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Capturing centralised knowledge on a field by field basis ensuring uniformity and data quality |
PLEASE COLLABORATE / PLEASE MAKE CHANGES - TEAM EFFORT !!
Contact
Contact
Deceased
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Salesforce Object | Field Name/s | Field Description | Business Rule | Data Quality Rule | Approval | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
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Lightning Contact Utilities | Lightning Contact Utilities - Join | Duplicate Contacts |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000KQ0aEAG/view https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000KQ0fEAG/view | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Lightning Contact Utilities | Lightning Contact Utilities - Separate | Separate |
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Lightning Contact Utilities | Lightning Contact Utilities - Decease | Deceased |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2juEAC/view https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000KNPEEA4/view | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Lightning Contact Utilities | Account Create | Utility to create account and contact. | AQ Managed - Can only use for household records / Cant use for organizational records - Cant restrict | ?? | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Reports | Lost  | Lost: a contact who does not have any active modes of contact (excludes LinkedIn URL) | Official USyd definition of “Lost Contact” : Strict - All fields in all the contact methods must be blank, (as opposed to incomplete addresses where some fields are blank and make the contact uncontactable). IF( |
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Reports | Contactable Alumni Report | Official report in the Executive folder | Total Alumni minus:
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Account | Account NameAccount Name |
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Account | Account Mailing AddressAVE-107 Address Management | , Aust Post Mailing format:
| Rules:
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Account | RFM | A star is awarded for each of the following five conditions: having a giving record, having a pending opportunity, having a largest gift over a defined amount, having a total amount of giving over a defined amount, and having made a payment this year. | Not used (See if can be removed from layout) | N/A | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account | Most Recent Gift/Pledge Date | The date of the most recent gift. | Pulling any gift / pledge - does it do soft credits? Hard vs Soft Credits - includes soft credits | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account | Account Type | A picklist of the highest level categorization of this Account. The category can be further described in the Secondary Type field.This
| This is a standard Salesforce field. All Household Accounts are set as Type = Household All Non-Household Accounts are set as Type = Organisation | https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2RlEAK/view |
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Account | Is Active Prospect? | Checkbox, Describes whether a prospect is active or Inactive. For example, inactive in case of deceased. | Checkbox, Describes whether a prospect is active or Inactive. For example, inactive in case of deceased. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Prospect Manager | The Prospect Manager for this Account. | The Prospect Manager for this Account. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Account Name Override | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Primary Contact / Secondary Contact | This account does not have a Primary or Secondary Contact assigned. |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2ThEAK/view |
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Account Information | Do Not Contact | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Do Not Solicit | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Do Not Mail | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Information | Account Record Type |  | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Mailing Address | Account Mailing AddressAccount Mailing | Mailing Type | Account Mailing Address | Mailing Address Status | Account Mailing Address | RTS Reason | Account Mailing Address | Phone | Account Phone = Home Phone Mobile Phone = Individual Phone | Account Permanent Address | Account Giving Summary | Account Giving Summary | Account Giving Summary | Account Giving Summary | Contact | Name | Name | Contact | Contact Type / Secondary Contact Type | Categorisation of the contact. | Contact | Salutation | Salutation | Contact Primary Diploma/Degree | Contact Address Preference | Contact Mailing Address | Contact Address Preference | Address Preference  | A read only field used to indicate what type of address the contact current mailing address is associated. The valid values are “Account Mailing”, “Business”, or “Alternate”, |
| Contact Address Preference | Mailing Address Status indicates whether the Mailing Address is Active, Inactive, RTS etc. | For manual data entry, if a standard TAP user updates the address, the Mailing Address Status is automatically set to ‘Active’ For mass data activity such as re-formatting and data cleansing, it is imperative that users extract the Mailing Address Status along with the address details and re-upload the reformatted data with the pre-existing status. This will prevent Inactive, Last Known, RTS data being incorrectly marked as Active. | Contact Address Preference | Mailing Address Type | A Description of the nature of the address information, such as residence, business, etc. [Drop down list with selection: Home, Business, Vacation, Other Sydney Student Mailing Address, etc. |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2kOEAS/view | Contact Address Preference | Contact Phone and Email Preference | Phone Preference | Drop Down box with the values of the 4x Telephone types below.  | Contact Phone and Email Preference | Phone | Phone is calculated field, pulling the values from the corresponding fields below. If Do Not Call box are ticked, it will not display a telephone number. | Contact Phone and Email Preference | Drop Down box with the values of the 4x email types below.  | Contact Phone and Email Preference | Email is calculated field, pulling the values from the corresponding fields below. If Email Opt Out box are ticked, it will not display an email address. | Email is a standard Salesforce field. Email is a linked field, syncing to the value on the associated ‘Email Preference’ selection. eg Personal Email. When an ‘Email Preference’ is selected, a link is formed with the value in the email fields, changes to the associated email field or into ‘Email’ directly will affect a change to the the corresponding linked field value. In reports, field ‘Preferred Email 'suppresses the field value in reports when a contact is marked as either do not email or do not contact. Value will still be visible on screen, and can still be extracted in reports from Field 'Email’ or specific email type. Validations are in place to prevent a preference being selected with a null value.  Rules:
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Account Mailing Address | Mailing Address Type | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Mailing Address | Mailing Address Status | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Mailing Address | RTS Reason | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Mailing Address | Phone | Account Phone is designed to represent the Phone number of the Physical Location eg The Household/Home Phone number, Non-Household Account the Business number. This number will be displayed on direct contacts. Phone can be found on both the Household and the Non-Household Account. | Account Phone = Home Phone Mobile Phone = Individual Phone | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Account Permanent Address | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Name | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Contact Type / Secondary Contact Type | Categorisation of the contact & contact pairs. |
Rules:
| See Contact Types: AVE-16 Contact Types | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Salutation | Salutation | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Do Not Contact | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Do Not Solicit | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Deceased | Lightning Contact Utilities | Can only be done by the GA Team
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Contact | Is Influential Alumni | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Lost  | Lost: a contact who does not have any active modes of contact (excludes LinkedIn URL) | Official USyd definition of “Lost Contact” : Strict - All fields in all the contact methods must be blank, (as opposed to incomplete addresses where some fields are blank and make the contact uncontactable). IF( | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact Primary Diploma/Degree | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact Address Preference | Contact Mailing Address | Rules:
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Contact Address Preference | Address Preference | A read only field used to indicate what type of address the contact current mailing address is associated. The valid values are “Account Mailing”, “Business”, or “Alternate”, |
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Contact Address Preference | Mailing Address Status | Mailing Address Status indicates whether the Mailing Address is Active, Inactive, RTS etc. | For manual data entry, if a standard TAP user updates the address, the Mailing Address Status is automatically set to ‘Active’ For mass data activity such as re-formatting and data cleansing, it is imperative that users extract the Mailing Address Status along with the address details and re-upload the reformatted data with the pre-existing status. This will prevent Inactive, Last Known, RTS data being incorrectly marked as Active. | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact Address Preference | Mailing Address Type | A Description of the nature of the address information, such as residence, business, etc. [Drop down list with selection: Home, Business, Vacation, Other Sydney Student Mailing Address, etc. |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/ 00O8v000000K5sfEAC | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Contact | Alternate ID’s (Nonunique Alternative id) | Store Student, Staff, Seymore Centre, etc ID’s .png?version=1&modificationDate=1676512800766&cacheVersion=1&api=v2) Values are captured in field Nonunique Alternative id (Not Alternative Id’s) |
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| Data Dictionary approve “Alternate ID’s” logic AlainGasquet , Transaction | Acknowledgement | Transaction | COA DFN | look up from COA | Transaction | COA code | look up from COA | Transaction | COA designation | look up from COA | Transaction | COA School/Unit | Used for receipting purpose | look up from COA | Transaction | Designation | The entry in the Chart of Accounts to which the donor wishes this Transaction to be deposited | look up from COA |
Salesforce Object
Field Name/s
Field Description
Business Rule
Data Rules (Input and Output)
Rule Violations (Jarvis Report)
Fix Instruction
Approval
Knowledge Now Uploaded?
Address Preference | RTS Reason | ||||
Account/Contact | Address DPID | ‘Address DPID’ is a USYD Custom field. It holds an eight digit numerical value. This field contains the eight digit Delivery Point Identifier (DPID) associated with a unique address in Australia. The Delivery Point Identifier (DPID) is a randomly generated, unique 8-digit number, which is allocated for every new address added to the Australia Post source address database. All DPIDs for complete addresses fall within the range of 30000000 to 99999999. A workflow is in place that if the Address is updated to a new value, the DPID will be stripped from the field to ensure it remains consistent with the address. | DPID will not be added uniquely by a user, without an on screen validation tool within salesforce, this field will be updated on mass through the validation of address data through applications like Experian. Address data will be validated and DPID supplied to associated address by validation tools. DPID numerical value will be imported into the ‘Address DPID’ field. Address DPID should be exported along with address fields on all print mail lists eg Direct Mail Appeals, SAM Print | ||
Contact Phone and Email Preference | Phone Preference | Drop Down box with the values of the 4x Telephone types below. | Phone is a standard Salesforce field. Phone is a linked field, syncing to the value on the associated ‘Phone Preference’ selection. eg Mobile. If Do Not Call box are ticked, it will not display a Preferred Telephone Number. | ||
Contact Phone and Email Preference | Phone | Phone is calculated field, pulling the values from the corresponding fields below. If Do Not Call box are ticked, it will not display a telephone number.
| Phone is a standard Salesforce field. Phone is a linked field, syncing to the value on the associated ‘Phone Preference’ selection. eg Mobile. If Do Not Call box are ticked, it will not display a Preferred Telephone Number. | ||
Contact Phone and Email Preference | Email Preference | Drop Down box with the values of the 4x email types below. | Populates Email based on the field selected. This selection then feeds into Preferred Email. In reports, field ‘Preferred Email 'suppresses the field value in reports when a contact is marked as either do not email or do not contact. Value will still be visible on screen, and can still be extracted in reports from Field 'Email’ or specific email type. | https://sydneyuni-adv.lightning.force.com/lightning/r/Report/ |
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Contact/Account
Account/Contact
Account Phone
Phone can be found on both the Household and the Non-Household Account.
Contact
Business Phone
Business Phone is a linked field pulling from the contacts employment record.
Account/Contact
Address
Contact Mailing City (State), Contact Mailing State/Province (Suburb) and Contact Mailing Country (Country) fields have a validation applied to capitalise all input values.Australian addresses should be formatting in line with Australia Post Guidelines.
Contact Mailing City (State), Contact Mailing State/Province (Suburb) and Contact Mailing Country (Country) should all be capitalised.
Contact Mailing Country should not be printed on local mail.
Validate Address Data through Experian to gain correct Australia Post Formatting and missing values.
Account/Contact
Address Updates
Contact
Address Preference
Account Mailing is linking to the Account Address
Business Mailing
Alternate Mailing
Account/Contact
Address DPID
This field contains the eight digit Delivery Point Identifier (DPID) associated with a unique address in Australia. The Delivery Point Identifier (DPID) is a randomly generated, unique 8-digit number, which is allocated for every new address added to the Australia Post source address database. All DPIDs for complete addresses fall within the range of 30000000 to 99999999.
A workflow is in place that if the Address is updated to a new value, the DPID will be stripped from the field to ensure it remains consistent with the address. DPID will not be added uniquely by a user, without an on screen validation tool within salesforce, this field will be updated on mass through the validation of address data through applications like Experian.
Address data will be validated and DPID supplied to associated address by validation tools. DPID numerical value will be imported into the ‘Address DPID’ field.
Address DPID should be exported along with address fields on all print mail lists eg Direct Mail Appeals, SAM Print
Account
Account
Account Type
All household Accounts are set as Type = Household
All non household Accounts are set as Type = OrganisationHousehold Accounts are for individual residences, grouping people together at one address.
Organisation Accounts are for any type of entity record that is not a residential home eg Businesses, Private or Family Foundations, Member Groups or Associations, Estate’s
Account
| Jira Legacy | ||||||
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Household Accounts should have at least 1 contact that is directly linked to it (no empty household), and should be set to Primary Contact. Second directly linked contact should be linked as Secondary Contact.
Household Accounts should NOT have any contact that is indirectly linked to it (Affiliation relationship is only for non Household)Household Account should have the primary and secondary contact directly linked to it.
| Code Block |
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select id, AQB__AccountStatus__c, Name, AQB__PrimaryContact__r.name, AQB__SecondaryContact__r.name
from account where id not in (select AccountId from contact)
and RecordType.name = 'Household'
and AQB__AccountStatus__c <> 'INACTIVE' |
| Code Block |
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select id, AQB__AccountStatus__c, Name, AQB__PrimaryContact__r.name, AQB__SecondaryContact__r.name
from account where id in (select AQB__Account__c from AQB__Affiliation__c)
and RecordType.name = 'Household' |
andStatus colour Red title 138 RECORDS EXIST
respectively (for secondary, maybe we leave it for now and understand why)Status colour Yellow title 511,825 RECORDS EXIST
| Code Block |
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select id, AQB__AccountStatus__c, Name, AQB__PrimaryContact__r.name, AQB__SecondaryContact__r.name
from account where AQB__PrimaryContact__c not in (select id from contact)
and RecordType.name = 'Household'
and AQB__AccountStatus__c <> 'INACTIVE' |
| Code Block |
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select id, AQB__AccountStatus__c, Name, AQB__PrimaryContact__r.name, AQB__SecondaryContact__r.name
from account where AQB__SecondaryContact__c not in (select id from contact)
and RecordType.name = 'Household'
and AQB__AccountStatus__c <> 'INACTIVE' |
Status colour Red title 138 RECORDS EXIST
| Code Block |
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select id, AQB__AccountStatus__c, Name, AQB__PrimaryContact__r.name, AQB__SecondaryContact__r.name
from account where AQB__PrimaryContact__C = null
and RecordType.name = 'Household'
and AQB__AccountStatus__c <> 'INACTIVE' |
Account
Account Names
Age >= 110
Mark as Deceased
Contact with Grad Year but not Alumni
go to manpreet to investigate
Schools / Faculty Mapping
N/A
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Contact Mailing Address w/o City
Experian data
Contact Types
| Jira Legacy | ||||||
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See Contact Types: AVE-16 Contact Types
Rules:
No empty primary contact type
Primary contacts can only be as per the list in AVE-16
“Parent of Student - Alumni” cannot be primary, only secondary
Secondary contact type is as per the table values in Jira ticket (AVE-16 Contact Types )
Never have friend as secondary contact
If contact type is empty, then should default to Friend.
Contact Pairs
| Jira Legacy | ||||||
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- jessica.wood please attach once agreed
- rommel.ngo to convert the contact pair spreadsheet into confluence page
Industry Types
- beha.parsa please attach
Address - Town
Needs to be capitals
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Address - State
Abbreviated
Address - Postcode
Address - Country
Mailing Address
Address - Singapore
Generally, there are only two address formats in Singapore: one for buildings and another for landed properties:
Buildings:
| Code Block |
|---|
[Block Number] [Street Name]
#[Unit Level]-[Unit Number] [Building Name]
Singapore [Postal Code] |
101 Marlow Street
#12-05 Clife Parkview
Singapore 059020
Landed Properties
| Code Block |
|---|
[Unit Number] [Street Name]
Singapore [Postal Code] |
60 Aria Street
Singapore 602580
Generally, there are only two address formats in Singapore: one for buildings and another for landed properties:
Buildings:
| Code Block |
|---|
[Block Number] [Street Name]
#[Unit Level]-[Unit Number] [Building Name]
Singapore [Postal Code] |
101 Marlow Street
#12-05 Clife Parkview
Singapore 059020
Landed Properties
| Code Block |
|---|
[Unit Number] [Street Name]
Singapore [Postal Code] |
60 Aria Street
Singapore 602580
Student Accomodations/Emails (@uni.sydney)
At the point, contact type is moved from Graduand to Alumni, all Student Accomodation addresses/Emails (@uni.sydney) should be deactivated and deleted from the main page.
Account Name
Account Types
| Jira Legacy | ||||||
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Account Name
| Jira Legacy | ||||||
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Award
Award
- beha.parsa ,
- Binila Russel - please capture the final outcome here !!
Account, Contact, Alternate Channels
Account
Contact
Alternate Channels
Contact Phone and Email Preference | Email is calculated field, pulling the values from the corresponding fields below. If Email Opt Out box are ticked, it will not display an email address. | Email is a standard Salesforce field. Email is a linked field, syncing to the value on the associated ‘Email Preference’ selection. eg Personal Email. When an ‘Email Preference’ is selected, a link is formed with the value in the email fields, changes to the associated email field or into ‘Email’ directly will affect a change to the the corresponding linked field value. In reports, field ‘Preferred Email 'suppresses the field value in reports when a contact is marked as either do not email or do not contact. Value will still be visible on screen, and can still be extracted in reports from Field 'Email’ or specific email type. Validations are in place to prevent a preference being selected with a null value. Rules:
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Alternate ID’s | Alternate ID’s (Nonunique Alternative id) | Store Student, Staff, Seymore Centre, etc ID’s Values are captured in field Nonunique Alternative id (Not Alternative Id’s) |
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Award Recipients | Award | ||||||||
Education | Schools / Faculty Mapping |
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Employment | Industry | ||||||||
Gift Recognition Credits | |||||||||
Transaction | Acknowledgement | ||||||||
Transaction | COA DFN | look up from COA | |||||||
Transaction | COA code | look up from COA | |||||||
Transaction | COA designation | look up from COA | |||||||
Transaction | COA School/Unit | Used for receipting purpose | look up from COA | ||||||
Transaction | Designation | The entry in the Chart of Accounts to which the donor wishes this Transaction to be deposited | look up from COA | ||||||
Address Formatting Business Rules