TAPSS - EOFY Issues (Receipting 06-Jul to 07-Jul-2023 Run)

Issues/Errors Encountered and Workaround

Background

During the initial attempt of the Receipting process, some related flows and process builders were producing errors, halting the completion of the process. These flows and process builders are listed below:

1. Process Builder - Automate task for GA for Pledge (v2)

2. Process Builder - Description - HOLD RECEIPT (v4)

3. Flow - AQC Donor Contact Type Auto-Updater (v2)

4. Flow - (Affinaquest) Update Gift Designations (v1)

 Screenshots of the errors that were encountered

The Workaround

Since the Receipting process is important, and there’s no quick fix that can address the errors being encountered when the above process builders and flows are enabled, it was decided that these automations will just be disabled temporarily, and then manually do the intended updates/operation of each, once the Receipting process is completed.

Process Builder - Automate task for GA for Pledge - Disabled

The process builder creates Task record for each updated Gift/Pledge record that went into ‘Pending review’ status. Since this is disabled during the Receipting process, due checks were done to determine if there are Gift/Pledge records that require manual creation of the relevant Task record.

 Screenshot

Below are the steps done to check if there are records that require manual creation of Task record:

First check: SOQL to see if there are Gifts/Pledges records that are in ‘Pending review’ covering the FY.

SELECT Id, AQB__Gift__r.name,AQB__Gift__r.USyd_Pledge_Status__c
FROM AQB__Transaction__c
WHERE DAY_ONLY(CreatedDate) >= 2022-07-01
  AND DAY_ONLY(CreatedDate) <= 2023-06-30
  AND AQB__Gift__r.USyd_Pledge_Status__c = 'Pending review'

Result: The above SOQL, when summarized resulted in 5 Gift/Pledge Records, which already has automatically created Task records.

Second check: SOQL to check if there are Gift/Pledge that are in ‘Pending review’ based Transaction records' related Receipt’s creation date (vs Receipting date).

SELECT COUNT()
FROM AQB__Transaction__c
WHERE DAY_ONLY(AQB__Receipt__r.CreatedDate) = 2023-07-07
  AND AQB__Gift__r.USyd_Pledge_Status__c='Pending review'

Result: The above SOQL yielded 0 result. This means no Gift/Pledge record requires manual creation of auto-generated Task record.

Process Builder - Description - HOLD RECEIPT - Disabled

 Screenshot

This process builder is triggered when Transaction is created or edited. This process builder has two criteria nodes, and so the details below were segregated per criteria node. Here are the criteria nodes based on each criteria node name:

1. Check if the receipt on hold is checked.

2. Copy description to text area field

Node 1: “Check if the receipt on hold is checked.”

Condition (translated to semi pseudo-code):

AQB__OriginatingBatchItemTransaction__r.AQB__BatchItemID__r.AQB__ApproveReceipt__c IS TRUE
AND AQB__OriginatingBatchItemTransaction__r.AQB__Description__c IS NOT NULL
AND AQB__Batch__r.RecordTypeId='0124a0000004KatAAE'

Action:

• Action Operation: Update Records

• Name: Update Receipt Description

• Target Record(s): Related Gift/Pledge Record’s Receipts

• Target Field(s): Receipt On Hold Reason

Since this process builder was disabled, the following SOQL statement was executed to check if there are records that need manual update. This SOQL statement is based on the criteria defined in this criteria node.

SELECT COUNT() FROM AQB__Transaction__c
WHERE DAY_ONLY(AQB__Receipt__r.CreatedDate) = 2023-07-07
  AND AQB__Batch__r.RecordTypeId='0124a0000004KatAAE'
  AND AQB__OriginatingBatchItemTransaction__r.AQB__BatchItemID__r.AQB__ApproveReceipt__c=TRUE

Result: The SOQL above produced 0 rows. This means that if the process builder was enabled during the Receipting process, no record will be processed by this particular node because no records met the defined condition/criteria, hence no record are to be manually updated.

Node 2: Copy description to text area field

Condition (translated to semi pseudo-code):

Transaction Description field IS NOT NULL
AND Transaction Description field ISCHANGED

Action

• Type: Update Records

• Name: copy details to text area field

• Target Record(s): (Current) Transaction

• Target Field(s): Text Area Description

Since this process builder was disabled, based on the above condition of this criteria node, the following SOQL statement was executed to check if there are records that need manual update.

SELECT COUNT() FROM AQB__Transaction__History
WHERE Field='AQB__Description__c'
AND ParentId IN (
  SELECT Id
  FROM AQB__Transaction__c
  WHERE DAY_ONLY(AQB__Receipt__r.CreatedDate) = 2023-07-07
)

AQB__Transaction__History object is used to determine if there were changes that happened on the applicable Transaction records' AQB__Description__c field, which is part of the condition (Is changed operator).

Result: This SOQL statement returned 0 when executed, hence there’s no record to update or process manually.