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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 !!
Salesforce Object | Field Name/s | Field Description | Business Rule | Data Quality Rule | Business Rule Committee Approval Date | |||||||||||||||||
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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( |
| Reports | Official report in the Executive folder | Total Alumni minus: Deceased Alumni, | |||||||||||||||
Reports | Contactable Alumni Report | Official report in the Executive folder | Total Alumni minus:
| Data Dictionary approve “Contactable Alumni Report” logic AlainGasquet ,
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Account | Account | Account Name |
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AVE-105 Household Account Name Data Dictionary approve “Account Name” logic AlainGasquet ,
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Account | Account Mailing Address | 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 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 Data Dictionary approve “Account Type” logic AlainGasquet ,
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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. |
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https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2ThEAK/view Data Dictionary approve “Households without a Primary/Sec contact” logic AlainGasquet ,
//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 Address | 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:
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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”,
| Rules: Household = Auto Defaulted to ‘Account Mailing’. Corporation = Business Mailing.
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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. |
Rules: Default to Home Address for Household and Business Address for Organisations | https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2kOEAS/view |
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Contact 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.AVE-106 Phone Number and Email integrity | Business Rule:
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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. the 4x email types below. 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. | Business Rule:
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K5TkEAK/view | ||||||||||||||||||
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 .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 ,
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 | |||||||||||||||||||
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