HOC Release Notes June 2021

This release features updates to the HandsOn Connect managed package in Salesforce. It improves issues that occur when accounts are merged.  These release notes also include information on administrative speed ups you can optionally do to improve certain workflows and email templates.  
This release will be rolled out to all HandsOn Connect customers during the Week of June 15 - 18

Volunteer Opportunity Restrictions applied to all Opportunity Types (HOCSF-1253)

In the early days of HandsOn Connect, Opportunity Restrictions (Minimum age, background check required, orientation required, etc.) were only applied to Date and TIme Specific / Full Sign Up Opportunities.  By default, 'express interest' opportunities did not require restrictions to be met.   Most HOC customers have since updated their instance so that restrictions are always applied, no matter the opportunity type.

For the sake of customers who did not perform the necessary speed-up to accomplish this, we've set the defaults for all HOC clients to require restrictions to be met, whenever signing up or expressing interest in an opportunity.

If, for some reason, you'd not like restrictions met for express interest, open a support ticket and we'll set you back to the earlier behavior where restrictions are ignored for express interest opportunities.

Advanced Email options to suppress sending of emails now extended to Individually Scheduled Opportunities (HOCSF-1303)

For those using Occurrence Record Advanced Email Options which allow for suppressing the sending of confirmation, reminder, post opportunity emails, as well as notifications of volunteer signups, removals, etc, its been noted that these checkboxes only have effect on suppressing emails for date and time specific opportunities.  They did not affect the sending of emails related to Individually Scheduled Opportunities.  

In this release we've updated the various workflows and triggers so that these advanced email management fields in occurrences WILL suppress sending of emails for the occurrence associated with an Individually Scheduled Opportunity.  

Note:  While we've updated all the managed workflows so that these checkboxes will suppress emails for most of the emails associated with Individually Scheduled Opportunities, the "Reminder" emails are handled by an unmanaged workflow.  If you wish to used advanced email management to suppress the sending of the reminder emails to volunteers, you'll have to do the Optional Admin Speedup below.

Optional Admin Speedup to enable "Do NOT send reminder Email" for Individually Scheduled Opportunities  (HOCSF-1303)

There are two 'unmanaged' workflows that need to be sped up.  Go to Setup / process automaton / workflow rules, and go to the view marked "Unmanaged Workflows".   There you will find Opportunity Reminder - Affiliate Managed 1 and Opportunity Reminder - Partner Managed 1.  Both of these need to be edited and updated.  

Note: In some instances of HOC these may have slightly different names, such as having the letters HOC in front of the name, but they will have the words "Opportunity Reminder" in the unmanaged workflow name.  These are the ones to edit, by updating the rule criteria as instructed below.

Note:  You may find it easier to grab the rule criteria code from the 'code block' in this post (rather than the text).

  1. Find “Opportunity Reminder - Affiliate Managed 1”
  2. Click “Edit”
  3. Replace the current “Rule Criteria” with:

IF( AND( ISPICKVAL( HOC__Status__c , 'Confirmed'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Managed_By__c , 'Affiliate'), ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Status__c , 'Active') , !( ISPICKVAL( HOC__Attendance_Status__c , 'Canceled')), (( AND(( DATEVALUE ( HOC__Occurrence__r.HOC__Start_Date_Time__c ) - 4 )>Today(), OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled')) ) ) || (AND (( DATEVALUE (HOC__Start_Date_Time__c ) - 4 )>Today() , OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))), ISPICKVAL( HOC__Occurrence__r.HOC__Status__c , 'Active')) ,true, false) 

&& 

IF( HOC__Occurrence__r.HOC__Send_Reminder_Email__c == TRUE, FALSE, TRUE)

 

  1. Click “Save”

Here's a clean 'code block' for the criteria

IF( AND( ISPICKVAL( HOC__Status__c , 'Confirmed'),	 ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Managed_By__c , 'Affiliate'),	 ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Status__c , 'Active') , !( ISPICKVAL( HOC__Attendance_Status__c , 'Canceled')), (( AND(( DATEVALUE ( HOC__Occurrence__r.HOC__Start_Date_Time__c ) - 4 )>Today(), OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled')) ) ) || 	(AND (( DATEVALUE (HOC__Start_Date_Time__c ) - 4 )>Today() , OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))), ISPICKVAL( HOC__Occurrence__r.HOC__Status__c , 'Active')) ,true, false) 
&& 
IF( HOC__Occurrence__r.HOC__Send_Reminder_Email__c == TRUE, FALSE, TRUE)
  1. Find “Opportunity Reminder - Partner Managed 1”
  2. Click “Edit”
  3. Replace the current “Rule Criteria” with:

IF(AND(ISPICKVAL( HOC__Status__c , 'Confirmed'), 

ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Managed_By__c , 'Partner'), 

ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Status__c , 'Active') ,

!( ISPICKVAL( HOC__Attendance_Status__c , 'Canceled')),

((AND(( DATEVALUE ( HOC__Occurrence__r.HOC__Start_Date_Time__c ) - 4 )>Today(),

OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'),ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))

|| (AND (( DATEVALUE (HOC__Start_Date_Time__c ) - 4 )>Today(),

OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))),

ISPICKVAL( HOC__Occurrence__r.HOC__Status__c , 'Active')

),

true, false)

&& IF( HOC__Occurrence__r.HOC__Send_Reminder_Email__c == TRUE, FALSE, TRUE)

  1. Click “Save”

    Here's a clean 'code block' for the criteria
IF(AND(ISPICKVAL( HOC__Status__c , 'Confirmed'), 
ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Managed_By__c , 'Partner'), 
ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Status__c , 'Active') ,
!( ISPICKVAL( HOC__Attendance_Status__c , 'Canceled')),
((AND(( DATEVALUE ( HOC__Occurrence__r.HOC__Start_Date_Time__c ) - 4 )>Today(),
OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'),ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))
|| (AND (( DATEVALUE (HOC__Start_Date_Time__c ) - 4 )>Today(),
OR(ISPICKVAL( HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c , 'Date & Time Specific'), ISPICKVAL(HOC__Volunteer_Opportunity__r.HOC__Schedule_Type__c, 'Individually Scheduled'))))),
ISPICKVAL( HOC__Occurrence__r.HOC__Status__c , 'Active')
),
true, false)
&& IF( HOC__Occurrence__r.HOC__Send_Reminder_Email__c == TRUE, FALSE, TRUE)
Optional Admin Speedup:  Have Notification of Volunteer Signups reflect anonymous team members (HOCSF-1255)

The email template 'notification of volunteer signups' is sent to the opportunity coordinator for each connection that is created.

Now that we've added an option for team captains to add unnamed team members to their connection, this email template does not inform the OC that anonymous slots have been taken up by the team captain's connection.

If you are using anonymous team members, and wish this reflected in the notification of volunteer signups sent to Opportunity Coordinators, update your email template as follows:

1. Go to Setup  > Develop > Communication Templates > Classic Email Templates

2,. Click on "Notification of volunteer signups"

3. Click "Edit Text Version"

4. Add the following text below “A volunteer has been added.”:   (copy all the text in the block below)

{!IF(AND(NOT(ISBLANK(HOC__Connection__c.HOC__Guest_Volunteers__c)),TEXT(HOC__Connection__c.HOC__Guest_Volunteers__c) != '0'), 'In addition to registering themselves as team captain, '+HOC__Connection__c.HOC__Contact_Name__c+' has reserved space for '+TEXT(HOC__Connection__c.HOC__Guest_Volunteers__c)+' additional, unnamed team members.', '')}

5. Before “Save”; copy (from “Text Version”) the text you’ve just pasted (This is to remove the format from the text).

6. Click “Save”.

7. Click “Edit HTML Version”

8.  Paste the content from Step 5, below “A volunteer has been added.”.

9. Click “Save”

This will add the number of guest volunteers to the notification email IF guest volunteers have been added to a connection.

Optional Admin Speedup:  Mark a workflow as no longer used:

For completists only.  You may want to update the description on the email template "Teams - Invitation to join team" to reflect that its no longer used by the system.   [It's not possible to delete emails from a managed package, but it IS possible for you to update the description to avoid confusion about an email template :-)

Go to Setup > Develop > Communication Templates > Classic Email Templates

1. Find "Teams - Invitation to join team"

2. Click on "Edit"

3. Update the Description field with:  "This email template is no longer used by HandsOn Connect"

0 Comments

Add your comment

E-Mail me when someone replies to this comment