Home → New Client Setups → Account Setup → BackOffice

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:

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 1^st or 16^th 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.)