Home → New Client Setups → Account Setup → VoterManager

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:

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 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.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.