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New Client Setups

1. VLO to CM7 Conversions

1.1. Script

API_ID = ind_API_Id

FIRSTNAME = ind_FirstName

MIDDLENAME, or MIDDLE_INITAL (if name is not provided) = ind_MiddleName

LASTNAME = ind_LastName

SURN_SUFFIX = ind_Title & ind_Suffix

SEX = ind_Gender

BIRTHDATE = ind_Birthdate

REGIS_Date = ind_Register

VOTER_ID = ind_VoterId

PHONE_NUM = Home Phone Number (If not already on the record)

MOBILE_NUM = Mobile Phone Number (If not already on the record)

EMAIL & EMAIL_MATCH_TYPE = I = Home Email Address (If not already on the record)

EMAIL2 & EMAIL_MATCH_TYPE = I = Home Email Address (If not already on the record)

EMAIL3 & EMAIL_MATCH_TYPE = I = Home Email Address (If not already on the record)

ADDRESS = Home Address Line 1 (DEFAULT ADDRESS, if no address on record, do not overwrite client preferred, unless this is NCOA – in which case the provided NCOA, which is a different field than these would be the preferred)

CITY = Home Address City

STATE = Home Address State

ZIP = Home Address Zip5

ZIP4 = Home Address Zip4

MADDRESS = Mailing Address 1 (IF DIFFERENT THAN HOME & DEFAULT IF DIFFERENT, if no address on record, do not overwrite client preferred, unless this is NCOA – in which case the provided NCOA, which is a different field than these would be the preferred)

MCITY = Mailing City

MSTATE = Mailing State

MZIP = Mailing Zip5

MZIP4 = Mailing Zip4

AI_COUNTY = iad_County (Both Home & Mailing)

PREC_NO1 = iad_PrecinctCode (Both Home & Mailing)

PREC_NAME = iad_PrecinctName (Both Home & Mailing)

CONG_DIST = iad_Congress (Both Home & Mailing)

ST_UP_HOUS = iad_Senate (Both Home & Mailing)

ST_LO_HOUS = iad_Legislature (Both Home & Mailing)

 

Ind_LastVoted = CASE WHEN VTR_GEN18 <> '' THEN 'General 2018'

WHEN VTR_PRI18 <> '' THEN 'Primary 2018'

WHEN VTR_OTH18 <> '' THEN 'Other 2018'

WHEN VTR_GEN17 <> '' THEN 'General 2017'

WHEN VTR_PRI17 <> '' THEN 'Primary 2017'

WHEN VTR_OTH17 <> '' THEN 'Other 2017'

WHEN VTR_GEN16 <> '' THEN 'General 2016'

WHEN VTR_PRI16 <> '' THEN 'Primary 2016'

WHEN VTR_OTH16 <> '' THEN 'Other 2016'

WHEN VTR_GEN15 <> '' THEN 'General 2015'

WHEN VTR_PRI15 <> '' THEN 'Primary 2015'

WHEN VTR_OTH15 <> '' THEN 'Other 2015'

WHEN VTR_GEN14 <> '' THEN 'General 2014'

WHEN VTR_PRI14 <> '' THEN 'Primary 2014'

WHEN VTR_OTH14 <> '' THEN 'Other 2014'

WHEN VTR_GEN13 <> '' THEN 'General 2013'

WHEN VTR_PRI13 <> '' THEN 'Primary 2013'

WHEN VTR_OTH13 <> '' THEN 'Other 2013'

WHEN VTR_GEN12 <> '' THEN 'General 2012'

WHEN VTR_PRI12 <> '' THEN 'Primary 2012'

WHEN VTR_OTH12 <> '' THEN 'Other 2012'

WHEN VTR_GEN11 <> '' THEN 'General 2011'

WHEN VTR_PRI11 <> '' THEN 'Primary 2011'

WHEN VTR_OTH11 <> '' THEN 'Other 2011'

WHEN VTR_GEN10 <> '' THEN 'General 2010'

WHEN VTR_PRI10 <> '' THEN 'Primary 2010'

WHEN VTR_OTH10 <> '' THEN 'Other 2010'

WHEN VTR_GEN09 <> '' THEN 'General 2009'

WHEN VTR_PRI09 <> '' THEN 'Primary 2009'

WHEN VTR_OTH09 <> '' THEN 'Other 2009'

WHEN VTR_GEN08 <> '' THEN 'General 2008'

WHEN VTR_PRI08 <> '' THEN 'Primary 2008'

WHEN VTR_OTH08 <> '' THEN 'Other 2008'

Else '' END

 

PARTY_CODE = ind_pty_GUID as forignkey w/ std_Party and just nvarchar/text in ind_RegisteredParty

CASE WHEN 'A' THEN 'American Independent'

WHEN 'B' THEN 'Constitutional'

WHEN 'C' THEN 'Consumer'

WHEN 'D' THEN 'Democratic'

WHEN 'E' THEN 'Inferred Democrat'

WHEN 'F' THEN 'Reform'

WHEN 'G' THEN 'Green'

WHEN 'H' THEN 'Liberal'

WHEN 'I' THEN 'Independent'

WHEN 'J' THEN 'Other'

WHEN 'K' THEN 'Independent'

WHEN 'L' THEN 'Libertarian'

WHEN 'N' THEN 'Independent'

WHEN 'O' THEN 'Independent'

WHEN 'P' THEN 'Peace and Freedom'

WHEN 'Q' THEN 'Socialist'

WHEN 'R' THEN 'Republican'

WHEN 'S' THEN 'Inferred Republican'

WHEN 'T' THEN 'Right to Life'

WHEN 'U' THEN 'Independent'

WHEN 'V' THEN 'Conservative'

WHEN 'W' THEN 'Natural Law'

WHEN 'Y' THEN 'Other'

WHEN 'Z' THEN 'Independence Party'

ELSE '' END

 

 

 

Donor Tags (Green Color w/ Type of "Donor"):

DON_ANML – Donor Tag: Animal Welfare
DON_ARTCUL – Donor Tag: Arts/Culture
DON_CHARIT – Donor Tag: Charitable Org
DON_CHILD – Donor Tag: Childrens Charites
DON_ENVIR – Donor Tag: Environment
DON_ENVWLD – Donor Tag: Environment
DON_HEALTH – Donor Tag: Health
DON_INTAID – Donor Tag: International Aid
DON_OTHER – Donor Tag: Other Charitable
DON_POLCONS – Donor Tag: Political (Conservative)
DON_POLIT – Donor Tag: Political
DON_POLLIB – Donor Tag: Political (Liberal)
DON_RELIG – Donor Tag: Religious
DON_VET – Donor Tag: Veterans
FEC – Donor Tag: FEC/Political

Issue Tags (Orange Color w/ Type of "Issue")

PRFL_2NDAMEND – Issue Tag: 2nd Amendment
PRFL_ACTIVE_MIL – Issue Tag: Active Military
PRFL_ANML_RIGHTS – Issue Tag: Animal Rights
PRFL_BORDER_SECURITY – Issue Tag: Border Security
PRFL_CHOICELIFE = 1 - Issue Tag: Pro Life
PRFL_CHOICELIFE = 2 - Issue Tag: Pro Choice
PRFL_CLINTON_SUPPORT – Issue Tag: Clinton
PRFL_EDUCATION – Issue Tag: Education
PRFL_ENVIRONMENT – Issue Tag: Environment
PRFL_EVANGELICAL – Issue Tag: Evangelicals
PRFL_GUN_CONTROL – Issue Tag: Gun Control
PRFL_HEALTHCARE_REFORM = 1 = Issue Tag: Healthcare (Pro ACA)
PRFL_HEALTHCARE_REFORM = 2 = Issue Tag: Healthcare (Oppose ACA)
PRFL_IMMIGRATION_REFORM – Issue Tag: Immigration Reform
PRFL_LABOR – Issue Tag: Labor
PRFL_LGBT_SUPPORT = 1 OR 2 – Issue Tag: LGBT
PRFL_MARIJUANA_REFORM – Issue Tag: Marijuana Reform
PRFL_MARRIAGE_EQUALITY = 1 – Issue Tag: Marriage Equality
PRFL_MIL_SUPPORT – Issue Tag: Military Support
PRFL_OBAMA – Issue Tag: Obama
PRFL_PERSUADABLE_VOTER – Issue Tag: Swing Voter
PRFL_POLITICAL_IDEOLOGY = C – Issue Tag: Conservative
PRFL_POLITICAL_IDEOLOGY = M – Issue Tag: Moderate
PRFL_POLITICAL_IDEOLOGY = L – Issue Tag: Liberal
PRFL_SANDERS_SUPPORT – Issue Tag: Bernie Sanders
PRFL_TAXES – Issue Tag: Taxes
PRFL_TEAPARTY = 1: Issue Tag: Tea Party
PRFL_TRUMP_SUPPORT – Issue Tag: Trump
PRFL_VETERAN – Issue Tag: Veterans

Voter (Purple Color w/ Type of "Voter")

ABSENTEE – Voter Tag: Absentee (Tag Description: Permanent Absentee)
4/4 Voter (Tag Description: Both General and Primary Elections in 2018 & 2016)
3/4 Voter (Tag Description: Both General and Primary Elections in 2018 & 2016)
2/4 Voter (Tag Description: Both General and Primary Elections in 2018 & 2016)
1/4 Voter (Tag Description: Both General and Primary Elections in 2018 & 2016)
0/4 Voter (Tag Description: Both General and Primary Elections in 2018 & 2016)
SUM(

CASE WHEN VTR_GEN_18 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_PRI_18 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_GEN_16 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_PRI_16 <> '' THEN 1 WHEN VTR_PPP_16 <> '' THEN 1 ELSE 0 END

)

4/4 General (Tag Description: Voted in General 2018, 2016, 2014, 2012)
3/4 General (Tag Description: Voted in General 2018, 2016, 2014, 2012)
2/4 General (Tag Description: Voted in General 2018, 2016, 2014, 2012)
1/4 General (Tag Description: Voted in General 2018, 2016, 2014, 2012)
0/4 General (Tag Description: Voted in General 2018, 2016, 2014, 2012)
SUM(

CASE WHEN VTR_GEN_18 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_GEN_16 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_GEN_14 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_GEN _12 <> '' THEN 1 ELSE 0

)

4/4 Primary (Tag Description: Voted in Primary 2018, 2016, 2014, 2012)
3/4 Primary (Tag Description: Voted in Primary 2018, 2016, 2014, 2012)
2/4 Primary (Tag Description: Voted in Primary 2018, 2016, 2014, 2012)
1/4 Primary (Tag Description: Voted in Primary 2018, 2016, 2014, 2012)
0/4 Primary (Tag Description: Voted in Primary 2018, 2016, 2014, 2012)
SUM(

CASE WHEN VTR_PRI_18 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_PRI_16 <> '' THEN 1 WHEN VTR_PPP_16 <> '' THEN 1 ELSE 0 END

CASE WHEN VTR_PRI_14 <> '' THEN 1 ELSE 0 END +

CASE WHEN VTR_PRI_12 <> '' THEN 1 WHEN VTR_PPP_12 <> '' THEN 1 ELSE 0 END

2. Process Overview

2.1. Sales Form Links

Sales submits requests for setup of new clients (or conversions for existing ones) via this web form:

http://216.243.142.103/index.php?pg=request&xCategory=2

Oddly, these cases sometimes end up in spam!  So, make sure to keep an eye on the SPAM HelpSpot folder.

Here are links with auto-fill data in the URL, personalized by sales rep:

Alicia http://216.243.142.103/index.php?pg=request&fullname=Alicia+Lovejoy&sEmail=alicia.lovejoy%40aristotle.com&sPhone=301-365-0321&xCategory=2&Custom12=.01&Custom13=0

Bret http://216.243.142.103/index.php?pg=request&fullname=Bret+Garwood&sEmail=bret.garwood%40aristotle.com&sPhone=678-362-7326&xCategory=2&Custom12=.01&Custom13=0

Fred http://216.243.142.103/index.php?pg=request&fullname=Fred+Thrower&sEmail=fred.thrower%40aristotle.com&sPhone=678-358-2907&xCategory=2&Custom12=.01&Custom13=0

Jonathan http://216.243.142.103/index.php?pg=request&fullname=Jonathan+Smith&sEmail=jonathan.smith%40aristotle.com&sPhone=619-757-8571&xCategory=2&Custom12=.01&Custom13=0

Merideth http://216.243.142.103/index.php?pg=request&fullname=Merideth+Houseman&sEmail=merideth.houseman%40aristotle.com&sPhone=404-375-4384&xCategory=2&Custom12=.01&Custom13=0

Mitch http://216.243.142.103/index.php?pg=request&fullname=Mitch+Gingrich&sEmail=mitch.gingrich%40aristotle.com&sPhone=541-993-2653&xCategory=2&Custom12=.01&Custom13=0

2.2. HelpSpot Responses

Below is a reference for the Responses (canned emails) under the Setup folder.  Set your note to External before using, as some have built in To and Bcc values. 

360

  • 360 - Initial client contact to request data for 360.
  • 360data - Send login information after data import has been completed.  This will also Bcc Kristin Moore.
  • 360nodata - Initial client contact and login information when no data import is needed.  This will also Bcc Kristin Moore.

BackOffice

  • bo - Initial client contact to request data for BO.
  • bodata - Send login information after data import has been completed.
  • bonodata - Initial client contact and login information when no data import is needed.
  • fr - For all BO setups after the database has been created; email Kim Ulrey with FundRaiser/cc.com setup information.

VoterManager

  • vm - Initial client contact to request data for VM.  (If we will pull VLO data on behalf of the client, a custom email is needed.)
  • vmdata - Send login information after data import has been completed.

 

3. Account Setup

3.1. CM and 360 - August 2016

Follow the instructions in the attached file to set up a new client in CM or 360 along with users and filing committees.

3.2. 360

The database creation tool is located here: http://ai360databasemanager.aristotle.com/

login: techservices
pass: ts@123

 

Client ID: Copy/Paste from HelpSpot (HS) case Customer Number field. If missing, open the contract and see the lower right corner. The CID is the value after the "S-"(you can drop the leading zero if present).

Client Name: Copy/Paste from HS case Client Name field.  Also check the contract to catch potential typos.

Database Name: Format is P6_<client name with no spaces>_<today's date YYYYMMDD> with a max of 50 characters.

Database Server: 

  • hvv-360pacgrdb1 if initiated by an account manager in Professional Services
  • hvv-360camdb1 otherwise

 

--Steps below not required for temp./interim conversion databases such as when converting CM5 to P7

For the last "send detailed email" step, email to yourself.  Next, forward that email to murali.maddukuri@aristotle.com, Tae.Kim1@aristotle.com, and Kim.Ulrey@aristotle.com.  Kim needs the Contact Name, Phone and Email address for the client so she can setup a cc.com account for them.  

  • If the setup was initiated by an account manager, just let her know their name and they will provide the details.
  • If it came directly from a sales rep, copy/paste from the HS case Contact Name, Email, and Phone.

3.3. BackOffice

 

1. Login to the CC BackOffice database with your super user login via Internet Explorer.

2. Go to Add/Search > Organization and search for a portion of the committee name.

3. Select Add Organization and complete these fields:

  • Name: Copy/Paste from HelpSpot (HS) case Client Name field
  • Quick Codes: Code Type: Client, Code: select "C-BO" (if bundled with VoterManager, also select C-VM)
  • Custom Fields - CustomerID: - Copy/Paste from HS case Customer Number field. If missing, open the contract and see the lower right corner. The CID is the value after the "S-"(you can drop the leading zero if present).

4. Save Changes and copy the Record ID # (found in the lower left-hand corner of the screen) into the BackOffice RecID field in the HS case.

5. Decide upon a unique Campaign Name (Account field on the login screen), using these basic guidelines:

  • Candidates: Typically use <Last><First>, but use your best judgment if the last name alone is already long and unique.
    • Bob Smith for Congress = SmithBob
  • PACs or Organizations: Typically use an acronym, unless the full campaign name is already a small number of characters.
    • Progressive Americans for Democracy = PAD
  • Recall efforts: Recall<Last><First>
    • Recall Bob Smith = RecallSmithBob

6. Make sure the planned Campaign Name from step 5 has not already been taken to avoid repeat data entry:

  • Go to FundRaiser Tools > Accounts Manager and search for the name. (Whether a previous standalone FundRaiser account or BackOffice account used that name, it cannot be reused...even if the account is now inactive. So, for example if SmithBob is taken, next best option would be SmithB. Also, try to avoid including the election year in the name if possible. Since that account name is part of the URL of the contribution page, it will become obsolete if the client decides to stay with us for the next election cycle.)
  • Go to Internal Tools > Database Manager and enter the name in both the Database Selection and Re-Activate Database fields. (Oddly, there have been a few cases where the name did not exist under FR Accounts, but did from this screen!)

7. Select Add Database and complete the following fields:

> Create Database section:

  • Campaign Name (login): Brief name of the candidate or committee from steps 5 and 6 above.
  • Display Name: Full campaign name. Please make sure to correct typos, as this value will display in the "Paid for by" section of broadcast emails and the client is unable to modify this on their end. One of the most common corrections is changing "For" to "for".  If the full name is too long to fit, just enter as much as possible for now.  After the database has been created, more characters can be added during step 9.
  • CC RecID: Copy from HS case - BackOffice RecID field - from step 4 above.
  • Branded: Select BackOffice.
  • SiteID: Ignore (sales of new SiteBuilder accounts have ceased.)
  • SiteBuilder Name: Ignore 
  • Signup Date: The default of today's date is fine.
  • Filer Type: See the Filer Type and Client Type fields in the HS case. Examples:
    • Filer Type: FEC / Client Type: Candidate
      • Select: Federal Candidate
    • Filer Type: State CA / Client Type: Candidate
      • If statewide office, select: CA Candidate
      • If local office, select: CA Candidate – Local
    • Filer Type: State CA and FEC / Client Type: Party
      • Select: Joint CA/Federal Party
    • If it is a state filer and that Filer Type is not available in the dropdown, check this wiki to see if it is supported (although it is very out of date): http://ai360wiki.aristotle.com/index.php?title=State_Reporting_Summary_Page
      • If it is supported and the client type is not a candidate, but that state is available in the dropdown as <State> Candidate, go ahead and select the appropriate <State> Candidate option. You should be able to edit the client type value (e.g. PAC) during Filer Committee setup after the initial database creation.
      • If it is supported and there are no choices related to the desired state, select "Other" for now. You should be able to select the appropriate state during Filer Committee setup after the initial database creation. Check with Compliance for help if needed.
      • If it is not supported, check with Compliance to confirm either way. Also follow up with the sales rep to make sure the client is aware. Most likely it is in current development. Select "Other" for now.
    • If no government reporting is needed, select: Other
  • Sales Rep: See the First/Last Name at the top of the HS case.
  • Bank Name/Account/Routing Number: Ignore
  • Email Rate: Typically keep at default value of .01. However, check the BO Email Rate field in the HS case and the contract to confirm correct value.
  • Free Email/Month: Typically keep at default value of 0. However, check the BO Free E-mails per Month field in the HS case to confirm correct value.
  • Server: Select either HVV-CCDB3 or HVV-CCDB4 depending on the current server load.
  • Internal Memo: If bundled with other products, state the other products here. For example, "Also VoterManager client".
  • Client Memo: Typically leave blank. Client will see anything entered here.
  • Parent Database: Leave blank. Current clients with this feature are Davies Public Affairs and the City of San Diego. If Davies, the request to add a new account will be handled by Support (initiated by the client rather than Sales).
  • Inactive/Cancelation Date: Do not use. At the time of this writing, there is an outstanding Dev bug case 143585.

> User Information section:

  • First Name: Copy/paste from HS case Contact Name field
  • Last Name: Copy/paste from HS case Contact Name field
  • Phone: Copy/paste from HS case Contact Phone field
  • Email: Copy/paste from HS case Contact Email field
  • Login: Typically <first initial><last name> e.g. jsmith (If it is a consultant with multiple accounts, try to use a consistent value, but they can always edit later if needed! e.g. Kelly Lawler is just "kelly")

8. Select Create Database and be patient, as this can sometimes take 5-10 minutes to refresh. Occasionally the screen will hang without ever refreshing. In that case, open a FireFox session and login to the cc Database Manager under that browser separately. If you search for the database you've just created and only the top section (general database info) displays without any users listed beneath; it is likely still in progress. If the user info still does not display after a long time (e.g. 30 min), contact Development.

9. Go to Internal Tools > Database Manager and search for/select the database you've just created:

  • View the cc RecID# field and verify the value in parentheses to the right of it is populated with the Organization created in steps 3-4 above.
  • If the Display Name from step 7 was abbreviated due to the character limit, try entering the full value again on this screen (larger limit) and Save.  
  • Open the contract attached to the setup case and see the Contract End Date value to help determine if an Inactive Date needs to be entered. When entering dates, typically enter values on the 1st or 16th of the month, since the system will auto-inactivate the account at the beginning of that day (e.g. if the end date is 12/31, set the inactive date to 1/1). This whole process is extra confusing now that contract formats have changed:
    • If SD sales and
      • The HS case does have an Expiration Date, enter that value.
      • The HS case does not have an Expiration Date and
        • The contract is only 2 months; leave the Inactive Date blank.
        • The contract is more than 2 months; check with the sales rep to confirm if it is a firm end date or month to month.
    • If non-SD Sales and
      • The contract is more than 2 months; enter the date from the contract (which is hopefully consistent with the value entered in HS).
      • The contract is only 2 months, check with the sales rep to confirm if it is a firm end date or month to month.
  • Copy the database value, found at the top of the page (e.g. hvv-ccdb3.cc_SmithBob) and paste it into the HelpSpot Setup case Database Name field.

10. Check the Data Source field of the HS Setup case:

  • If the client HAS data to import:
    • Email the client from the parent Setup case (External) using the HS Response "BO" with the following edits:
      • Edit the subject line to "New Account: BackOffice - <Client Name>"
      • Replace the [[database name]] value in the URL with the Campaign Name value, for example SmithBob.
      • If they do not need government reporting, delete that paragraph
      • Do not use the HS "Update & Close" option, as the case needs to remain open.
    • ***If the email bounces: after you have found the correct value, make sure to update it in at least these 2 places:
      • System > My Account within the client's database
      • FundRaiser Tools > Accounts Manager > Search > Modify > Notifications Section, Email#1.
    • Before the login can be sent, data must first be imported*. Clients are allowed 3 files or 5 hours (whichever comes first) of free imports within the first 30 days of their contract. *Exceptions: some clients need access ASAP so they can customize their Public Pages. If a login is sent out before the import is completed, note it in the Import case so Tech Services is aware of this.
    • Call the Contact listed in the HS case to let them know the account has been set up and make a note in the case indicating so. This is a good time to answer any questions they may have about the data import and make sure they received the email OK.
    • Check the Filer Type section of the Setup case. If government reporting is needed and we are importing at least one full report's worth of data, make sure to set up government reporting in the database prior to sending the Import case to Tech Services. (Tech Services will need this so the last-filed report can be compared to one generated in BackOffice to verify import accuracy.)
    • Once the data has been received, create and assign an Import case to Tech Services with the following edits:
      • Attach the import file (or provide link if client uploaded)
      • Include the database information (e.g. hvv-ccdb3.cc_SmithBob)
      • Note any special instructions or unusual field mapping.
      • Note the parent case number in the Related Cases / Misc Notes field in HS. After the import case has been saved, also note the import case number in the parent case Related Cases / Misc Notes field.
    • Once the data import has been completed, close the Import case and email the client from the parent Setup case using the HS Response "bodata" with the following edits:
      • Replace [[account]] with the Campaign Name value
      • Replace [[username]] with the Login value
      • Replace [[password]] with auto-generated value
      • If they do not need training (e.g. consultant w/ multiple accounts), delete that paragraph.
    • Before closing the parent Setup case, send an email using the HS response "fr", replacing the empty bracket with the sales rep's name. That response should auto-fill Kim Ulrey's email address if you are under External. (This is so Kim can fill in details within CampaignContribution.com.)
  • If the client has NO data to import:
    • Email the client from the parent setup case (External) using the Response "bonodata" with the following edits:
      • Edit the subject line to "New Account: BackOffice - <Client Name>"
      • Replace [[account]] with the Campaign Name value
      • Replace [[username]] with the Login value
      • Replace [[password]] with auto-generated value
      • Replace [[database name]] in the contribution page URL with the Campaign Name value
      • If they do not need training (e.g. consultant w/ multiple accounts), delete that paragraph.
      • If they do not need government reporting, delete that paragraph
      • Do not use the HS "Update & Close" option, as the case needs to remain open for now.
    • ***If the email bounces: after you have found the correct value, make sure to update it in at least these 2 places:
      • System > My Account within the client's database
      • FundRaiser Tools > Accounts Manager > Search > Modify > Notifications Section: Email#1.
    • Call the Contact listed in the HS case to let them know the account has been set up and make a note in the case accordingly.
    • Before closing the parent Setup case, send an email using the HS response "fr", replacing the empty bracket with the sales rep's name. That response should auto-fill Kim Ulrey's email address if you are under External. (This is so Kim can fill in details within CampaignContribution.com.)

 

 

 

3.4. VoterManager

1. Login to the CC BackOffice database with your super user login via Internet Explorer.

2. Go to Add/Search > Organization and search for a portion of the committee name.

3. Select Add Organization and complete these fields:

  • Name: Copy/Paste from HelpSpot (HS) case Client Name field
  • Quick Codes: Code Type: Client, Code: select "C-VM" (if bundled with BackOffice, also select C-BO)
  • Custom Fields - CustomerID: - Copy/Paste from HS case Customer Number field. If missing, open the contract and see the lower right corner. The CID is the value after the "S-"(you can drop the leading zero if present).

4. Save Changes and copy the Record ID # (found in the lower left-hand corner of the screen) into the BackOffice RecID field in the HS case.

5. Decide upon a unique Campaign Name (Account field on the login screen), using these basic guidelines:

  • Candidates: Typically use <Last><First>, but use your best judgment if the last name alone is already long and unique.
    • Bob Smith for Congress = SmithBob
  • PACs or Organizations: Typically use an acronym, unless the full campaign name is already a small number of characters.
    • Progressive Americans for Democracy = PAD
  • Recall efforts: Recall<Last><First>
    • Recall Bob Smith = RecallSmithBob

6. Make sure the planned Campaign Name from step 5 has not already been taken to avoid repeat data entry:

  • Go to Internal Tools > Database Manager and enter the name prefixed with "v-" (e.g. v-SmithBob) in both the Database Selection and Re-Activate Database fields. If this is also a BackOffice client, try to use the same account name as BO. (The system will allow both to be the same since one adds the "v-" prefix upon creation.)

7. Select Add Database and complete the following fields:

> Create Database section:

  • Campaign Name (login): Brief name of the candidate or committee from steps 5 and 6 above WITHOUT the "v-"prefix, as the system will add that for you..
  • Display Name: Full campaign name. Please make sure to correct typos, as this value will display in the "Paid for by" section of broadcast emails and the client is unable to modify this on their end. One of the most common corrections is changing "For" to "for".
  • CC RecID: Copy from HS case - BackOffice RecID field - from step 4 above.
  • Branded: Select VoterManager.
  • SiteID: Ignore (sales of new SiteBuilder accounts have ceased.)
  • SiteBuilder Name: Ignore
  • Signup Date: The default of today's date is fine.
  • Filer Type: Ignore (only used with BO and Hybrid)
  • Sales Rep: See the First/Last Name at the top of the HS case.
  • Bank Name/Account/Routing Number: Ignore
  • Email Rate: Typically keep at default value of .01. However, check the BO Email Rate field in the HS case and the contract to confirm correct value.
  • Free Email/Month: Typically keep at default value of 0. However, check the BO Free E-mails per Month field in the HS case to confirm correct value.
  • Server: Select either HVV-CCDB3 or HVV-CCDB4 depending on the current server load.  If also a BO client, try to put on same server.
  • Internal Memo: Enter the VM Record Limit value from the HS case (e.g. "Record Limit: 125,000").  If it is not populated in the case, check the contract for the correct value.  If VM is bundled with other products, state the other products as well (e.g. "Also BackOffice client").
  • Client Memo: Typically leave blank. Client will see anything entered here.
  • Parent Database: Leave blank. 
  • Inactive/Cancelation Date: Do not use. At the time of this writing, there is an outstanding Dev bug case 143585.

> User Information section:

  • First Name: Copy/paste from HS case Contact Name field
  • Last Name: Copy/paste from HS case Contact Name field
  • Phone: Copy/paste from HS case Contact Phone field
  • Email: Copy/paste from HS case Contact Email field
  • Login: Typically <first initial><last name> e.g. jsmith (If it is a consultant with multiple accounts, try to use a consistent value, but they can always edit later if needed! e.g. Kelly Lawler is just "kelly")

8. Select Create Database and be patient, as this can sometimes take 5-10 minutes to refresh. Occasionally the screen will hang without ever refreshing. In that case, open a FireFox session and login to the cc Database Manager under that browser separately. If you search for the database you've just created and only the top section (general database info) displays without any users listed beneath; it is likely still in progress. If the user info still does not display after a long time (e.g. 30 min), contact Development.

9. Go to Internal Tools > Database Manager and search for/select the database you've just created:

  • View the cc RecID# field and verify the value in parentheses to the right of it is populated with the Organization created in steps 3-4 above.
  • Open the contract attached to the setup case and see the Contract End Date value to help determine if an Inactive Date needs to be entered. When entering dates, typically enter values on the 1st or 16th of the month, since the system will auto-inactivate the account at the beginning of that day (e.g. if the end date is 12/31, set the inactive date to 1/1). This whole process is extra confusing now that contract formats have changed:
    • If SD sales and
      • The HS case does have an Expiration Date, enter that value.
      • The HS case does not have an Expiration Date and
        • The contract is only 2 months; leave the Inactive Date blank.
        • The contract is more than 2 months; check with the sales rep to confirm if it is a firm end date or month to month.
    • If non-SD Sales and
      • The contract is more than 2 months; enter the date from the contract (which is hopefully consistent with the value entered in HS).
      • The contract is only 2 months, check with the sales rep to confirm if it is a firm end date or month to month.
  • Copy the database value, found at the top of the page (e.g. hvv-ccdb3.v_SmithBob) and paste it into the HelpSpot Setup case Database Name field.

10. Check the Data Source field of the HS Setup case (and contract if needed):

  • If we will NOT be pulling data on their behalf (i.e. non-VLO client):
    • Email the client from the parent Setup case (External) using the HS Response "vm" with the following edits:
      • Edit the subject line to "New Account: VoterManager - <Client Name>" and use External when sending.
      • Insert the case number in the {T} bracket within the email text.
      • Do not use the HS "Update & Close" option, as the case needs to remain open.
    • Before the login can be sent, data must first be imported. Clients are allowed 3 files or 5 hours (whichever comes first) of free imports within the first 30 days of their contract.
    • Call the Contact listed in the HS case to let them know the account has been set up and make a note in the case indicating so. This is a good time to answer any questions they may have about the data import and make sure they received the email OK 
    • Once the data has been received, create and assign an Import case to Tech Services with the following edits:
      • Attach the import file (or provide link if client uploaded)
      • Include the database information (e.g. hvv-ccdb3.cc_SmithBob)
      • Note any special instructions or unusual field mapping. 
      • Note the parent case number in the Related Cases / Misc Notes field in HS. After the import case has been saved, also note the import case number in the parent case Related Cases / Misc Notes field.
    • Once the data import has been completed, close the Import case and email the client from the parent Setup case using the HS Response "vmdata" with the following edits:
      • Replace [[account]] with the Campaign Name value (do not include the "v-" prefix)
      • Replace [[username]] with the Login value
      • Replace [[password]] with auto-generated value
      • If they do not need training (e.g. consultant w/ multiple accounts), delete that paragraph
      • The "Attached please find a summary..." sentence refers to the VoterManager report available under Reports > Standard Reports > Voter Reports: Database Summary.
  • If we WILL be pulling data on their behalf (i.e.VLO client):
    • Email the client from the parent setup case to confirm the pull criteria and how far back they would like to go with election history. 
      • Edit the subject line to "New Account: VoterManager - <Client Name>" and use External when sending.
      • Do not use the HS "Update & Close" option, as the case needs to remain open for now.
    • Call the Contact listed in the HS case to let them know the account has been set up and make a note in the case accordingly.  If you are able to get a hold of them, it is often easier to discuss the data specifics over the phone.  If not, just leave a message for them to be on the lookout for the email.
    • After the data requirements have been confirmed, pull the .dbf version from VLO and assign an Import case to Tech Services with the following edits:
      • Attach the import file (or provide VLO link)
      • Include the database information (e.g. hvv-ccdb3.v_SmithBob)
      • Note any special instructions or unusual field mapping
      • Note the parent case number in the Related Cases / Misc Notes field in HS. After the import case has been saved, also note the import case number in the parent case Related Cases / Misc Notes field.
    • Once the data import has been completed, close the Import case and email the client from the parent Setup case using the HS Response "vmdata" with the following edits:
      • Replace [[account]] with the Campaign Name value (do not include the "v-" prefix)
      • Replace [[username]] with the Login value
      • Replace [[password]] with auto-generated value
      • If they do not need training (e.g. consultant w/ multiple accounts), delete that paragraph
      • The "Attached please find a summary..." sentence refers to the VoterManager report available under Reports > Standard Reports > Voter Reports: Database Summary.

 

3.5. CM/P7 Setup

URL: http://cm.aristotle.com/provision
Username: hari.krishna@aristotle.com
PassworD: Welcome1

3.6. 360 Setup Requests from Kim Ulrey for VoterIQ

A 360 account is needed for every VoterIQ account for mass email purposes, but clients will never access these special accounts directly:

  • Setup requests will be initiated by Kim Ulrey via the portal link http://216.243.142.103/index.php?pg=request&fullname=Kim+Ulrey&sEmail=kim.ulrey%40aristotle.com&xCategory=2
  • Kim will include the client ID and name at a minimum***, although she might also specify the database name preference so it matches the name format for the VIQ database (e.g. acronym).
  • Create the database (http://ai360databasemanager.aristotle.com/):
    • Database Name: prefix all with "P6_VIQ_".  So, instead of the typical "P6_BobSmithforCongress_20140101", enter "P6_VIQ_BobSmithforCongress_20140101" (up to 50 characters).
    • Database Server: use hvv-360camdb1 even if the name looks like a PAC.
    • Client Type: VIQ
    • For the last "send detailed email" step, make sure to include: murali.maddukuri@aristotle.com,Tae.Kim1@aristotle.com
  • After the database has been created, login and add a new user with the following format (the same user name for all accounts was suggested, but Yon prefers unique values):
    • User Name: VIQ_<client name portion> (up to 20 characters e.g. VIQ_BobSmith)
    • Full Name: VoterIQ <client name> (up to 40 characters e.g. VoterIQ Bob Smith)
    • Email Address: vlo@aristotle.com
    • Password: doesn't really matter, but I've been using viq-2014
  • Reply to Kim using a public note and the HS Response "360VIQ".  Before sending:
    • Fill in the database and user details
    • Add the client name to the email subject (the Response should prefix it with "360/VIQ -" so you add the client name after the dash)

***Note: Even if this client has a 360 contract as well; a separate 360 database solely for VoterIQ purposes is still needed.

 

4. Special Clients

4.1. 360: RaZor Solutions Group

Their current 360 contract allows for up to 10 datasets prefixed with "RSG" and one additional for "RaZor Solutions Group".  See case 13171 for the full setup history.

Go here to see the full contract: \\hqs-file1\P_Drive\CONTRACTS\23686 RAZOR SOLUTIONS GROUP

If they request additional datasets, they will need to either specify which one(s) to inactivate or contact their sales rep for a new contract.  Here is their current list: 

P6_RaZorSolutionsGroup_20140425

P6_RSG_AlishaMorgan_20140218
P6_RSG_JohnEaves_20140218
P6_RSG_LaDawnJones_20140218
P6_RSG_ShelithaRobertson_20140218
P6_RSG_ThomasCox_20140218
P6_RSG_JaeBrown_20140221
P6_RSG_MarvinArringtonJr_20140305
P6_RSG_AnthanyBeatty_20140325
P6_RSG_RenitaHamilton_20140827
P6_RSG_CynthiaBriscoeBrown_20140827

When creating new datasets, copy the user list from one of the existing RSG accounts to the new one. As of this writing, there are 10 users that should have access to all RSG accounts under one login.

4.2. BackOffice: Multi-Account Users

Since BackOffice does not offer an option to access multiple databases under a single login, it is helpful to at least assign the same User Name when clients have many accounts with us.  Users do have access to edit their names if needed, but ideally we should set them up consistently ahead of time to make it as user-friendly as possible.  Below is a list of the most frequent repeat clients and a quick reference for their admin user setups.  

Also, if the contact is highlighted in yellow, it means they typically include the Statement of Organization for government reporting setup with the contract (e.g. the C1 for WA/Argo or the CA 410 for others).  So, if it is not included as extra pages on the contract or separately attached by the sales rep, follow up with the sales rep to see if they just forgot to attach.  

Waldo Arballo

  • 562-860-9046
  • waldo.arballo@gmail.com
  • waldo 

Bill Baber 

  • 619-698-4333
  • wrblaw@flash.net
  • bbaber 

Jason Bennett - Beth and Katherine are no longer with Argo. So, Jason is the contact until they find a replacement. Jason seems to prefer the generic "info" email address no matter who is the primary contact.  Also, the vast majority of Argo contracts have special email pricing ($.005 / free 5000/mo).    

  • 206-325-5013
  • info@argostrategies.com
  • jason

DeeDee Garrelts - Keep in mind DeeDee only works part time, typically after 1 pm Pacific Time.

  • 559-227-1530
  • deedee@fresnotaxgroup.com
  • deedee

Nancy Haley

  • 760-632-3600 x310
  • nhaley@thinkcpa.com
  • nhaley

Emily Hoover - see also this wiki: Talent Paymaster

  • 301-654-3220
  • ehoover@campaignfinancial.com
  • ehoover

Kelly Lawler

  • 530-934-5823
  • kellylawler@comcast.net
  • kelly

Janice Marshall

  • 760-750-1948
  • marsh5145@yahoo.com
  • jmarshall

4.3. CompleteGov: Contra Costa County Board of Supervisors

The Contra Costa Board of Supervisors (CID 10025) consists of 5 districts, each with their own CompleteGov database. Some were converted from Constituent Services and others started with a voter file import instead. The contract included an initial email append and annual data matching. The districts were converted gradually from late 2012 to mid 2013 and each district has its own preferences. So, take note of the details by district below.

The primary contact for all districts is Ed Woo (Ed.Woo@doit.cccounty.us / 925-408-9997). He is a very nice guy, but can be difficult to get a hold of and our emails frequently go to spam. I've been trying for 4 months to have him send an authorization letter needed before we can proceed with the next voter file purchase for 2014. Basically, their county registrar is very strict regarding use of data. So, each year he will need to send a letter confirming Aristotle's relationship with them to get the data on their behalf. (See attached example.) After he sends it back to us, we forward the letter on to Trent Matheson to initiate a new purchase.

IMPORTANT NOTE: When importing voter information, make sure to ignore election history and set the Party value for ALL records to "N/A".  They are not allowed to see that information in the board of supervisor databases.  I've attached the original import SQL for District 4 as an example.  Also, keep in mind the mailing addresses are often inconsistent and need close review post-import since the Address Block logic (@AB_ parameters) isn't perfect.  

gov_CCCBOS1

  • No voter data has been appended.  It was a straight conversion from CS.  When in CS, they had a separate dataset for the full voter file.  But, the new contract only allowed them one dataset and they have opted to not mix the two.

gov_CCCBOS2

  • Spouses are used for householding instead of auto-householding.
  • Import was a mix of CS and a voter file.

gov_CCCBOS3

  • Initial import was from a voter file, not CS.
  • Email append job was never completed.  Check with Amy Peterzell for more information, but she was unable to get email language approval from that district.

gov_CCCBOS4

  • Initial import was from a voter file, not CS.

gov_CCCBOS5    

  • Initial import was from a voter file, not CS.  (They were previous CS users, but decided to import from a clean voter file rather than use the old CS data.)

Their contracts are located here: \\hqs-file1\P_Drive\CONTRACTS\10025 CONTRA COSTA COUNTY SUPERVISOR

4.4. Hybrid: Davies Public Affairs

Davies contracts can be found here: \\hqs-file1\P_Drive\CONTRACTS\7368 DAVIES PUBLIC AFFAIRS

Terms include:

  • Unlimited number of Databases
  • Up to 40 imports annually. (They have yet to exceed that limit...typically average 20 per year.)
  • Rushed imports will be completed within 1-3 days for a fee of $200
  • All regular imports will be completed within 7 days

New Davies databases are added by Support since a new contract is not needed each time. If Support sends a request to import data, note you will need to prefix the name with a "v-" to find it in the Database Manager since they are a VoterManager/BackOffice Hybrid. You'll notice their database names start with "h_" for Hybrid.  For example, if they send over a request for "Dominion", you would enter "V-Dominion" in the Database Manager and the database name is HVV-CCDB2.h_Dominion.

The vast majority of their import requests will be from VLO, although a handful have been from Labels & Lists. See the "Common Import Formats" knowledge book for examples. Keep in mind they haven't updated their VLO export template in a very long time...as it still includes elections from the 90's. However, you can ignore any elections that old unless they specify otherwise.

See these wikis for a bit more background on their customization work: