Converting Record Type - Contact
This guide will explain how to convert a contact to certain record types.
Note: Depending of your permissions you may not be able to convert to certain record types.
St John Members: selecting the correct record type
Due to the structure and membership of St John there are situations where members of the organisation may be staff and volunteers. Due to the design of salesforce the record type has been configured in 3 different record types: Trainer, Staff and Volunteer. This is done to allow layouts and automation on various types to be leveraged in the system.
To this end you select their record type in the following process. If they are a trainer and require access to salesforce then they are set as a trainer, regardless of any other roles they may have in the organisation. If they are not a trainer but are a paid member then they need to be set as staff. If they are not a paid member of St John but are a member of St John then they are a volunteer.
Trainers
There is specific automation that is tied to trainers in salesforce that requires their record to be this record type if they deliver training on behalf of St John. Note: this does not mean they are paid – but it does mean that they have direct access to Salesforce for assessing Students. Trainers may also be Volunteers and Staff, but this record type should be selected in this circumstance.
Staff
Staff record type is for all members that are paid by St John that are not Trainers. Staff may also be a volunteer, however the Staff record type should be selected in all situations where a member is paid and not a trainer.
Volunteer
Is the record type for all members of the organisation who are not paid staff and also do not need access to Salesforce in order to deliver training.
Converting to Volunteer record type
Note: Using this method to convert a member to a volunteer should only be used when a member is both a trainer / paid and a volunteer and ceased to be a trainer or paid but continues being a volunteer. For new members becoming volunteers please refer to the Lead Volunteer conversion guide
Locate the record you wish to convert
Please refer to this guide for conducting a search: Completing a Search
Converting to Trainer Record Type
Where a member is going to be delivering training and requires access to Salesforce to do so.
Converting to Staff record type
When a member is a paid member of St John and not a trainer
Converting to Student record type
This should be used in the event the member is a paid staff member and is leaving St John and is not a volunteer. If a member is a volunteer the member status update process should be used instead
Locate the record you wish to convert
Please refer to this guide for conducting a search: Completing a Search
Once in the record locate the “Contact Record type” field
Note: This will be in a different location depending on the current record type
Select the convert button
Change the record type to Student and select next
Confirm their details are correct
Email: Make sure this is set to their personal e-mail address
Account: Should be moved to the “https://stjohn.lightning.force.com/lightning/r/Account/0012u00000N7bzaAAB/view”
Save the record
Locate the record you wish to convert
Please refer to this guide for conducting a search: Completing a Search
Once in the record locate the “Contact Record type” field
Note: This will be in a different location depending on the current record type
Select the convert button
Change the record type to Staff and select next
Confirm their details are correct
Personal Email: the email currently in the Email location should be moved to personal if the personal address is empty (or different to the correspondence you are having with them)
Email: Make sure this is set to their St john address ([email protected])
Account: Should be moved to the “https://stjohn.lightning.force.com/lightning/r/Account/0012u00000NYUxUAAX/view” unless they are currently a volunteer, then they should not be moved.
Other details should be checked that they are up to date
Save the record
Locate the record you wish to convert
Please refer to this guide for conducting a search: Completing a Search
Once in the record locate the “Contact Record type” field
Note: This will be in a different location depending on the current record type
Select the convert button
Change the record type to Trainer and select next
Confirm their details are correct
Personal Email: the email currently in the Email location should be moved to personal if the personal address is empty (or different to the correspondence you are having with them)
Email: Make sure this is set to their St john address ([email protected])
User: Will need ICT to have already made their Salesforce user account before this can happen
Account: Should be moved to the “https://stjohn.lightning.force.com/lightning/r/Account/0012u00000NYaK7AAL/view” unless they are currently a volunteer, then they should not be moved.
Regional Hub: “Adelaide Metro”
Other details should be checked that they are up to date
Confirm their details are correct
Save the record
Once in the record locate the “Contact Record type” field
Note: This will be in a different location depending on the current record type
Select the convert button
Change the record type to Volunteer and select next
