Entering Information into SF Contact Record


Overview

Here is an overview of what type of information belongs in each section of a Contact Record:


Description

Basic demographic information that will be visible to everyone at Teton Science Schools.


Best Donor Profile would include:

  • Profession
  • Education
  • Alignment with Mission


Activities

  • Log a Call - Historical record of tasks, calls, meetings, and emails to track KPIs
    • Basic what/when/where/why information only
  • New Tasks - Future items related to a contact record/relationship in SF
    • Assign to anyone accountable or responsible for the task
  • Email - Sending email directly from the Activity section of SF works well

Notes

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Detailed Information

Here is a detailed definition of what type of information belongs in each section:


Description

Basic demographic information that will be visible to everyone at Teton Science Schools.


  • Profession, title, industry (e.g. energy, technology, etc.)

  • Relationship with place (e.g. communities & environments where they like to spend time)

  • Relationship with nature (e.g. childhood experiences, activities with family/kids)

  • Education (e.g. examples of lifelong learning, and support of education)

  • Philanthropy (e.g. boards on which they serve, non-profits they support with money, time, and talent [Capacity & donation amounts should go in Notes)


Activities 

  • Log a Call - Historical record of tasks, calls, meetings, and emails to track KPIs

    • Subject: The main purpose of the activity (i.e. “Meeting to discuss Tin Cup donation”).  This is the headline that will show in the “Past Activities” timeline, and should also be copied as the title for your more detailed summary in Notes.

    • Intent: ID, Cultivation, Solicitation, or Stewardship

    • Type:  Use only Call, Email, Letter, or Visit (off-campus/on-campus) from the drop down menu.

    • Comments:  Information about the Activity, not the content of conversation

      • What was the activity (e.g. not just a meeting, but a hike, meal, or coffee)

      • Where did it occur (e.g. not just off-campus, but which restaurant, campus, etc.)

    • Due Date:  If in the past, make sure to change to the date the Activity occurred.

  • New Tasks - Future items related to a contact record/relationship in SF.

    • Same instruction as above for Subject, Intent, Type, Comments

    • Due Date: The date in which you want this to appear on your “Today’s Tasks” list in Salesforce.

    • Assigned To:  Yourself or anyone else who is Responsible for the outcome of the task.

      • When you assign a task to someone else, it will show up in your “Delegated Tasks” list view under the Tasks tab.

      • Remember to check your “Delegated Tasks” periodically to keep track of actions you assign to others.

  • Email -  Sending email directly from the Activity section of SF works well

    • Templates:   Option to save, insert, and update templates that look good in Gmail.



Notes

Relationship information related to Development Department

Files

A good place to attach PDFs, brochures, or other written information relevant to the contact that is NOT related to their pledge.

  • Pledge forms and tax ID letters will be attached in the Opportunity Record