This section is still under development. If you need further information, contact the Quakers Australia Coordinator.
This page is not complete - there are simply some preliminary notes for your information.
A 'Child of the Meeting' is automatically marked as Active and has access to sign in to the website if they have an email address. They will also appear in the printable lists. Individual items of their data (address, email, phone number) can be suppressed if their parent / guardian request it.
There is to be a revised 'Web enabled' field which will give the following options for all Contacts:
This then enables a Membership Secretary to exclude a Child of the Meeting from the web and Find a Friend if their guardian requests it.
There is an issue of Children of the Meeting who are still shown as contacts but are over 18 or have no date of birth. We are looking in to the possibility of flagging these for correction by the Membership Secretaries.
The information below is no longer correct. A person does not have to have an email address in Salesforce. However, they do need one if they want to log in to the website. Their email address must also be unique to them and not shared with anyone else.
If a person wants to use an email address they need to contact their RM Membership Secretary for it to be recorded on their Salesforce record.
Where a Friend has no email address (e.g. a child) we need to enter a 'dummy' address. In order to identify these addresses (for example, to exclude them from a mailout or from a listing) they should be in a particular format. The format is also designed to identify which RM they belong to. The format is as follows:
Friend's initials/@/RM initial/.coma
Examples would be:
George Michael in Qld RM: GM@Q.coma
Frances Anne Webb in Victoria RM: FAW@V.coma
Note that each email address needs to be unique and if there is a possibility of two that are the same (e.g. Frank Arthur Williams in Victoria) either change the initials or add a number. E.g. FW@V.coma or FW1@V.coma.
The .coma extension identifies it as a 'dummy' address and also ensures that if by chance an email is sent it will 'bounce'.
If such a Friend wanted to access the website they could do so using this email address but they would have to contact the AYM Website Coordinator web@quakersaustralia.info to obtain a password.
The "mailing address" fields are used for mail-outs. Hence they should show a PO Box address if there is one or the street address if not.
Where there is a PO Box address in the "mailing address" fields, the street address should be shown in the "Other address" fields.
These instructions are not complete, and only give basic information. More detail is available from the AYM Membership Secretary membership@quakersaustralia.info.
Information about Meetings for Worship are controlled by each Regional Meeting Membership Secretary through the Salesforce database. Information entered there automatically populates the website pages where Meetings are listed. Each Meeting automatically has its own website page.
All Meetings also have a generic email address here. Those email address are controlled by the AYM Website Coordinator web@quakersaustralia.info.
All Meetings should have a 'Physical address' in order to appear correctly on the Google map. The postal address is optional.
The email address is the generic address for that Meeting and is not alterable by the Membership Secretary but is there for information. Difficulties with the email address should be referred to the AYM Website Coordinator web@quakersaustralia.info.
The Meeting abbreviation is used for the printed lists of Meetings, Members, Attenders and Children. These can be found under Find A Friend on the website. It can only be changed by an Administrator but is shown for information.
This section is not yet finalised. To establish a new Meeting in Salesforce consult the AYM Membership Secretary.
When putting in the address of the Meeting the Google map should show the correct spot. A suburb and postcode are usually the minimum.
Remember that a new Meeting for Worship needs to have an email address for the "Contact" button on its web page. This can be established by contacting the AYM Website Coordinator. There also needs to be a Contact person who will monitor the new email address.
When the contact information for a Meeting for Worship changes it may be necessary to change the person who monitors the email address. This process is described here.
If there are difficulties, contact the AYM Website Coordinator.
Where a Meeting changes its name or place of worship it may be necessary to consider the generic email address associated with that Meeting. Examples are:
The policy in relation to Meetings that are laid down is as follows:
Details of the Meeting are controlled in Salesforce by the Regional Meeting Membership Secretary; details of the email address can be controlled by the AYM Website Coordinator.
These pages are still under construction.
There are suggestions for producing reports:
Reports can be exported to Excel (via the down arrow at the right), but note that if you alter the report and 'save' it you may need to run it again before downloading (otherwise it does not download the latest version).
Basic reports have been produced for each RM using the following criteria:
The order of the fields can be changed by dragging them in the list on the Edit screen.
The fields included are:
Household or Organisation Name
First Name
Middle Name
Last Name
Mailing Address Line 1
Mailing Address Line 2
Mailing Address Line 3
Mailing City
Mailing State/Province
Mailing Zip/Postal Code
Mailing Country
Other Street
Other City
Other State/Province
Other Zip/Postal Code
Other Country
Phone
Fax
Mobile
Quaker Status
Birthdate
Basic reports have been produced for each RM using the following criteria:
The order of the fields can be changed by dragging them in the list on the Edit screen.
The fields included are:
Parent Household or Organisation
Household or Organisation Name
Shipping/Worship Street
Shipping/Worship City
Shipping/Worship State/Province
Shipping/Worship Zip/Postal Code
Primary Contact
Phone
Worship Time and Day
To rename a report, go to the Edit screen and click Save > Properties
This page contains information for the AYM Membership Secretary only.
An update of information on the website can be forced for the dev site or the live site.
Michael: I have added things below gleaned from our various conversations.
Here's the Salesforce documentation on how to add "Field-Level Help" text: https://help.salesforce.com/articleView?id=customhelp_defining_field_level_help.htm&type=5
If a field is added to the Salesforce file it is added to all types of record and is available in all, but can be suppressed so it does not appear in any of them. To restrict its appearance to a particular type of record (e.g. Meetings) it needs to then be ‘un-suppressed’ in those records. The field can then be made alterable only by an Administrator or by a Membership Secretary on the basis of another option.
In June 2019 Jeff gave the following explanation for making the "Deceased" field visible to Membership Secretaries:
RM Membership Secretaries log in with a different level of access so don’t see as much as an Administrator’s log in. You can see their experience by going Setup (Cog) > Users > Users and choosing to log in as one of them. The layout of records is very different.
The Find a Friend list comes from Salesforce on the basis that the Contact:
We are working on a similar basis for the printable lists, which at present are prepared by David Parris.