Enabling ability for one contact to serve as partner staff for multiple organizations

HOC 3.0, (March 2018 release and later) supports the ability to allow one contact to log into the sharing portal as partner staff for multiple organizations.  Before you can use this ability, the System Administrator needs to perform the following speed up to their system.

NOTE: Creating opportunities that this contact will manage (for organizations other than the organization their contact is directly connected to) must be done in the sharing portal itself. The volunteer opportunity wizard does not support administratively making a contact opportunity coordinator for multiple organizations.  

1. First ensure that profiles have access to the field "HOC Access"

Go to Setup / Profiles and for the System Admin Profile, go to "object settings" and select the object 'Account Contact Relationships"

Check that the system admin profile has both Read and Edit Access to the field HOC Access.  If it doesn't grant these permissions.

Go to the profile:  "Staff" and repeat.   This allows both Staff and System administrators to use the picklist values in the HOC Access field, and it will be visible on their page layouts.

The "Direct" checkbox indicates that this contact has this organization as their main organization.  This will be the organization they originally had partner staff access for.  

See this post for details on how to add additional organizations for a contact to manage.

2. Update page layout for the object Account Contact Relationship

Setup / Account Contact Relationships / Page Layouts

This may already have been done depending on whether it came from the .dot.  But check that the field HOC Access is added to the page layout "Account Contact Relationship Layout) as it won't be there for custom installs into existing instances of SF.

 

 

3. Update Page Layouts for accounts and contacts to add a new related list:

A. Update NonProfit Account Page Layouts in Use

  • Add the Related Contacts related list to the nonprofit account page layouts in use.  It should be added as the first related list on the layout.  
    • Set the fields in the related list as shown here:

Note:  The field "organization Name" might appear as "Account Name" in your instance of SF.

B. Remove the Contacts related list from the page layout

(it's no longer needed, as all your contacts for the organization will appear in the 'related contacts' list.

C. Update Contact Page Layouts in use:

  • Update the contact page layout(s) in use by your organization, by adding the “Related Organizations” related list.  Make it the first related list on the page layout.   Set up the visible fields as shown below:  

Your related list will now look like this:

4. (Optional but recommended) Update the picklist values in the field Roles in the Account Contact Relationship object.

The "Roles" field allows you to add additional information about what role the contact plays with an organization.  HandsOn Connect uses the role names "Primary Contact" and "Volunteer Coordinator" to identify certain contacts, so you may wish to add them to your related list.

You can also optionally add other role identifiers that are useful to you for keeping track of a contact's relationship to an organization.  Here's how to take advantage of this field if you want to use it.  (Note: It is not required to do this, but its a nice thing to have :-)

Go to Setup / Account Contact Relationship / Fields and select the field "Roles".

It has default picklist values used by the sales process, but not particularly useful for managing nonprofit organizations.

A). Add two new values to the list:  

  • Primary Contact
  • Volunteer Coordinator

B) Optionally deactivate other values not useful to your organization.

C).Optionally add additional picklist values that may be useful to your organization for keeping track of indirect relationships for your contacts.  (Example:  Board Member)

Using the Roles field is strictly optional.  But can be useful to identify who is the Primary Contact for a related organization and who is the Volunteer Coordinator.  

 

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