Leveraging NPSP Automation for Managing Constituents

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Shivam Pushpakar Bhankhede

May 20, 2024

Salesforce’s Nonprofit Success Pack (NPSP) offers robust workflow automation tools tailored to the unique needs of nonprofit organizations. Understanding NPSP workflow diagrams is essential for streamlining processes related to managing contacts, accounts, relationship, affiliation and other critical aspects of nonprofit operations.

Automated Household Account Creation for New Contacts

In the Household Account model of NPSP, a workflow is triggered when a new contact is created without specifying an account name, NPSP promptly generates a new Household Account in response to the contact creation. Key contact and account fields are automatically filled in, reducing manual data entry and ensuring precision, thus optimizing household contact management within NPSP for enhanced efficiency and user satisfaction.

Connecting a New Contact with an Established Household Account

Link a New Contact to an Existing Household Account Workflow DiagramIn scenarios involving multiple contacts from the same household, NPSP allows the direct association of new contacts with existing Household Accounts. This involves creating a new contact and linking it directly to the desired Household Account. NPSP then automatically synchronizes account and contact fields, ensuring uniformity across the household. This streamlined process ensures efficient communication and engagement tracking within NPSP.

Updating Primary Affiliation on a Contact

Affiliations serve as vital connections between Contacts and Organization Accounts, enabling comprehensive tracking of their engagements.

When users designate an Organization Account as the Primary Affiliation for a Contact, NPSP promptly creates a new Affiliation record, capturing the association. Ensuring accuracy, NPSP updates relevant fields by marking the Affiliation as Primary, setting its status as Current, recording the start date as the current day, specifying the Contact’s role within the organization, and associating the Affiliation with the same Organization Account referenced in the Contact’s Primary Affiliation field.

NPSP's Automated Relationship Management

NPSP streamlines the creation of relationships by automatically generating reciprocal relationship entries when a user creates a relationship record for a contact. Once a relationship record is saved, NPSP swiftly generates the corresponding reciprocal relationship entry for the related contact, simplifying the process and enhancing data accuracy.

Update a Household Account’s Billing Address

Updating a Household Account’s billing address in NPSP involves seamless management of multiple addresses. Users initiate the process by updating the Billing Address directly on the Household Account record, reflecting any changes accurately. NPSP promptly propagates these updates to address records linked with all contacts within the household.

Update a Contact’s Mailing Address

When a contact’s mailing address undergoes updates, NPSP ensures seamless synchronization across the Household Account and other related contacts. Users initiate the process by updating the Mailing Address directly on the Contact record, reflecting any changes accurately. NPSP then automatically propagates these updates to address records associated with the Household Account, ensuring alignment with the latest contact information. This synchronization extends to related contacts as well, ensuring uniformity and accuracy across the entire contact network within the system.

Create Default Address Record Manually:

In cases requiring manual address data intervention, NPSP offers a solution to create default address records:

  • Users initiate the creation of a new Address record, marking it as the default address.
  • NPSP automatically updates the address records for the Household Account and associated contacts.

Automated Primary Affiliation Field Management

Automates changes to the Primary Affiliation field on related Contacts during the insertion, updating, deletion, or undeleting of an Affiliation record. This automated process ensures accurate assignment of primary affiliations to contacts within the system, maintaining data consistency and integrity.

Automated Address Verification Process

Operating based on the configuration of automatic address verification being enabled, this streamlined process begins by categorizing addresses’ verification status as “Pending” or “Verification Required.” It seamlessly interfaces with an external verification service, transmitting address details for validation.

Account Merge Data Alignment System

During the Account Merge process, this data management module executes the following tasks:

  • Updates critical fields such as Account Name, and Formal and Informal Greeting.
  • Recalculates Household Soft Credits for accuracy.
  • Reevaluates Opportunity rollups to ensure consistent reporting.
  • Deletes duplicate Addresses and transfers the Default Address to the relevant Account and Contacts for streamlined data organization.

Efficient Data Management During Contact Merging

During the Contact Merge process, streamlined data management processes are enacted, including:

  1. Updating critical fields such as Account Name, Formal, and Informal Greeting.
  2. Reparenting Opportunities to the merged Contact’s Account.
  3. Recalculating Household Soft Credits to ensure accuracy.
  4. Reevaluating Opportunity rollups for consistent reporting.
  5. Deleting duplicate Affiliations and Relationships to maintain data cleanliness and integrity.

Contact Vital Status Management

Overseeing the updating of Contact fields in response to changes in the “Deceased” or “Do Not Contact” checkboxes. When “Deceased” is toggled to true, it automatically triggers the setting of “Do Not Contact” to true and removes the Contact from the Household Name. Similarly, toggling “Do Not Contact” to true activates “Do Not Call” and “Email Opt Out” fields. This ensures seamless management of Contact status while upholding data integrity within the system.

Automated Account Cleanup Procedure in NPSP

Upon the deletion of an account, NPSP activates its automated removal protocol. This streamlined process systematically eliminates associated Recurring Donations, Allocations, and Relationships by deleting relevant records through lookup fields.

Conclusion

Efficient management of contacts and accounts is vital for nonprofit success. Salesforce’s Nonprofit Success Pack (NPSP) provides tailored tools to streamline operations and enhance donor engagement. By leveraging NPSP’s robust features, organizations can focus on their mission-driven initiatives. Regular refinement of NPSP processes is key for maximizing efficiency and driving impact. With NPSP, nonprofits can navigate complexities with confidence, ensuring accurate data management, fostering meaningful relationships between constituents and organizations, and ultimately making a significant difference in their communities.

Pranshu Goyal, Director of Products at Mirekta, states: “We envision DSM to be used by every small to a medium-sized organization dealing with bad data and want to get rid of duplicates easily with no cost. We have faced issues dealing with duplicates in our organization. That inspired us to make a solution that is not only simple to use but can be used widely to make the organization’s data clean to make them more efficient and productive. We want DSM to be a solution for every organization looking for duplicate management capability better than the Salesforce out-of-the-box solution with no additional cost.”

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