When you receive new contact info, travel details, bio info, or project updates from Fellows, update those directly in Salesforce.

• Contact and Bio info should be changed on the contact record

• Travel Details should be changed on the special event attendee record

Updates should be made to the timeline section to keep track of what logistical information you have gathered from each participant - these statuses also inform which fields are displayed on the personal form for each Fellow.

See the key below for a detailed explanation of which values inform which fields to be displayed on the personal form. REMINDER: Always double check the live form link to ensure the correct fields are displaying before you send a link to the form.

• Venture updates should be changed on the venture record by adding a new post. Be sure to set the post as the "Current Version" using the checkbox.

In order to keep track of all of the details being recorded in Salesforce, set up your own Special Event Attendee list view to quickly see which pieces of information are missing and make edits on the fly as your communicate with Fellows.

You can clone this template that we've set up and replace the event name with your Special Event name by clicking on the filter icon.

You can adjust which columns display by clicking the gear icon, choosing "Select Fields to Display" and selecting which fields display.

Reminder: All forms are customized using record IDs, most commonly, you'll use the Special Event Record ID and the Contact ID - see below

1. Special Event Record ID

2. Contact ID

You can find the record IDs in the Salesforce Record url - it's always listed after the object name in the url.

Using the Communications Guidance document for reference, build your own email template in Salesforce in the Special Event Attendee email builder.

Prior to sending out your note, review the Logistics Form Key above to ensure all statuses in Salesforce are correct and each Fellow's form is displaying properly.

Pick an attendee to start with and navigate to their Special Event Attendee record. Click "Compose" in the menu on the right hand side to start drafting your template.

To expand your note beyond the side bar, click the arrow icon in the menu at the bottom of the compose window. Then click the expanding arrows to undock the email completely.

Create a custom template for your seminar in the email builder then save it to the "Globalization 22-23" email templates folder by clicking the "+template" icon at the bottom left of the window.  Then choose "Save as New Template". This way you can easily use it for all attendees. Where applicable, insert merge fields to map information directly from Salesforce into your email. Each email should be sent individually with the participant's assistant (if they have one) and your co-staffer copied.

To preview your note with the personalization you've included via merge fields, click the "eyeball" icon at the bottom left corner of the window.

Use the  personal form link from below, customize with your special event record and add the Contact ID merge field and link it throughout the logistics note.

Logistics Form Link (be sure to use your Special Event Record ID not the one highlighted below): https://www.tfaforms.com/438202?seid=a2H1P000002sBho&cid={{{Recipient.Id}}}

If you need help on verifying Salesforce merge fields, please contact Phoebe Copeland at [email protected]. 

To use the merge fields below copy and paste the entire phrase after the colon, including the opening and closing brackets. Or you can add the fields you need directly in the Salesforce email builder.

• Contact Nickname: {{{Recipient.Nickname__c}}}
• Contact ID: {{{Recipient.Id}}}
• Contact Mailing Address: {{{Recipient.Contact_Mailing_Address__c}}}
• Contact Mobile Phone: {{{Recipient.MobilePhone}}}

Also be sure to attached the COVID Guidance Document to this email.

• Once addresses are confirmed, pull list of mailing addresses from custom links section on Special Event. You may use this list to copy/paste address data into the online forms for FedEx or DHL, or if using USPS, you may print addresses on labels for your mailings.

NOTE: this mailing list will pull the primary address indicated for the Fellow.

• Add the participant’s FedEx, DHL, or USPS tracking number to their Special Event Attendee record once the readings are shipped.
• It's important to keep the Readings Status field updated with the current status so that the logistics form will properly update.
• One week after readings have been shipped, confirm Fellows have received their reading and update Readings Status accordingly.

Using the Communications Guidance document for reference, build your own email template in Salesforce in the Special Event Attendee email builder.

Prior to sending out your note, review the Logistics Form Key above to ensure all statuses in Salesforce are correct and each Fellow's form is displaying properly.

Pick an attendee to start with and navigate to their Special Event Attendee record. Click "Compose" in the menu on the right hand side to start drafting your template.

If you need help on verifying Salesforce merge fields, please contact Phoebe Copeland at [email protected]. 

There are some materials you will need to attach to the second logistics note:

• Update the Draft Agenda with the specifics of your seminar and then develop a Fellow version of the document which you'll attach to the second logistics note.
• Download the participant bios from the custom links section on the special event record and edit the document as needed. Be sure any edits to the bios also get updated in Salesforce. Attach the updated bio sheet to your logistics note.
• Also attach the COVID Guidance Document to this email.

To use the merge fields below copy and paste the entire phrase after the colon, including the opening and closing brackets. Or you can add the fields you need directly in the Salesforce email builder.

• Contact Nickname: {{{Recipient.Nickname__c}}}
• Contact ID: {{{Recipient.Id}}}
• Contact Mailing Address: {{{Recipient.Contact_Mailing_Address__c}}}
• Contact Mobile Phone: {{{Recipient.MobilePhone}}}

Throughout the process, you should be tracking Fellow's information directly in Salesforce. Fellows may also be submitting information via an online form that will automatically link to Salesforce. 

Information collected includes not only regular contact and bio updates, but information such as Fellows' arrival and departure flight details, room preferences, and so on. Use the travel details you've logged in Salesforce to compile a Rooming List for your venue based on the template they share.

Most venues require a rooming list about 1 month in advance of the seminar - be sure to double check your venue contract to find out when your deadline will be!

Using the Communications Guidance document for reference, build your own email template in Salesforce in the Special Event Attendee email builder.

Prior to sending out your note, review the Logistics Form Key above to ensure all statuses in Salesforce are correct and each Fellow's form is displaying properly.

Pick an attendee to start with and navigate to their Special Event Attendee record. Click "Compose" in the menu on the right hand side to start drafting your template.

If you need help on verifying Salesforce merge fields, please contact Phoebe Copeland at [email protected]. 

There is one material you will need to attach to the third logistics note:

• Download the Venture Sessions Overview document - this can also be found in the Timeline and Checklist

To use the merge fields below, copy and paste the entire phrase after the colon, including the opening and closing brackets. Or you can add the fields you need directly in the Cirrus Template Builder.

Merge fields for possible use:

• Contact Nickname: {{{Recipient.Nickname__c}}}
• Contact ID: {{{Recipient.Id}}}
• Personal link to Venture Form: {{{Special_Event_Attendee__c.Venture_Form_URL__c}}}
  • This is the form that Fellows will use to submit a venture description update and answer the 5 basic plenary presentation pitch questions.

You will need to print and prepare a number of materials for the seminar. All materials can be accessed via the Timeline and Checklist. Some are specific to your seminar and are generated through Salesforce. See the following list:

• Table Tents (AGLN Tent Cards (Conga))
• Name Badges (AGLN Badges (Conga))
• Contact Sheet (Participant List (Conga))
• Bios and Ventures Document - you previously downloaded a document of Bios ONLY with the same link. For the seminar, you will use one document of the two items combined since you will have collected both bio and venture updates. REMEMBER: if you have not received all the venture descriptions, wait to download this document. (AGLN Bios (Conga))

You'll find the survey link on the special event record of your seminar in the Evaluation Form URL field. In order to customize it to your seminar,  complete the following steps.

Customize Moderator Questions: Navigate to the Special Event Attendee Record of each Moderator and, in the Moderator Criteria field, move the criteria the Moderator has chosen from the "Available" column to the "Chosen" column.

Customize Staff Questions: Navigate to the Special Event Attendee Record of each Staff Member and, in the Evaluation Criteria field, type in  the evaluation criteria each staff member has chosen to receive feedback on. Be sure to select "Include in Evaluation" for each staff member who should be included in the survey.

Add seminar specific sessions to the Special Event record:

• Team-Building and Introductions
• Rapid-Fire Venture Presentations
• Excursion #1 (customize to your specific session)
• Small Groups on Ventures
• Debrief on Ventures and Opportunities for Venture Support
• Excursion #2 (customize to your specific session)
• Closing Reception and Dinner
• And any other special sessions you may have incorporated into your seminar such as offsite dinners, panel discussions, etc.

Click "New Session" on the Special Event Record:

Using the Communications Guidance document for reference, build your own email template in Salesforce in the Special Event Attendee email builder.

Prior to sending out your note, review the Logistics Form Key above to ensure all statuses in Salesforce are correct and each Fellow's form is displaying properly.

Pick an attendee to start with and navigate to their Special Event Attendee record. Click "Compose" in the menu on the right hand side to start drafting your template.

If you need help on verifying Salesforce merge fields, please contact Phoebe Copeland at [email protected]. 

There are some materials you will need for the final logistics note:

• Download the participant bios and ventures document from the custom links section on the special event record and edit the document if need be. Be sure any edits to the bios also get updated in Salesforce. Attach to your final logistics note.

• Ensure the staff agenda is updated with any recent changes and be sure to adapt that agenda to create a version for Fellows. Attach to your final logistics note.

It is highly recommended to use the merge fields below. You can copy and paste the entire phrase after the colon, including the opening and closing brackets. Or you can add the fields you need directly in the Cirrus Template Builder.

• Contact Nickname: {{{Recipient.Nickname__c}}}
• Contact ID: {{{Recipient.Id}}}
• Personal logistics form link: {{{Special_Event_Attendee__c.Logistics_Form_URL__c}}}
• Arrival Date: {{{Special_Event_Attendee__c.Arrival_Date__c}}}
• Arrival Time: {{{Special_Event_Attendee__c.Arrival_Time__c}}}
• Arrival Flight: {{{Special_Event_Attendee__c.Arrival_Flight__c}}}
• Check In Date: {{{Special_Event_Attendee__c.Check_In_Date__c}}}
• Check Out Date: {{{Special_Event_Attendee__c.Check_Out_Date__c}}}
• Departure Date: {{{Special_Event_Attendee__c.Departure_Date__c}}}
• Departure Time: {{{Special_Event_Attendee__c.Departure_Time__c}}}
• Departure Flight: {{{Special_Event_Attendee__c.Departure_Flight__c}}}

Once all the Fellows have submitted answers to the 5 venture presentation questions, you should download the PowerPoint. Be sure to check their answers to ensure they meet the expectations - 1 sentence, succinct, clear.

Under Custom Links, click the "Ventures (Conga)" link.  A pop-up window will appear. 

Once it does, click the Venture Presentations document and click "Merge & Download."

Pass around the contact sheet for Fellows to write in any changes to their contact information. 

Once you have this document back, make the contact updates on their contact records in Salesforce. Once the edits are made, you will download this document again to share with the Fellows on Day 6. 

Please note that you should prioritize having this done on a weekday in case assistance from the Systems team is needed. 

• Update any sessions that may have changed
• Confirm the survey is working - you should look at both an example of a personalized version and the open link for the event.

• Send survey to the Fellows in the morning before the seminar starts. Include it as part of your Wrap-Up email and be sure to use a merge field to personalize the form for each Fellow. Also  include the What's Next document and the updated contact list. 
• When sending the Wrap-Up email, you can send to all Fellows at once by using the "Send List Email" feature on the Campaign Record.

First, click "View Participants" and then add all participants to a new Campaign

Navigate to the new Campaign and click "Send List Email". Then, customize your note and ensure the Contact ID merge field is properly included in the evaluation link.

At the same time, you should also send the Internal Survey (which can be found on the main Special Event Record) to all Moderators. Please also complete the Internal Survey yourself and ensure your co-staffer(s) do so as well.

• Summarize post-seminar evaluations and share with moderators before post-seminar call.
• Enter any updated Fellow contact information, bios, and venture/project updates into Salesforce.