Go to Setup > Object Manager > Interactions > Fields and Relationships 2. Create your new field, taking note of the API Name 3. Go to Setup > Object Manager > [the object the field should map to] > Fields and Relationships 4. Create your new field or identify the existing field you want to map to, and take note of the API Name 5. Go to the Interaction Mappings tab and create a new record 6. Select the source object you are mapping from in the “Source Object API Name” picklist (in this case, ‘Interaction__c’) 7. Set the “Source Field API Name” field to the API name of the source object field you created or identified 8. Select the target object you are mapping to in the “Target Object API Name” picklist 9. Set the “Target Field API Name” field to the API name of the target object field you created or identified 10. Set the “Active” checkbox to checked 11. Include additional functionality like “Insert Nulls” or “Skip Mapping” as applicable For more on Interaction Mapping advanced functionality, see Configure Interaction Mapping Features section of this guide and/or see the Technical Implementation Guide) INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 35 Create New Fields and Mappings (cont.) Interaction Mapping Errors Each time an Interaction Mapping is created or edited, an Apex process included in the package queries Salesforce to check if the values in the “Source/Target Field API Name” are valid based on the “Source/Target Object API Name” selected, respectively. In the following example, the “Target Field API Name” is misspelled: Additionally, if the API Name of a field included in an Interaction Mapping is changed, the related Interaction Mapping will not work and will cause the Interaction process to error. Interactions for Student Recruitment does not include functionality preventing API Names from being changed, but standard Salesforce functionality will warn a user that the change could affect other processes. If the change is necessary, the Interaction Mapping must be updated afterward to prevent any issues. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 36 Configure Interaction Mapping Features Interaction Mapping records contain two fields to enable additional functionality. See the Advanced Functionality of Interaction Mapping Records section of the Technical Implementation Guide for more information. Interaction Mapping Field Description Insert Null A checkbox indicating that if the source field listed on the mapping record is blank, it should overwrite the target field listed with a blank value. Primarily used for Checkbox fields. Skip Mapping A multi-select picklist listing possible Interaction Source values. If an Interaction record has an Interaction Source matching any of the selected values on the mapping record, the target field listed on the mapping record will not be written over by the value on the source field. For an example, see Using Interaction Source with Interaction Mappings. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 37 Update Picklist Values The package includes new picklists, multi-select picklists and values pushed into standard picklist fields. The values in those fields will need to be added to any record types not included with the package. For example, if your org has its own Opportunity record types and you want to use the Admit Type field, you will need to add the values for Admit Type to each of your record types. Follow these steps: 1. Go to Setup > Object Manager > Opportunity > Record Types 2. Click on the name of the record type you want to update 3. Select Edit next to the “Admit Type” field 4. Add the values you want to move from the “Available” column to the “Selected” column 5. Click Save Note: Use these same steps to edit the picklist options for other objects by going to Setup > Object Manager > [Object] > Record Types See the Data Dictionary for a complete list of the picklist fields added with the package as well as the values added to existing picklists. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 38 Create Duplicate and Matching Rules The Interaction process finds matching records in Salesforce by relying on system errors generated by Duplicate Rules and their Matching Rules. These errors include the Salesforce ID of the record found, and the Interaction process uses that ID to merge or update records. See the Duplicate Matching section of the Technical Implementation Guide for more information about the code. Duplicate Rules and Matching Rules are difficult to move in a package, especially if you are currently using Salesforce Duplicate Management, so they must be manually created and configured. Follow the steps in the following subsections to learn about the requirements for configuring Duplicate Management with this package. Create or Update Matching Rules The Interaction Processor needs a Contact Matching Rule and a Lead Matching Rule with some specific formatting to work. If you already have Lead and/or Contact Matching Rules that are being used by a Duplicate Rule setup to ‘Block’ on Create or Edit, you will need to update your existing Matching Rules and Duplicate Rules to follow the format described here. Note: Any Block Duplicate Rule that is triggered by the Interactions Processor could cause issues if the Duplicate Rule or Matching Rule is not formatted correctly. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 39 Create Duplicate and Matching Rules (cont.) Create or Update Matching Rules (cont.) Create Lead Matching Rule: 1. Go to Setup > Data > Duplicate Management > Matching Rules 2. Click New Rule then select ‘Lead’ from the Object dropdown and click Next or open and edit your existing Lead Matching Rule 3. Set the following values for Rule Details: • “Rule Name” = Interaction Lead Matching • “Description” = Leveraged by the Interaction process. The rule must be formatted exactly like this: (Your Matching Criteria) OR (Company, Exact, Match Blank TRUE AND (Your Matching Criteria)) 4. Matching Criteria and Filter Logic (recommended) 5. Click Save and then Activate the Matching Rule Note: Overly-complicated criteria is not recommended and could be flagged by Salesforce and prevent activation. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 40 Create Duplicate and Matching Rules (cont.) Create or Update Matching Rules (cont.) Create Contact Matching Rule: 1. Go to Setup > Data > Duplicate Management > Matching Rules 2. Click New Rule then select ‘Contact’ from the Object dropdown and click Next or open and edit your existing Contact Matching Rule 3. Set the following values for Rule Details: • “Rule Name” = Interaction Contact Matching • “Description” = Leveraged by the Interaction process. The rule must be formatted exactly like this: (Your Matching Criteria) OR (Account Name, Exact, Match Blank TRUE AND (Your Matching Criteria)) 4. Matching Criteria and Filter Logic (recommended) 5. Click Save and then Activate the Matching Rule Note: Any field included in the matching criteria must be mapped to the Contact using Salesforce Lead Mappings in setup on Leads. Any field included in the matching criteria must also be mapped from Interaction to Contact using an Interaction Mapping record. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 41 Create Duplicate and Matching Rules (cont.) Create or Update Duplicate Rules If you already have a Lead Duplicate Rule or Contact Duplicate rule setup to Block on Create or Edit, the Interactions Processor can trigger it and cause errors if it is not formatted correctly. Instead of creating new rules (by following the steps below), you will need to update your existing ones to use the matching rules you just created/updated and the following settings. Create Lead Duplicate Rule: 1. Go to Setup > Data > Duplicate Management > Duplicate Rules 2. Click New Rule and select the ‘Lead’ object from the dropdown and click Next or open and edit your existing Lead Duplicate Rule 3. Set the following values: • “Rule Name” = Interaction Lead Duplicate Rule • “Description” = This rule is leveraged by the Interaction Process. Action on Create and Edit must be set to Block. • “Record-Level Security” = Bypass sharing rules • “Action on Create” = Block • “Action on Edit” = Block • “Alert Text” = (leave the standard message or create your own!) • “Compare Leads with” = Leads • “Matching Rule” = Interaction Lead Matching • “Conditions” = None 4. Click Save and then Activate the Duplicate Rule INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 42 Create Duplicate and Matching Rules (cont.) Create or Update Duplicate Rules (cont.) Contact Duplicate Rule 1. Go to Setup > Data > Duplicate Management > Duplicate Rules 2. Click New Rule and select the ‘Contact’ object from the dropdown and click Next or open and edit your existing Contact Duplicate Rule. 3. Set the following values: 4. • “Rule Name” = Interaction Contact Duplicate Rule • “Description” = This rule is leveraged by the Interaction Process. Action on Create and Edit must be set to Block. • “Record-Level Security” = Bypass sharing rules • “Action on Create” = Block • “Action on Edit” = Block • “Alert Text” = (leave the standard message or create your own!) • “Compare Contacts with” = Contacts • “Matching Rule” = Interaction Contact Matching (the Contact Matching Rule you created or updated earlier) • “Conditions” = None Click Save and then Activate the Duplicate Rule Note: See the “Duplicate Matching” section of the Technical Implementation Guide for more information about how the Interactions Processor uses these matching and duplicate rules. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 43 Update Lead to Contact Standard Field Mapping The Interactions Processor makes use of the standard Lead Conversion process to convert Leads to Contacts. Through Interactions, Salesforce Lead Mappings only work for mapping custom Lead fields to other custom Account or Contact fields. Standard Lead fields are automatically mapped. Custom Lead fields cannot be mapped to standard fields and vice versa. Note: Lead Mappings will not function from Leads to Opportunities. To map fields from Leads to Opportunities, use Interaction Mappings to map Lead fields directly to Interactions and from Interactions to Opportunities. To ensure the Duplicate Rules work as expected, any custom fields included in Duplicate Matching Rules must be mapped from Leads to Contacts. Follow these steps: 1. Go to Setup > Object Manager > Lead > Fields & Relationships 2. Click on the Map Lead Fields button in the upper right 3. Map the Lead fields to their counterpart Contact fields: INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 44 Activate Workflow Rules The Interactions package includes several Workflow Rules that should be activated after installation. For a complete list of the delivered rules and their field updates, see the Data Dictionary. To activate a Workflow Rule, follow the steps below: 1. Go to Setup > Process Automation > Workflow Rules 2. Go through the list of Workflow Rules and select the Activate link next to rule’s name to activate that rule 3. Each time you activate a rule, the page will refresh INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 45 Update Object Page Layouts Interactions for Student Recruitment includes the following page layouts: • Interactions • Interaction Mappings • Academic Interests • Recruitment Interests • Inquiry Opportunities • Applicant Opportunities The package also includes new fields and related lists you will want to add to your existing page layouts. The update steps are very similar for each page layout, so feel free to jump around or complete one and try the rest out on your own. Additionally, the Interactions Package includes some new object-specific custom Actions (in Classic and Lightning) for the following objects: • Leads • Contacts • Opportunities • Campaigns To take full advantage of the new functionality, these Actions need to be added to the page layouts of these objects (except for Opportunity layouts, these come out-of-the-box with the custom Actions). For this reason, we recommend at least completing the steps for adding the new custom Actions to these page layouts. We talk more about using these Actions in Best Practices - Creating Interactions Manually. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 46 Update Object Page Layouts (cont.) Update Lead Layouts: 1. Go to Setup > Object Manager > Lead > Page Layouts 2. Open the page layout you want to update by clicking on the name 3. You will be adding Actions from two sections found in the left side of the palette at the top of the Page Layout edit page: • Quick Actions for Classic Apps • Salesforce1 & Lightning Actions for Lightning Apps 4. In both the Quick Actions and Salesforce1 & Lightning Actions sections, you will see two Actions named “New Interaction." Hover over each to see the developer name. The Lead-specific action, which you will add to your Lead Page Layouts, is named “Lead.New_Interaction.” INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 47 Update Object Page Layouts (cont.) Update Lead Layouts (cont.) 5. Drag the “Lead.New_Interaction” action to the Quick Actions in the Salesforce Classic Publisher section for use in Classic… …and to the Salesforce1 and Lightning Experience Actions section for use in Lightning: INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 48 Update Object Page Layouts (cont.) Update Lead Layouts (cont.) 6. Select Related Lists in the left side of the palette and drag the Interactions related list to the desired position in the related list section: 7. You can add, remove, or move the fields that display in the related list, decide how to sort the records, and determine which buttons appear by clicking the wrench icon. Choose a limit of ten fields to display in Classic and the “View All” page for related lists in Lightning. The first four fields will display in the related list on record pages in Lightning. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 49 Update Object Page Layouts (cont.) Updating Lead Layouts (cont.) 8. Consider removing the New button in the Interactions Related List options to ensure users create Interactions with the Actions you added in step 5. 9. Drag any new fields to their desired position on the Lead layout from Fields in the left of the palette. See the Data Dictionary for a full list of fields added through the package. 10. Click Save INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 50 Update Object Page Layouts (cont.) Update Contact Layouts: 1. Go to Setup > Object Manager > Contact > Page Layouts 2. Open the page layout you want to update by clicking on the name 3. You will be adding Actions from two sections found in the left side of the palette at the top of the Page Layout edit page: • Quick Actions for Classic Apps • Salesforce1 & Lightning Actions for Lightning Apps 4. In both sections, you will see two actions named “New Interaction.” Hover over each to see the developer name. The Contact-specific action, which you will add to your Contact Page Layouts, is named “Contact.New_Interaction.” INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 51 Update Object Page Layouts (cont.) Update Contact Layouts (cont.) 5. Follow step 5 of Updating Lead Layouts to add the custom Actions to the Quick Actions in the Salesforce Classic Publisher and Salesforce1 and Lightning Experience Actions sections of the Contact layout 6. Follow steps 6-8 of Updating Lead Layouts to add the Interactions related list to the Contact layout and learn about some related list options 7. Follow step 9 of Updating Lead Layouts to add, remove, and/or move new and existing fields on the Contact layout 8. Click Save Note: For a comprehensive list of the fields added in by the package, please see the Data Dictionary. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 52 Update Object Page Layouts (cont.) Update Campaign Layouts: 1. Go to Setup > Object Manager > Campaign > Page Layouts 2. Open the page layout you want to update by clicking on the name 3. You will be adding Actions from two sections found in the left side of the palette at the top of the Page Layout edit page: • Quick Actions for Classic Apps • Salesforce1 & Lightning Actions for Lightning Apps 4. In both sections, you will see two actions named “New Interaction.” Hover over each to see the developer name. The Campaign-specific action, which you will add to your Campaign Page Layouts, is named “Campaign.New_Interaction.” INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 53 Update Object Page Layouts (cont.) Update Campaign Layouts (cont.) 5. Follow step 5 of Updating Lead Layouts to add the custom Actions to the Quick Actions in the Salesforce Classic Publisher and Salesforce1 and Lightning Experience Actions sections of the Campaign layout 6. Follow steps 6-8 of Updating Lead Layouts to add the Interactions related list to the Campaign layout and learn about some related list options 7. Follow step 9 of Updating Lead Layouts to add, remove, and/or move new and existing fields on the Campaign layout 8. Click Save Note: For a comprehensive list of the fields added in by the package, please see the Data Dictionary. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 54 Update Object Page Layouts (cont.) Update Campaign Member Layouts: 1. Go to Setup > Object Manager > Campaign Member > Page Layouts 2. Open the page layout(s) you want to update by clicking on the name 3. Drag any new fields to their desired position on the Campaign Member layout from Fields in the left of the palette. See the Data Dictionary for a full list of fields added through the package. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 55 Navigating the Interactions App The delivered Interactions App is a Lightning Console App. See the screenshot below for a quick look at navigating this type of app. To learn more about Lightning Consoles, visit the Salesforce Help documentation for Salesforce Consoles. The Interactions App has the following items (tabs) to select from: • • • • • • • • • • • • • Home Interactions Leads Contacts Opportunities Accounts Campaigns Affiliations Plans Terms Interaction Mappings Reports Dashboards INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 56 Navigating the Interactions App (cont.) You will also notice that several object List Views have been added. To view the complete set of List Views delivered by Interactions for Student Recruitment, see the Data Dictionary. Note: The custom Global Action New Interaction is included in the Interactions App. If you do not see this Action, follow the steps in the next section to add it. Using a Different App Although Interactions for Student Recruitment comes with its own app, you are not required to use it. You can create your own recruitment app or simply add features of Interactions for Student Recruitment to an existing app. If you choose to create your own or add to an existing app, we recommend at least including the following tabs: • Interactions • Opportunities • Accounts • Campaigns • Affiliations • Plans • Terms • Interaction Mappings You will also want to include the New Interaction custom Global Action to the Global Publisher Layout. Follow the steps on the following pages to add the Global Action. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 57 Using a Different App (cont.) Add the Custom Global Action: 1. Go to Setup > User Interface > Global Actions > Publisher Layouts 2. Select the Edit link next to Global Layout (or whichever publisher layout you wish to update) 3. In the Quick Actions section of the Global Layout editor palette, drag the “New Interaction” action to a place in the Quick Actions in the Salesforce Classic Publisher section INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 58 Using a Different App (cont.) Add the Custom Global Action (cont.) 4. In the Salesforce1 & Lightning Actions section of the Global Layout editor palette, drag the “New Interaction” action to a place in the Salesforce1 & Lightning Experience Actions section: 5. Click the Save button to save your changes 6. Click Publisher Layout Assignment to update the assignment of Publisher Layouts by user Profile INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 59 Best Practices - Creating Interactions via Integrations Interactions can be used to update a single record through the Interactions Tab or through the delivered custom Actions. Interactions can also be used to load multiple records at once using a data import or integration tool. The following subsections reviews some of the best practices administrators should keep in mind when creating Interactions in mass either by manual data loading processes or integrations. Interaction Sources Interaction Source is a field on Interactions that tracks the method used to create the record. The purpose of this field is different from Lead Source or Campaigns because it tracks more technical information about the source of the data and can be used to customize how Interaction fields are mapped using the Skip Mapping feature of Interaction Mapping records. Out-of-the-box, the fields (on both objects) contain the following values: • Manual Entry • Purchase List • Student Information System • Webform Note: You can add your own values to match your business processes, but remember to add them to both Interaction Source on Interactions and Skip Mapping on Interaction Mappings. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 60 Interaction Sources (cont.) Using Interaction Source with Lead Source and Campaigns Interaction Source can be used to report on the types of Interactions being created in the system for analysis or troubleshooting. For example, let’s say you have a student information system (SIS) you want to integrate with Salesforce that gathers data from a variety of different sources. The various sources are tracked in that system. So, within the SIS, some records were created because of a web form, others from applications, and still others from event registrations. When you load this data into Salesforce, you map these different source values to the Lead Source values and/or add Contacts and Leads to the appropriate source Campaigns. But what about recording that all of these records ultimately came from the integration with the SIS? This is where the Interaction Source field comes in with a value for ‘Student Information System.’ Now, you can report on all Interactions created from data in your SIS without losing the various sources of that data. Using Interaction Source with Interaction Mappings The Interaction Source field and values can also be used to control some additional functionality provided through Interaction Mapping records. Each Interaction Mapping record has a “Skip Mapping” multi-select picklist with the same values as Interaction Source. Any values you select in this picklist will allow the Interaction Processor (the custom code) to treat that Interaction Mapping record as if it is inactive, when an Interaction is created with the same value in Interaction Source. This is most useful when dealing with unreliable data sources. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 61 Interaction Sources (cont.) Using Interaction Source with Interaction Mappings (cont.) For example, many universities receive purchase lists containing not only names but other data about potential students. These purchase lists can contain great information, but sometimes the data is messy. Maybe you’ve discovered the Salutation field is often wrong on a purchase list you routinely load, and you don’t want it to overwrite the Contact’s Salutation field in Salesforce every time the list is loaded. However, you still want the data to write to the Interaction record so it can be added later, if desired, or included in Interaction reports. To achieve this, simply find the Salutation field’s Interaction Mapping record and update the Skip Mapping field to include ‘Purchase List,’. The Salutation field can now be included on the Interaction record, but the Contact‘s field will not be updated from Interactions with an Interaction Source of ‘Purchase List.’ See the Interaction Mappings sections of this guide and visit the other documentation for more information about Skip Mapping and other Interaction Mapping functionality. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 62 Interaction Sources (cont.) Adding Interaction Source Values Add or remove Interaction Source values as needed by using the following steps: 1. Go to Setup > Object Manager > Interaction > Fields & Relationships 2. Find the “Interaction Source” field and click on the linked name to view the current values 3. Select the New button in the Values section to add your values and Save 4. Click the Del link next to any value(s) you want to remove 5. Select the Reorder button to update the order of the values 6. Go to Setup > Object Manager > Interaction Mapping > Fields & Relationships 7. Find the “Skip Mapping” field and click on the linked name to view the current values 8. Click the New button in the Values section to add your values and Save 9. Click the Del link next to any values you want to remove 10. Select the Reorder button to update the order of the values (it is recommended that the order for both fields be the same for consistency) Best Practice Nugget: Remember, if you are adding a value or values to the “Interaction Source” field on Interactions, you should always also add it to the “Skip Mapping” field on Interaction Mappings and vice versa. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 63 Loading with an Integration Tool Creating Interaction records with an integration tool is very similar to creating them manually using the Salesforce API. First, you will need to identify the tool you want to use. Here are a few options: • Salesforce Data Import Wizard • Salesforce Data Loader • Developer Console • Other AppExchange apps for integration Next, setup the tool you selected to create Interaction records and map the fields from the source to Interaction fields. For tools like the Salesforce Data Import Wizard or Salesforce Data Loader, this most likely means mapping the columns from your CSV file to Interaction fields. Confirm you have mapped all fields required to match to existing Leads and Contacts and to create Contacts. By default, this means First Name, Last Name and Email. If you have customized required fields or duplicate management, those customizations should be considered. And don’t forget about Interaction Source! Include a column or setting to default Interaction Source to a value representing the data load to make it easier to report on the records once they are created. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 64 Best Practices - Creating Interactions Manually A new Interaction can be quickly created for an existing Lead, Contact, or Opportunity using a custom Interaction creation Action on the Lead, Contact, or Opportunity, respectively. Additionally, a custom Interaction creation Action is included in the package for the Campaign object and as a Global Action. Overview of Custom Actions The Interaction Package includes five Actions: • Lead Interaction Action • Contact Interaction Action • Opportunity Interaction Action • Campaign Interaction Action • Global Interaction Action The object-specific actions are extremely useful when the end user (e.g. a recruiter) is speaking with a prospective student and has already found the individual in the system and needs to update their data. In that moment, the recruiter does not need to worry about determining which Opportunity to update or whether there are duplicate Leads or Contact records in the system. When the Interaction is created, the full process will run and any duplicate records found will be converted or merged automatically and any Opportunity, Affiliation, or Campaign Members will be updated or created. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 65 Overview of Custom Actions (cont.) Each action has a different layout with fields tailored to the use case of the object it lives on, as well as defaulted values for verifying or updating. Other values can be defaulted without including them on the layout. All of these custom action layouts can be customized to better match your business processes. There are several benefits to using actions and incorporating them into your business processes: • Displaying only fields that should be edited simplifies the record creation process for the user • Fields that can be prefilled and should not be edited can be defaulted and hidden from the layout to further streamline the experience • Displayed fields can also be prefilled, resulting in less clicks and giving users the opportunity to leave the defaulted values or update them as applicable • You can require fields that should be filled out for that action’s use case that are not necessarily required every time an Interaction is created Best Practice Nugget: To take full advantage of actions, remove the New button from the Interaction related lists on Lead, Contact, and Opportunity. This will prevent users from creating Interactions from records unless they use one of the actions. They would still be able to create an Interaction from the Interactions Tab. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 66 Lead Interaction Action The Lead action defaults fields from the Lead that have values, except for picklist fields, which are not supported. The Lead action can be launched from the Lead using the “New Interaction” button in the top right of the record. See the Updating Lead Layouts section if you do not see this button. The Lead fields defaulted and displayed in the action for the out-of-the-box package are shown in this example: Note that picklist fields cannot be predefined based on the existing record’s value, as that is not currently supported in Salesforce. Unless “Insert Null” is selected on the corresponding Interaction Mapping record, leaving these fields blank (--None--) will not push in blank values to the target fields if they are already populated. Picklist fields can only be defaulted to a specific value. Be sure to take care when predefining picklist fields. Vote on this Idea to expand the predefined field functionality in custom actions to include picklists! INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 67 Contact Interaction Action The Contact action defaults fields from the Contact that have values, except for picklist fields, which are not supported. The Contact action can be launched from the Contact using the New Interaction button on the top right of the record. See Updating Contact Layouts if you do not see this button. The Contact fields defaulted and displayed in the action for the initial package are the same as the Lead fields (seen on the previous page) with the addition of two fields: “Additional Campaign” and “Additional Campaign Member Status.” INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 68 Contact Interaction Action (cont.) Best Practice Mega-Nugget: Note that, out-of-the-box, the Contact and Lead action layouts house quite a few fields that collect very different information, including bio/demo data, educational interest information and fields for creating an Affiliation and Campaign Members. This is because end users may use Interactions from the Lead or Contact with the minimum data needed (e.g. Name and email) or they may need to fill out multiple points of data and create related records (e.g. an Opportunity via the educational interest information). On the other hand, the Opportunity custom action (which you will see in the next section) includes only the fields which are most important for updating or creating new Opportunity, Affiliation, and Campaign Members quickly. The Campaign custom action includes the minimum bio/demo fields needed to create a Campaign Member as well as the fields needed for updating or creating a new Opportunity or Affiliation. The Global custom action includes the same fields as the Lead and Contact custom action layouts. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 69 Opportunity Interaction Action The Opportunity action defaults fields from the Opportunity and associated Contact that have values, except for picklist fields, which are not supported. Many of the Contact fields are defaulted and not displayed to provide a more streamlined experience, as mentioned in the Best Practice Mega-Nugget on the previous page. If users need to verify or update Contact fields, the Contact-specific action should be used instead. The Opportunity action can be launched from the Opportunity using the New Interaction button on the top right of the record. See the Update Object Page Layouts section if you are using an Opportunity page layout that was not included in the package and do not see the button. The Opportunity fields defaulted and displayed in the action for the initial package are shown in this example: INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 70 Campaign Interaction Action The Campaign action can be launched from the Campaign using the New Interaction button on the top right of the record. See the Updating Campaign Layouts section if you do not see this button. The Campaign action only defaults the Campaign from which the button was clicked from and is shown in this example: INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 71 Global Interaction Action The Global Interaction Action can be used to create an Interaction from any screen. This is helpful when logging an Interaction for a new individual. Users should complete the following steps to use this action: 1. Search for an existing Contact using the global search bar 2. If no existing Contact can be found, click the Global Action menu and select New Interaction. See Navigating the Interactions App if you do not see this button. The action will appear in the bottom right corner of the user’s screen where they can fill it out or view it as a pop-up, like the pop-ups on Lead, Contact, Opportunity and Campaign that you have seen on previous pages: INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 72 Customizing Action Layouts You can add or remove fields from the layout and update default values on actions to better meet your business processes. These are the steps you would follow to customize the Contact Interaction Action’s layout and predefined field options: 1. Go to Setup > Object Manager > Contact > Buttons, Links, and Actions 2. Find the New Interaction action and click on the linked name to open it 3. To add a default value for a field, click New in the Predefined Field Values section, or edit an existing field’s predefined settings by clicking the Edit link next to the field you want to update INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 73 Customizing Action Layouts (cont.) 4. Picklist fields can only be defaulted to a specific value from that picklist. Actions do not currently support using a formula to set the value Note: Vote on this Idea to expand the predefined functionality in custom actions to include picklists! 5. Text fields can be defaulted using a formula, such as the one below where Interaction Birthdate is defaulted to whatever value is in the Birthdate field on the Contact INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 74 Customizing Action Layouts (cont.) 6. Update the custom action’s layout using the Edit Layout button on the main action page • Drag fields from the palette to the desired position, remove fields by dragging them back to the palette • Additionally, mark fields as “Read-Only” or “Required” by hovering over the field and clicking the wrench icon to select these options INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 75 Customizing Action Layouts (cont.) 7. Remember to always Save your changes! Note: Use these same steps to edit the other object-specific actions by going to Setup > Object Manager > [Object] > Buttons, Links, and Actions, then editing the “New Interaction” action. Use these same steps to edit the Global action by going to Setup > User Interface > Global Actions > Global Actions, then editing the “New Interaction” action. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 76 The Affiliation Key The Affiliation Key fields on both the Interactions and Affiliations objects as well as the Affiliation: Update Upsert Key workflow rule work together to determine when a new Affiliation is created or an existing Affiliation is updated. The Affiliation Key and the corresponding workflow rule can also be customized to better suit your business practices. For a more technical explanation of how the Interaction’s code uses Affiliation Keys, see “Affiliation Creation” and “Affiliation Update” in the Technical Implementation Guide. The Affiliation Key Out-of-the-Box On the Interactions object, there is a formula field called Affiliation Key. There is also a workflow rule and field update that sets the Upsert Key field on the Affiliations object. The Affiliation Key formula field along with the workflow rule allow the Interactions Processor to determine whether to create new Affiliations or edit existing Affiliations. Out-of-the-box, a new Affiliation is created for each Contact/Account combination. This means that if a Contact has an Affiliation with a Status of Current for a school and an Interaction is logged for the same school with a different Status (e.g. Former), the existing Affiliation will be updated and a new Affiliation will not be created. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 77 The Affiliation Key Out-of-the-Box (cont.) Affiliation Key Formula Field and Workflow Rule When an Affiliation is created or edited, the “Affiliation: Update Upsert Key” workflow rule runs that sets the Upsert Key field on the Affiliations object to the Contact’s ID plus the Account’s ID that it is associated with the Affiliation. This is the formula used for the field update: CASESAFEID(hed__Contact__r.Id)+"."+ CASESAFEID(hed__Account__r.ID) The delivered Affiliation Key formula on Interactions is this: Formula: IF(ISBLANK(Affiliated_Account__c), "", "."+CASESAFEID(Affiliated_Account__r.Id)) If there is an Affiliated Account specified on an Interaction, this formula returns the value of the Affiliated Account’s 18-digit ID. The Interaction Processor then prepends Contact.Id once it finds or creates a Contact. If the Affiliation Key field on the Interaction matches the Upsert Key on an existing Affiliation, the Interaction Processor will update the matched Affiliation. If the fields do not match, a new Affiliation record will be created. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 78 The Affiliation Key Out-of-the-Box (cont.) Updating Affiliation Key and Workflow You may want to update how Affiliations are matched to better fit your business processes. For example, you may want to create separate Affiliations for a Contact/Account combination if the Contact’s Role changes (e.g. Student vs. Advisor). To make this change, you need to: 1. Update the Affiliation Key formula field on Interactions by appending Role (or another Affiliation field, depending on your business process) IF(ISBLANK(Affiliated_Account__c), "", "."+CASESAFEID(Affiliated_Account__r.Id) +"."+(Affiliation_Role__c) ) 2. Update the Upsert Key: Set to Contact.Account field update by appending Role (or another Affiliation field) CASESAFEID(hed__Contact__r.Id)+"."+ CASESAFEID(hed__Account__r.ID) +”."+(hed__Role__c) 3. Click Activate to turn on the workflow rule 4. Test your new configuration Note: After installing the package or making updates to the workflow rule, remember to Activate the rule so it runs as expected. See the Activate Workflow Rules section to learn how. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 79 The Opportunity Key Like Affiliation Key, the Opportunity Key field on Interactions and Opportunities and the Opportunity Key Workflow Rule work together to control how the Interactions code matches on and updates Opportunities. For a full explanation of the Opportunity Key and how to fit it into your recruitment model, see “Opportunities for Recruitment” in the User Guide. For a more technical explanation of how the Interaction’s code uses Opportunity Keys, see “Matching with Opportunity Key” in the Technical Implementation Guide. The Opportunity Key Out-of-the-Box The Opportunity Key formula field on Interactions along with a workflow rule and field update allow the Interactions process to match on Opportunities for both a centralized (one Opportunity per Career and Term) and decentralized (one Opportunity per Career, Interest, and Term) recruitment model. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 80 The Opportunity Key Out-of-the-Box (cont.) Opportunity Key Formula Field on Interactions If the Career field on the associated Academic Interest (or Recruitment Interest if Academic Interest is blank) is Undergraduate, the Opportunity Key field will use the following information to match to an Opportunity record: Contact.Id + . + Undergraduate + . + Term.Id If the Career field on the associated Academic Interest (or Recruitment Interest if Academic Interest is blank) is Graduate, the Opportunity Key field will use the following information: Contact.Id + . + Undergraduate + . + Academic Interest.Id (or Recruitment Interest.Id if Academic Interest is blank) + . + Term.Id If this setup matches your recruitment business processes, there is no need to make changes to the key. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 81 The Opportunity Key Out-of-the-Box (cont.) Activating Opportunity Key Update Workflow The Opportunity: Update Opportunity Key workflow rule runs every time an Opportunity record is edited and the Opportunity Key field is not equal to the expected value based on the Career field on the Academic Interest (or Recruitment Interest if Academic Interest is blank). This is important if your organization allows users to update or create Opportunities outside the Interactions process. You will need to activate this rule after installing the package: 1. Go to Setup > Process Automation > Workflow Actions > Workflow Rules 2. Open the “Opportunity: Update Opportunity Key” workflow rule by clicking on the name 3. Click the Activate button INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 82 The Opportunity Key Out-of-the-Box (cont.) Updating Opportunity Key and Workflow If the keys provided out-of-the-box do not represent unique Opportunities for your Undergraduate or Graduate recruitment processes, you will need to update the Opportunity Key formula field on Interactions and the Opportunity: Update Opportunity Key workflow rule and field update. For example, if your university does not plan to recruit for Graduate programs in Salesforce, you will need to update the key. Follow these steps to use only the centralized process and ignore Career: 1. Go to Setup > Object Manager > Interaction > Fields and Relationships 2. Edit the “Opportunity Key” formula field 3. The new key should be as follows (comments are surrounded by /* */ and not necessary for the functionality of the formula) /*The below formula allows for a decentralized recruitment model.*/ /*If both Academic Interest and Recruitment Interest are blank, the formula is blank, which means the record is missing important information and no Opportunity will be created.*/ IF(Academic_Interest__c + Recruitment_Interest__c = "", "", "."+CASESAFEID(Term__r.Id)) INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 83 The Opportunity Key Out-of-the-Box (cont.) Updating Opportunity Key and Workflow (cont.) 4. After saving the formula changes, go to Setup > Process Automation > Workflow Actions > Workflow Rules 5. Edit the Opportunity: Update Opportunity Key Workflow Rule to match the 18-digit Contact ID followed by the Opportunity Key from step 3 Opportunity_Key__c <> CASESAFEID(Contact__r.Id) + "."+ CASESAFEID(Term__r.Id) 6. After saving the workflow rule changes, go to Setup > Process Automation > Workflow Actions > Field Updates 7. Edit the “Opportunity Key: Set Based on Career” Field Update 8. Change the name of the update rule if needed (example: “Opportunity Key: Set to Contact + Term”) 9. Set the formula to match the 18-digit Contact ID followed by the Opportunity Key from step 3 CASESAFEID(Contact__r.Id) + "."+ CASESAFEID(Term__r.Id) 10. Click Save and make sure the associated workflow rule is Active INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 84 Connect an Additional Object It is possible to add functionality to the Interactions process by connecting an additional object. While it involves click configuration, it also requires a developer who understands the Apex code. Please keep the following in mind when considering adding processes to the Apex code: • Additional processes add API Calls and could slow down processing times when importing or manually creating Interactions. Always follow Salesforce Best Practices to reduce the impact and avoid hitting limits. See the Trigger and Bulk Request Best Practices and Execution Governors and Limits Developer Guide articles for additional information. • Salesforce requires unit tests that cover a minimum of 75% of the code before it can be deployed in Production, but a higher percentage is preferred. Consider the best practices outlined in the How to Write Good Unit Tests Apex Developer Guide article. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 85 Connect an Additional Object (cont.) Here are the required steps: 1. Log into a sandbox environment (Apex cannot be edited directly in Production) 2. Create the new object or identify an existing object 3. Add fields to the object, if applicable 4. Add matching fields to the Interaction object 5. Update the Apex code with the additional processes 6. Update the Apex test code with additional tests 7. Update the Target Object API Name picklist on Interaction Mappings to include the API Name for the new object 8. Create Interaction Mapping records for the fields added. See the “Interaction Mappings” section of the Technical Implementation Guide for more information INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 86 Connect an Additional Object (cont.) For more information about developing in Apex, review the following Salesforce resources: Trailhead Modules: • Apex Basics & Database • Apex Triggers • Apex Testing • Asynchronous Apex Developer Guides: • Apex Quick Start • Apex Developer Guide • Trigger and Bulk Request Best Practices • Execution Governors and Limits • How to Write Good Unit Tests Apex INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 87 User Permissions and Security Models Delivered Permission Set Interactions for Student Recruitment comes with the permission set “Create Interactions.” This permission set includes access to the app, objects and fields a user needs to create Interaction records in a standard way. The permission set also includes access to view (not edit or create) Interaction Mapping records. Feel free to edit this permission set, assign it to users on a case-by-case basis, or use it as a starting point for creating or adding to a user profile. Follow these steps to access the permission set: 1. Go to Setup > Users > Permission Sets 2. Select Create Interactions 3. Review or make updates and Save INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 88 How Interactions Handles Your Security Models Different universities have different needs when it comes to data security. The way this package uses the Opportunity object, for example, could pose security concerns for some universities because these records hold information concerning the potential student’s recruitment interests and, possibly, sensitive personal information. The departments within your university may be open to sharing their Opportunity data or they may want to keep it to themselves. The Interaction Processor has full access to all records in Salesforce. This means if an Interaction is created by a user that matches a Contact they cannot see because of sharing settings, that Contact will still be updated. The out-of-the-box design assumes if a person has access to edit an Interaction field and that field is mapped to another field in the system, it has permission to write to it. If this design does not meet your security requirements, you will need to update the way the Apex code is written to consider field-level security as well as sharing rules for the user who kicks off the Interaction Process. You may instead want to limit the users who have access to update Interactions, or at least remove their edit access to Interaction fields that are mapped to sensitive fields. For more information on Security in Salesforce, see the Data Security Trailhead Module. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 89 Reports and Dashboards Included with the package are some new report types, sample reports and two dashboards. The delivered report types are: Report Type Name Campaigns with Contacts with Opportunities Contacts with Opportunities Objects (in order of primary, secondary, tertiary) Campaign, Contacts, Opportunities Contacts, Opportunities INTERACTIONS FOR STUDENT RECRUITMENT Report Type Category Sample Report Name(s) and Use Case Example Campaign This report type can be used to bring in data from Campaigns, Contacts and Opportunities. The sample report “Campus Visit Academic Info“ allows recruiters to quickly see Campaign Member’s academic interest information per Campus Visit Campaign along with Campaign Member’s Contact information. Accounts & Contacts This report type shows only Contacts with Opportunities. The sample report “Opportunities Stage Pipeline" shows all Opportunities and their stages. The details of the report provide the recruiter with the prospective student’s Contact information. INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 90 Recruiter Dashboard The Recruiter Dashboard was designed with recruiters’ needs in mind. It contains reports on incoming Interactions by Creation Date, Opportunities by Creation Date and Interest, Opportunities by Academic Career, Campaign reports, Lead Source reports, and more. Administrator Dashboard The Administrator Dashboard was designed to help administrators catch problems with configuration, data loads, or manual entry of Interactions after implementing Interactions for Student Recruitment. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 91 Test Your Configuration The following are the minimum tests you should complete to confirm your configuration is working. Depending on the extent of your Interaction Mappings and customizations, additional testing may be needed. Create a New Contact Using an Interaction 1. Click on the Global Actions dropdown and select ‘New Interaction’ 2. Fill out any fields you want to test, making sure to enter values in the fields required for your matching rules, and Save the record 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact in the bottom left of the record 5. Click on the linked Contact and confirm that all expected fields are filled out there as well Note: If the “Interaction Status” is not ‘Imported,’ confirm all required fields on the records you plan to create are filled out. If any values are missing on the Interaction record, confirm the Global Action is configured correctly. If any values are missing on the Contact, confirm there are Interaction Mapping records for the missing fields. If any fields are missing from the Interaction or Contact, confirm the Page Layouts are correct. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 92 Update a Contact Using an Interaction 1. Click on the Global Actions dropdown and select ‘New Interaction’ 2. Fill out any fields you want to test with slightly different information, making sure to enter the same values from Create a new Contact using an Interaction in the fields required for your matching rules, and Save the record 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact in the bottom left of the record 5. Click on the linked Contact and review that all expected fields are updated there as well 6. Click on the Related tab on the Contact and find the Interactions Related List. There should be two Interactions Records, one from Test 1 and one from this current test Note: If the Interaction creates a new Contact instead of updating the existing Contact, confirm all fields required for your Lead and Contact matching rules have values that match the existing Contact, check the standard Lead Mappings on the Lead Object, make sure all fields have Interaction Mappings, and review the matching rules to confirm the Lead rule matches the Contact rule and they are set up as outlined in this document. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 93 Create an Opportunity Using an Interaction 1. Go to a Contact record and click on the New Interaction Action 2. Fill out any fields you want to test, making sure to enter the values required for the Opportunity Key 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact and Opportunity in the bottom left of the record. 5. Click on the linked Contact and review that all expected fields are updated there as well 6. Click on the Related tab on the Contact, find the Opportunities Related List, and click on the Opportunity that should be there 7. Review the fields on the Opportunity to confirm all expected fields are updated there 8. Look at the related list section to the right of the record and confirm the Contact is listed in the Contact Roles section Note: If the Interaction is not at ‘Imported,’ confirm all required fields for Opportunity have been filled out, and Opportunity key on Interaction is the same as the Opportunity Key being set through the workflow rule. If the Opportunity is missing values, confirm the fields have Interaction Mappings, the Action is configured correctly, and all values from the Interaction are acceptable. If the Opportunity is missing fields, review the page layout. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 94 Update an Opportunity Using an Interaction 1. Go to a Contact record and click on the New Interaction Action 2. Fill out any fields you want to test, making sure to enter the same values required for the Opportunity Key from Create an Opportunity using an Interaction 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the Contact and Opportunity in the bottom left of the record 5. Click on the linked Contact and review that all expected fields are updated there as well 6. Click on the Related tab on the Contact, find the Opportunities Related List, and click on the Opportunity that should be there, confirming there is no duplicate 7. Review the fields on the Opportunity to confirm all expected fields are updated there Note: If the Interaction created a new Opportunity instead of updating an existing one, confirm the Opportunity key on Interaction is the same as the Opportunity Key being set through the workflow rule, and the formulas match the key on the existing Opportunity. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 95 Create an Affiliation Using an Interaction 1. Go to the Opportunity record and click on the New Interaction Action 2. Fill out any fields you want to test, making sure to enter the values required for the Affiliation Key 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact in the bottom left of the record 5. Click on the linked Contact and review that all expected fields are updated there as well. If you set the Affiliation as Primary, confirm the Account you used is linked in the appropriate Primary Affiliation field on the Contact. 6. Click on the Related tab on the Contact, find the Affiliations Related List, and click on the Affiliation that should be there 7. Review the fields on the Affiliation to confirm all expected values are there Note: If the Affiliation was not created or values are missing, confirm all required fields are filled out and have Interaction Mappings. If Affiliation fields are missing, check the page layout. If values are missing or not what is expected, confirm the Action on Opportunity is configured correctly and all values from the Interaction are formatted correctly. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 96 Update an Affiliation Using an Interaction 1. Go to the Opportunity record and click on the New Interaction Action 2. Fill out any fields you want to test with slightly different values that are not part of the key (example: Role), making sure to enter the same values required for the Affiliation Key from Create an Affiliation Using an Interaction 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact in the bottom left of the record 5. Click on the linked Contact and review that all expected fields are updated there as well. If you set the Affiliation as Primary, confirm the Account you used is linked in the appropriate Primary Affiliation field on the Contact. 6. Click on the Related tab on the Contact, find the Affiliations Related List, and click on the Affiliation that should be there, confirming there is not a duplicate now 7. Review the fields on the Affiliation to confirm all expected values are there Note: If the Interaction Status is not at ‘Imported,’ confirm the Affiliation Key field on the Interaction is built the same way as the Affiliation Key Workflow Rule. If the Interaction created a new Affiliation instead of updating an existing one, confirm the values entered from the Affiliation Key match the original Affiliation. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 97 Add a Campaign Member Using an Interaction 1. Go to a Campaign record and click on the New Interaction Action 2. Fill out any fields you want to test. If you want to create a new Contact, use new values, otherwise use the same values from Update a Contact Using An Interaction. Make sure the Campaign is set, a Campaign Member Status is set, and it is a value that is part of the Campaign. 3. A confirmation message should appear to show the record was created, with the record name appearing as a green link. Click on this link to open the Interaction record. 4. Confirm the Interaction Status is ‘Imported,’ all expected values appear in the fields you filled out, and there is a link to the created Contact in the bottom left of the record 5. Click on the linked Contact and review that all expected fields are updated there as well 6. Click on the Related tab on the Contact, find the Campaign History Related List, click on the down arrow at the far right of the Campaign Member that should be there, and select Edit (this is the easiest way to view the record) 7. Review the fields on the Campaign Member to confirm they are there, and select Cancel to close the record Note: If the Campaign Member was not created, confirm the Campaign Member Upsert Key on Interactions is set the same way as the Campaign Member Key Workflow rule. If the Campaign Member Status is incorrect, go to the Campaign, click on the Related tab, and confirm the status you chose is listed as an available status. If the Campaign Member is missing values, confirm the fields have Interaction Mappings. If the Campaign Member is missing fields, check the page layout. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 98 Appendix Interactions for Student Recruitment ERD The icon in the top left of each object box indicates whether the object is a standard Salesforce object or a HEDA custom object. If there is no icon, the object is a new custom Interactions for Student Recruitment object. Additionally, green lines represent the a process of record creation. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 99 Interaction Model – Flow Chart This chart is one of two representations of the order of the Interactions code. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 100 Interaction Model – Swim Lane Diagram This chart is one of two representations of the order of the Interactions code. INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 101 Interactions Data Dictionary The Data Dictionary can be found here in the Interactions for Student Recruitment GitHub repository. Interactions for Student Recruitment Unmanaged Package The links for the downloadable, unmanaged package are located in the GitHub Repository. There are two links, one for Sandbox Installation and one for Installation in a Production or Developer Org. Interactions for Student Recruitment GitHub repository The GitHub repository, containing all documentation and custom code associated with Interactions for Student Recruitment, can be found here. Other Resources • User Guide • Technical Implementation Guide • HEDA Documentation • Power of Us Hub Chatter Group INTERACTIONS FOR STUDENT RECRUITMENT INTERACTIONS INSTALLATION AND CONFIGURATION GUIDE 102
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