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Jarvis Data Dictionary / Business Rules
- albie.roets
- Miranda Adams
- rommel.ngo
Centralising the knowledge from various sources (Jira, Confluence, Business Analysis, Salesforce, Business Knowledge) on a field by field basis with the Business Rules - i.e. Address needs to follow Australia Post Standards, etc, etc, etc.
Starts with Section for Systems Logic, Contact Utilities / Reports, then field by field starting with Account and intending to capture all major fields from there on, including all the Objects and business rules / knowledge per field.
Village effort - Please collaborate and please add the knowledge that you have - feel free to make changes / add important knowledge.
Salesforce Object | Field Name/s | Contains Custom Code / Workflow | Field Description | Data Quality Rule | Business Rule Committee Approval Date | |
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System Logic | Wellbeing Data |
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System Logic | Duplicate Accounts / Contacts / Leads |
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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 |
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Lightning Contact Utilities | Lightning Contact Utilities - 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
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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 | ?? |
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Reports | Contactable Alumni Report
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| Official report in the Executive folder | Total Alumni minus:
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Account | Account Name |
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Account |
| 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 |
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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 |
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Account |
| 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 |
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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. |
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Account Information | Prospect Manager
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| The Prospect Manager for this Account. | The Prospect Manager for this Account. |
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Account Information | Account Name Override |
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Account Information |
| This account does not have a Primary or Secondary Contact assigned. |
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2ThEAK/view | Nov 9, 2022 | |
Account Information | Do Not Contact (AQB__DoNotContact__c) | None | Boolean Y/N |
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Account Information | Do Not Solicit |
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Account Information | Do Not Mail |
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Account Information | Account Record Type |
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Account Mailing Address | Account Mailing Address |
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Account Mailing Address
| Account Mailing Address Type | Drop Down List:
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Rules: Home Address = Default for Household Contacts (Merge “Home” + “Home Address - Unverified” + “Residential Address” to here) Business Address = Default for Business Contacts (Merge “Business” to here) Postal Address = Where the address is a PO Box Internal USYD Address = Staff, etc that uses USyd Addresses SITS Contact Address = the address is coming from SITS with a type of "Contact Address". Basically this is the address preferred by Student to communicate to them. Other Student Address = Student Accommodation Other - Seasonal + Vacation |
| Nov 9, 2022 | |
Account Mailing Address | Account Mailing Address Status | TEXT( Account.AQB__BillingStatus__c ) | Picklist:
| 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.
Picklist:
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2kJEAS/view | |
Account Mailing Address | RTS Reason |
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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 = Mobile Phone |
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Account Permanent Address |
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Contact | Name |
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Contact
| Contact Type / Secondary Contact Type |
| Categorisation of the contact & contact pairs: Alumni = Graduated with a Sydney University Award (Diploma/Undergraduate/Post Graduate) and they have an Award Date + Award Conferred (Conferred Date). Alumni Affiliate = Graduated from one of the various institutions that Sydney Uni acquired over the years. Graduand = Fulfilled all course requirements, and assessed as eligible, have an Award date, but Award yet to be conferred (No conferred date). Donor = https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2840101052 Staff / Former Staff = Staff / Former Staff Organisation Contact = Organisation Contact Friend = Associated with Sydney University through volunteering, etc. Student = Enrolled as Student with Sydney University |
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Contact | Salutation |
| Salutation | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2738585617 |
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Contact | Do Not Contact (AQB__DoNotContact__c) | None | Boolean Y/N |
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Contact | Do Not Solicit |
| Boolean Y/N |
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Contact | Deceased | Lightning Contact Utilities | Lightning Contact Utilities | Can only be done by the GA Team   |
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Contact | Is Influential Alumni |
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Contact | Lost | System Calculated Y/N Field: IF( | 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).
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Contact: Primary Diploma/Degree |
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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. Pick List:
| Rules:
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| Mar 22, 2023 | |
Contact: Address Preference | Mailing Address Status
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| Picklist:
| 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.
Picklist:
| https://sydneyuni-adv.lightning.force.com/lightning/r/Report/00O8v000000K2kJEAS/view |
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Contact: Address Preference | Mailing Address Type |
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Rules: Home Address = Default for Household Contacts (Merge “Home” + “Home Address - Unverified” + “Residential Address” to here) Business Address = Default for Business Contacts (Merge “Business” to here) Postal Address = Where the address is a PO Box Internal USYD Address = Staff, etc that uses USyd Addresses SITS Contact Address = the address is coming from SITS with a type of "Contact Address". Basically this is the address preferred by Student to communicate to them. Other Student Address = Student Accommodation Other - Seasonal + Vacation |
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Contact: Address Preference | RTS Reason
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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 |
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Contact: Phone and Email Preference | Phone Preference | Managed field that populates Phone field | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 Drop Down box with the values of the 4x Telephone types below. 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. https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 | Business Rule:
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| Nov 30, 2022 |
Contact: Phone and Email Preference | Phone |
| https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 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. https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 |
| Nov 30, 2022 |
Contact: Phone and Email Preference | Account Phone
| No | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 Phone at Account Mailing Address | 1. Business Rules Meetings Minutes :
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Contact: Phone and Email Preference | Business Phone
| No | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 Phone at Contacts Primary Business Location |
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Contact: Phone and Email Preference | Mobile Phone
| No | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 | 1. Business Rules Meetings Minutes :
Within Australia, mobile phone numbers begin with 04 or 05 – the Australian national trunk code 0, plus the mobile indicator 4 or 5 – followed by eight digits. This is generally written as 04XX XXX XXX within Australia, or as +61 4XX XXX XXX for an international audience |
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Contact: Phone and Email Preference | Fax
| No | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 |
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Contact: Phone and Email Preference | Email Preference
| Managed field that populates Email field | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 Managed Picklist: values of 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
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Contact: Phone and Email Preference |
| https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 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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Contact: Phone and Email Preference | Business Email | Managed Field - Email at contact's primary place of employment - AQB__BusinessEmail__c | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 Email at contact's primary place of employment |
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Contact: Phone and Email Preference | Preferred Email | Captures Email if either or both Do Not Email and Do Not Contact are unchecked: IF(OR(HasOptedOutOfEmail = TRUE,AQB__DoNotContact__c= TRUE) ,"",USYD_Best_Contact_Email__c) | https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2774565183 |
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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 |
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Education | Schools / Faculty Mapping |
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Employment | Industry |
| https://sydneyuni.atlassian.net/wiki/spaces/PHOEN/pages/2736128331 |
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Gift Recognition Credits |
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Transaction | Acknowledgement |
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Transaction | COA DFN |
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| look up from COA |
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Transaction | COA code |
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| look up from COA |
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Transaction | COA designation |
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| look up from COA |
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Transaction | COA School/Unit |
| Used for receipting purpose | look up from COA |
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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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Address Formatting Business Rules