Difference between revisions of "Membership Application"

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At the beginning of the charity application process each year, you will reset the application for each charity using the instructions that follow. Login and click on ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then CHC APPLICATION CONTROL PANEL. You will see a screen where you can check a box to select all charities for reset, or you can select a specific charity from the dropdonw box. Click RESET to move the updated information from the charity record to the new year's application. All check boxes on the main page of the application will be cleared and ready for the input of new data. If you have added a new charity, you must also complete this RESET in order to create an application for the new charity. <br />
 
At the beginning of the charity application process each year, you will reset the application for each charity using the instructions that follow. Login and click on ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then CHC APPLICATION CONTROL PANEL. You will see a screen where you can check a box to select all charities for reset, or you can select a specific charity from the dropdonw box. Click RESET to move the updated information from the charity record to the new year's application. All check boxes on the main page of the application will be cleared and ready for the input of new data. If you have added a new charity, you must also complete this RESET in order to create an application for the new charity. <br />
  
Notes about resetting applications:
+
''Notes about resetting applications:
 
*Clears status and checkboxes on the application
 
*Clears status and checkboxes on the application
 
*A charity record is required to reset the application.
 
*A charity record is required to reset the application.
 
*If an application is there, it will be used. If no application is present, a new application will be created.
 
*If an application is there, it will be used. If no application is present, a new application will be created.
*Copies charity fields to the application. All those under 'complete application plus the following
+
*Copies charity fields to the application. All those under 'complete application plus the following:
 
**application active checked
 
**application active checked
 
**all status checkboxes cleared
 
**all status checkboxes cleared
*All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'
+
*All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'.'' <br />
  
 +
''*People (members) and assigned rules (ceo, cfo, etc):
 +
**During reset, a copy of the charity's role assignments and the people records are copied to the application (applicationRoles and applicationPeople).
 +
**During completion, changes to applicationPeople are copied back to the actual people records. If a new applicationPeople record is copied, the system will search for a matching people record based on email. If no match, a new people is added. If the email does not match the email for the new person a default username and password are added.
 +
*Fields included:
 +
**First Name
 +
**Last Name
 +
**Name
 +
**Title
 +
**Email
 +
**Phone
 +
**Organization = Charity selected
 +
**Company = text name of Charity <br />
 +
 +
**All organization Documents (uploads) on the application are assigned to the charity. <br />
 +
 +
**All non-archived documents are copied to one of the following folders:
 +
**Folder year is determined by the archive year selector during Completion.
 +
**charityName is the name entered on the application, modified slightly to conform to valid folder format. <br />
 +
 +
**subfolderName options can be any one of (stored at Resource Library\2015 Member Application\CharityName\subfolderName):
 +
***Service Report
 +
***Tax Exempt Letter
 +
***Audit
 +
***IRS Form 990
 +
***Expense Report
 +
***Annual Report
 +
***OPM
 +
***Stock Photos
 +
***Logos
 +
***Banners
 +
***Dollar Statements
 +
***Accomplishments
 +
***Other''
 +
  
 
==Email Notifications Sent==
 
==Email Notifications Sent==
Line 61: Line 95:
 
==Stories of Caring==
 
==Stories of Caring==
 
During the reset, the application is assigned all the stories of caring assigned to the charity. No copies are made, so editing these stories during the application process affects live Stories of Caring records. During application completion, all stories associated to the application are assigned to the charity. <br />
 
During the reset, the application is assigned all the stories of caring assigned to the charity. No copies are made, so editing these stories during the application process affects live Stories of Caring records. During application completion, all stories associated to the application are assigned to the charity. <br />
 
People (members) and assigned rules (ceo, cfo, etc)
 
During reset, a copy of the charity's role assignments and the people records are copied to the application (applicationRoles and applicationPeople).
 
During completion, changes to applicationPeople are copied back to the actual people records. If a new applicationPeople record is copied, the system will search for a matching people record based on email. If no match, a new people is added. If the email does not match the email for the new person a default username and password are added.
 
- First Name
 
- Last Name
 
- Name
 
- Title
 
- Email
 
- Phone
 
- Organization = Charity selected
 
- Company = text name of Charity
 
 
All organization Documents (uploads) on the application are assigned to the charity
 
 
All non-archived documents are copied to one of the following folder
 
- Folder year is determined by the archive year selector during Completion
 
- charityName is the name entered on the application, modified slightly to conform to valid folder format
 
- subfolderName options can be any one of
 
Service Report
 
Tax Exempt Letter
 
Audit
 
IRS Form 990
 
Expense Report
 
Annual Report
 
OPM
 
Stock Photos
 
Logos
 
Banners
 
Dollar Statements
 
Accomplishments
 
Other
 
 
Resource Library\2015 Member Application\CharityName\subfolderName
 
 
 
Reset Application
 
- Clears status and checkboxes on the application
 
- A charity record is required to reset the application.
 
- If an application is there, it will be used. If no application is present, a new application will be created
 
- Copies charity fields to the application. All those under 'complete application flus the following
 
- application active checked
 
- all status checkboxes cleared
 
- All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'
 

Revision as of 18:10, 21 April 2015

Adding New Charities

To add a new charity login and click on ADMIN. Next click on MANAGE USERS and then ORGANIZATIONS. Click ADD at the top of the screen, which will open up a new organization record. Enter all relevant information for that record. To enable a user to edit the application for this charity, select that person as the PRIMARY CONTACT in the organization record. Note: Users show up in this drop down by setting them as MEMBERS in the CONTROL INFO tab in the CONTROLLING CONTENT field in their people record.

NOTE: To designate the organization as a charity, you must click on the CONTROL INFO tab and select CHARITIES from the CONTROLLING CONTENT field. Click SAVE to save the new record.

Enabling Additional Users to Edit a Charity Application

If a charity has more than one user authorized to edit the charity application, login and click on ADMIN, MANAGE USERS and then PEOPLE. Open the record for the person you want to give access to a charity application by clicking on the paper/pencil icon next to that record. In the ORGANIZATION field, select the charity that the person is associated with. Click OK to save changes. This person will now be able to edit the application for the selected charity.

Resetting Charity Applications Each Year

At the beginning of the charity application process each year, you will reset the application for each charity using the instructions that follow. Login and click on ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION and then CHC APPLICATION CONTROL PANEL. You will see a screen where you can check a box to select all charities for reset, or you can select a specific charity from the dropdonw box. Click RESET to move the updated information from the charity record to the new year's application. All check boxes on the main page of the application will be cleared and ready for the input of new data. If you have added a new charity, you must also complete this RESET in order to create an application for the new charity.

Notes about resetting applications:

  • Clears status and checkboxes on the application
  • A charity record is required to reset the application.
  • If an application is there, it will be used. If no application is present, a new application will be created.
  • Copies charity fields to the application. All those under 'complete application plus the following:
    • application active checked
    • all status checkboxes cleared
  • All organization Documents (uploads) assigned to the charity are added to the application and marked 'archived'.

*People (members) and assigned rules (ceo, cfo, etc):

    • During reset, a copy of the charity's role assignments and the people records are copied to the application (applicationRoles and applicationPeople).
    • During completion, changes to applicationPeople are copied back to the actual people records. If a new applicationPeople record is copied, the system will search for a matching people record based on email. If no match, a new people is added. If the email does not match the email for the new person a default username and password are added.
  • Fields included:
    • First Name
    • Last Name
    • Name
    • Title
    • Email
    • Phone
    • Organization = Charity selected
    • Company = text name of Charity
    • All organization Documents (uploads) on the application are assigned to the charity.
    • All non-archived documents are copied to one of the following folders:
    • Folder year is determined by the archive year selector during Completion.
    • charityName is the name entered on the application, modified slightly to conform to valid folder format.
    • subfolderName options can be any one of (stored at Resource Library\2015 Member Application\CharityName\subfolderName):
      • Service Report
      • Tax Exempt Letter
      • Audit
      • IRS Form 990
      • Expense Report
      • Annual Report
      • OPM
      • Stock Photos
      • Logos
      • Banners
      • Dollar Statements
      • Accomplishments
      • Other


Email Notifications Sent

When the application is finalized and submitted by a charity, two emails are sent. You can edit the subject, copy and from-address for those emails in the system email section, accessed by logging in and clicking on ADMIN, MANAGE EMAIL and then SYSTEM EMAIL. When the system is first installed, these emails may need to be added (use the add button). If no email is added, it will be automatically added when it is first used.

  • Membership Application Notification -- email sent to notify CHC that an application has been submitted. To receive this email, edit it, select a group and add yourself to that group.
  • Membership Application Auto Responder -- email sent to the person who completed the application.

Complete Application

When a member is done with their application and all sections of the form are complete, they will see the button SUBMIT APPLICATION FOR REVIEW. When they click that the application will be marked as APPLICATION SUBMITTED, in the STATUS tab of the ORGANIZATION APPLICATIONS record for that charity.

A CHC Administrator will then review the application by logging in and going to ADMIN, MANAGE ADD-ONS, CHC MEMBERSHIP APPLICATION, and ORGANIZATION APPLICATIONS. Click the paper/pencil icon next to the charity you want to review. After reviewing all information, check the box APPLICATION COMPLETED in the STATUS tab to finalize the application. Click OK to save changes.

Completing this step copies application fields and records (listed below) to the charity record. If the charity record is missing when the application is completed, a new charity record will be created.

Charity Fields Affected

  • CharityName
  • Name
  • Address1
  • Address2
  • City
  • State
  • Zip
  • Phone
  • Web
  • NoEFTChanges
  • CFCCode
  • EIN
  • NTEE1
  • NTEE2
  • NTEE3
  • Statement
  • Overhead
  • Line14
  • Line15
  • TotalRevenue
  • OrgType
  • DollarStatement
  • Accomplishments

Stories of Caring

During the reset, the application is assigned all the stories of caring assigned to the charity. No copies are made, so editing these stories during the application process affects live Stories of Caring records. During application completion, all stories associated to the application are assigned to the charity.