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Activity Log

13-Sep-2019:

At some point, about 2 months ago, LLLS (Living Longer Living Stronger) was changed to SFL (Strength For Life). Only some of the references to LLLS have been changed to SFL. The responsibility for the remaining changes rests with the SFL team.

07-Feb-2019:

We can:

  • Export a 60 page pdf
  • Export a .xlsx with 60 rows
  • Email 60 individual .pdf invoices to the members

Actions needed by:

  • Both: find the actual workflow for a membership renewal
  • Kay: Test the email with dummy data
  • Rob: Write up for K Iatrou, Maree, Mitsuko, Cecelia, Ronda (with 60 page .pdf, 60 row .xlsx)

Text of writeup:

——————————cut here

Hi Maree, Cecelia, Mitsuko, Karen Iatrou and Ronda,

We are now at the point where we need your involvement in the process of how the LLLS invoices are sent out, copied to the accounting team and uploaded into the accounting system.

Please find attached a .pdf with a draft run of 60 membership invoices in the form that they would be emailed, individually, to each member. Plus an Excel workbook with 60 rows of data as an example of what you would upload into the accounting system (where each row represents the value of one invoice).

Actions/questions:

  • How do you want to account for the incoming receipts of monies?
  • Do you match each invoice separately?
  • Do you have each member as a debtor already in the accounting system, and if so can you export their names and unique identifiers that would then be loaded into the CiviCRM LLLS system to facilitate subsequent matching.
  • I believe that we may need a feedback path back from the accounting system to tell CiviMembership that the contribution has been received. Can you provide a sample output file from the accounting system with this data so that we can trial the importing of that into CiviCRM.

——————————cut here

Pending Technical Solution

  • Sort above report by Suburb then LGA
    • Suburb is City in CiviCRM
    • Problem 1 – nowhere to store LGA info:
      • create custom field to store info, or
      • rename an existing field (e.g. supplemental address 2) to store info
    • Probelm 2 – extended Reports has a very limited number of fields available for sorting
    • SOLUTION?
      – Create custom field “LGA
      – Include custom fields in the extended report’s sorting list by adding the following line in the constructor of class CRM_Extendedreport_Form_Report_RelationshipExtended in RelationshipExtended.php $this->_autoIncludeIndexedFieldsAsOrderBys = TRUE;

      – To add custom fields to Column for selection, add the following line of code to the same place as above. “All searchable (check: Is this Field Searchable?) custom data fields that relate to Contact, Individual, Household, or Organisation will be available in the report.” For more info read the developer guide.$this->_customGroupExtends = array(‘Contact’, ‘Individual’, ‘Household’, ‘Organization’);
  • Create mail label showing Endorsement Contact Name, Organization Name, and Address (without “Australia”)
    • “Australia” excluded by selecting “Hide Country in Mailing Labels when same as domain country” in Administer>Localization>Address Settings
    • Best solution so far: store Organization Name in the Address Name field under work address
      1. Enable Address Name field in Administer > Localization > Address Settings > Address Editing.
      2. Update all endorsement contact’s Address Name field
      3. Create a CiviRule to automatically update work address of the endorsement contact when a new Endorsement Contact relationship is created (have to use Civix to achieve)

Pending Staff

  • Review partner and contact person’s details – Many are missing phone number, address, email…etc.
  • Insert job title in the Relationship Description field

Pending Discussion

  • Invoice format

Completed

  • 21-Feb-2019: The “invoice to organization/person” is not the payee and some partners have attention to different from the billing contact
    • Possible solution: create custom fields and code it in the invoice template.
    • Invoice template location: Administer > Communications > Message Templates > System Workflow Messages > Contribution Invoice Receipts.
    • Question: How will this affect invoices for other programs or events
    • Answer: Use conditional statements to call out the custom field. For example, check the payee name custom field. If not null, take the payee name, else use the organization name.

{capture assign=payee}{contact.custom_107}{/capture}
{if $payee}<b>{contact.custom_107}</b>
{else}<b>{$organization_name}</b>{/if}

  • 11-Feb-2019: Logo image not showing properly on the invoice
    • Online discussions point to permission issues.
    • Current image embedded is the default CiviCRM logo.
    • Need to upload COTA logo onto server. Default size is 34*99 px (can change invoice layout by editing the template).
    • 30-Jan-2019 Obtained new logo (75*184 px) from Mitsuko.
    • 11-Feb-2019 Uploaded new image file COTA_logo_2019.png to server at
      home/cotavico/public_html/wp-content/plugins/civicrm/civicrm/i/civi99.png
    • 11-Feb-2019 Updated the html invoice template at Administer > Communications > Message Templates > System Workflow Messages > Contribution Invoice Receipt

<td><img src = “{$resourceBase}/i/civi99.png” height = “34px” width = “99px”></td>

to

<td><img src = “{$resourceBase}/i/COTA_logo_2019.png” height = “75px” width = “184px”></td>

  • 23-Jan-2019: Create report showing “Venue Name, Venue Address, Endorsement Contact Name, Endorsement Contact Phone Number” in dashboard
    • Able to get data from relationship by using CiviCRM extension “Extended Reports”.
    • Individuals always sit on the left hand side.
    • Unable to customize header names into more user friendly ones.
    • 16-Jan-2019: Successfully hard coded SQL to generate desired report (refer to code at the end of this article).
    • However the result generated from the hard coded report template cannot be saved.
    • 23-Jan-2019: Successfully developed an extension containing customized report template “COTAVIC Reports – LLLS Endorsement”.
    • Source code is stored in article under Admin Guide>Source Code in the KB.
  • 14-Dec-2018: Upload all partners and contact persons.
  • 14-Dec-2018: Create the appropriate relationships (Corporate Group for, Employer For, Endorsement Contact, Billing Contact) between partners and partners or partners and contact persons.