2.13 Patch 6 & 7

Posting Status Enhancements

Posting Status Enhancements

In this patch we are taking the first steps to improving the messaging in the Posting Status field. This patch will apply to any records created or manually edited after May 1, 2013. Existing records will not be impacted.

The posting status will be updated to reflect the following statements based on the related criteria. (criteria -- message)

Occurrence records:

  • Status= Pending -- Posting Status = "This is not published. Please submit for approval."
  • Status= Inactive -- Posting Status = "This has been archived. Please contact your system administrator"
  • Status= Awaiting Approval -- Posting Status = "This is not published and has been submitted for approval."
  • Status= Admin -- Posting Status = "This is not published (admin only)."
  • Status= Canceled -- Posting Status= "This is not published. It has been canceled."
  • Status= Active & Volunteer Opportunity in Status= Active & Volunteer Opportunity - Invitation code = Blank -- Posting Status = "This is approved and published for volunteers to sign-up."
  • Status= Active & Volunteer Opportunity in Status= Active & Volunteer Opportunity - Invitation code NOT = Blank -- Posting Status = "This is approved and published for volunteers to sign-up with an invitation code."
  • Status= Active & Volunteer Opportunity NOT in Status= Active -- Posting Status = "This is not published. The Volunteer Opportunity is not active."
  • Status= Active & End Date & Time < TODAY -- Posting Status = "This is not published. The Date & Time is in the past."

Volunteer Opportunity records:

  • Status= Pending -- Posting Status = "This is not published. Please submit for approval."
  • Status= Inactive -- Posting Status = "This has been archived. Please contact your system administrator"
  • Status= Awaiting Approval -- Posting Status = "This is not published and has been submitted for approval."
  • Status= Admin -- Posting Status = "This is not published (admin only)."
  • Status= Active & has at least 1 occurrence in Status= Active and End Date & Time Greater than TODAY & Volunteer Opportunity - Invitation code = Blank. -- Posting Status = "This is approved and published for volunteers to sign-up."
  • Status= Active & has at least 1 occurrence in Status= Active and End Date & Time Greater than TODAY & Volunteer Opportunity - Invitation code NOT = Blank. -- Posting Status = "This is approved and published for volunteers to sign-up with an invitation code."
  • Status= Active & 0 occurrence in Status= Active and End Date & Time Greater than TODAY. -- Posting Status = "This is not published. There are no upcoming, active occurrences."

Further improvements will be made in the next full release expected in later July.

  • Automation of the Posting Status Trigger to run nightly so that as Occurrence End Date & Times pass the posting status for the Occurrence and if necessary the Volunteer Opportunity will be updated.
  • Batch update to correct existing records, prior to May 1, that have not already been updated to the new posting status message.

We decided that in light of the delay of volunteer opportunities appearing in search results due to the enhanced AFG search integration that moving forward with the updated posting status was the better course of action so that staff, system admins, and premium portal users would be able to use the posting status message to determine the visibility of their projects on the public site.

Admin Action - Deactivate Workflow Rules

In this patch we began the improvement for clearer Posting Status messages, by moving the action that updates the message to a trigger to allow for more control of the message displayed.

To support this enhancements, System Admins should deactivate the following workflow rules:

  • Auto populate PostingStatus from Status (related to Occurrences)
  • Auto populate PostingStatus from Status (related to Vol Opps)

The description for these rules has been updated to "Do Not Activate. This action has been moved to a trigger to improve the expected behavior." to reflect that they are no longer in use.

Steps for how to deactivate workflow rules.

We also suggest to Premium Portal Customers that you move your Partner Staff and Volunteer Leaders to the Partner Staff Volunteer Opportunity Layout 2 and Partner Staff Occurrence Layout 2 which has the posting status field as Read Only. (Documentation for improved Partner Staff - Premium Portal can be found here.)

Home Page Search Box

Home Page Search Box

If you have the Default Zip Code populated in the control panel, it will now be populated in the Home Page Search box so while a location is still required, the default zip code will allow for volunteers to just enter a keyword and go without getting the "Location is required" error pop-up.

If you opt to not provide a default zip code, volunteers will still be required to provide a value for the location field when using the Home Page Search Box.

Other Search Related Improvements

  • Typo in the distance column where a distance of 2-9 miles was missing the s has been corrected.
  • Using a Saved Search link will override any existing search criteria. In the past, it was just add the saved search to the existing criteria.

Enhancements to Volunteer Teams

Team Members can now sign up/express interest as part of a team

Team Members can now sign up/express interest as part of a team

In the past only Team Captains could Sign Up/ Express Interest for volunteer team members. With this enhancement if an individual volunteer that is not a team captain selects the "Sign Up/Express Interest with a team." option they can select from a team which they are a member of to associated their connection with. When the volunteer does this they will only be able to see their own association with the team and not other team members.

For example, if Company XYZ creates a volunteer team of all their employees, their employees can use the sign up with a team option and select Company XYZ Team so that even if other employees aren't participating they can still track and associated their service hours to that volunteer team.

Team Captain pre-populated for New Volunteer Teams

Team Captain pre-populated for New Volunteer Teams

When a volunteer elects to create a new volunteer team, that volunteer's information will appear in the list of team members as row 0 so that they don't try to add themselves again as members. This row is not editable.

Adding Team Members

Adding Team Members

When initially creating a Volunteer Team, if the Company/ Group Affiliation is populated you don't have to provide an email or phone number for the team members. However, in the past, when you later added additional team members an email or phone number were required.

With this patch, adding team members for teams with a Company/ Group Affiliation no longer require an email or phone number. Teams without a Company/ Group Affiliation will still require a phone number or email address to add new members.

Other Volunteer Team Improvements

These other improvements were made around volunteer teams:

  • Upcoming Opportunities are now showing on the Team detail page
  • Please Wait bar has been added when a volunteer submits a new team for creation to prevent double clicking and duplicate teams.
  • Volunteer Teams that Express Interest for a project can no longer be confirmed when the Team Captain uses the "Manage My Team" option.
  • New contacts created via a volunteer team now have the Primary Address? field set to Home, Calculated Birthdate checked when an age is provided, and Volunteer Type= Volunteer.
  • Team sign ups for date & time specific occurrences now have the Attendance Status field populated with "Please Verify"

Check-in Sheet Improvements

The check-in sheet was improved by increasing the font size to 10pt to make it easier to read and lightening the grey shading.

Volunteers with Age = 0 will have "Ukn" in the Over 18?. This will usually be the case for Volunteer Team Members.

Premium Portal Changes

My Organization Edit Page

My Organization Edit Page

Improvements were made to the My Organization page when being edited by the Primary Contact.

  • Primary Contact was changed to a look-up field to prevent the contact record from being overwritten.
  • Note was added that if the primary contact changes the primary contact to someone else that they are locking themselves out of the My Organization page.
  • The "New" button was renamed to "Create New Staff Contact" and removed from next to the Opportunity Coordinator look-up and moved to it's own section labeled "Request portal access for new staff member."
  • Bug fix: when using the look-up some customers were having trouble being able to select new contacts. This has been corrected and the look-up works as expected.

Basic Portal Changes

The following changes only apply to Basic Portal customers

Schedule a Volunteer Page

Schedule a Volunteer Page

When scheduling a volunteer for a Date & Time Specific opportunity, you can now select up to 5 occurrences at once to schedule the volunteer.

Organization Information Page

Organization Information Page

The Organization Information page has been updated in the following ways:

  • Removed the Edit buttons next to the Primary Contact and Opportunity Coordinator fields.
  • Removed the Create button next to the Opportunity Coordinator field. (All contacts should be created using the "Create New Staff Contact" button
  • Changes the label from Opportunity Coordinator to Default Opportunity Coordinator.
  • The primary contact for the organization is able to use the look-up to change both the Primary Contact field and the Default Opportunity Coordinator field.
  • Primary Impact Area now displays the value selected when a single value is selected. If multiple values are selected it will display "# Selected"
  • Expanded the Mission Statement text field to be a text area so that at least 4 lines of text are visible.
  • Changed the section label from Contact Information to Organization Contact Information
  • Changed the section label from Contacts Information to Organization Staff Contacts and changed the Create New Contact button to "Create New Staff Contact."
  • Changed the section label from Locations Information to Opportunity Locations and the State is now displayed in the grid
  • The column headers in the Opportunity Locations and Organization Staff Contact tables are now clickable for sorting.

Occurrence Detail Page

Occurrence Detail Page

The Occurrence Detail page has been updated in the following ways:

  • For Date & Time Specific occurrences: Date, Start time, and End Time fields are displayed.
  • For To Be Scheduled Occurrences: Occurrence Start Date and Occurrence End Date are displayed.
  • You can now edit the Occurrence End Date of a To Be Scheduled occurrence
  • When editing the date of a Date & Time specific occurrence the Start Time and End Time remain unchanged (used to update to the current time)
  • New Occurrences are automatically placed in "Awaiting Approval" status
  • If a user enters the Date or Time in an unacceptable format an error message pops up letting them know the correct format before they attempt to save the record.
  • The Save button has been updated to Save & New, and the buttons have been added to the bottom of the page for easier access.
  • Corrected an issue with the mapping of the Min and Max attendance fields.

Other Fixes and Enhancements

These other improvements were made to HandsOn Connect in this patch:

  • Self-Reported Volunteer Hours can now be made the same day as the service project took place.
  • Volunteer Event Detail page has been updated to display the "See all opportunities associated with this special event" link based on the End Date & Time of the related occurrences being in the future. Previously it was based on Start Date & Time which prevented the link from appearing when To Be Scheduled opportunities were associated with the event.
  • Names with apostrophes were causing issues on the volunteer registration form, custom Registration Questions and Volunteer Opportunity Questions, in the Employee Coordinator portal tabs, and in the Control Panel for the various Approval Managers. All of these have been corrected and can now accept apostrophes.
  • Limit was increased that was impacting the creating of the sharing groups used for the Partner Staff premium portal.
  • Employer field has been added to the Personal Information page at the top of the "Work Address" section.
  • Sharing rules are now triggered when an existing connection is edited to add the role of "Volunteer Leader
  • "Grant Portal login in the Contact Overview was improved so that only the profiles associated with your type of portal will be displayed.

Premium Portal:

  • Volunteer
  • Volunteer Leader
  • Partner Staff (when related to an Organization with Record Type = Nonprofit and Status = Active Partner)
  • Employee Coordinator (when related to an Organization with Record Type = Business and Status = Active Sponsor)

Basic Portal

  • Volunteer
  • Volunteer Leader v2
  • Partner Staff v2 (when related to an Organization with Record Type = Nonprofit and Status = Active Partner)

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