End User Manual
What does the PAWS data pipeline do?
The pipeline matches constituent records from SalesForce, ShelterLuv and Volgistics to create a comprehensive list of all of PAWS’ constituents. Once matched, the pipeline
sends constituent records back to SalesForce with updated information,
provides the data needed to execute the RFME score in SalesForce
What data is used?
The data pipeline pulls the following information from the sources below, combines them with SalesForce data, and presents them for consumption in SalesForce: Volgistics:
Volgistics ID
First Volunteer Date
Last Volunteer Date
ShelterLuv:
ShelterLuv ID
Foster Start Date
Foster End Date
How are records matched?
Every time the pipeline runs, it only uses currently available information; that is, it does not look at previous matching runs. At each run, it matches names, emails, and phone number data from each source against the other sources, creating pairs of matches. For instance, Jane Doe in Salesforce matches Jane Doe in Volgistics on name; but Jane Doe in Volgistics matches Janet Doe in ShelterLuv based on last name and phone number. In this case, Jane Doe in Salesforce and Volgistics are considered the same constituent as Janet Doe in ShelterLuv.
What is the RFME score?
RFME stands for Recency, Frequency, Monetary Value, and Engagement, and is a score that helps PAWS staff focus outreach efforts. The calculation for this score is done in SalesForce, and was programmed by a volunteer developer working on the PAWS data pipeline project. However, it can be changed by PAWS as needed without relying on additional development resources.
How do I run the matching algorithm?
The matching algorithm runs on a schedule, and does not have the option for manual trigger. Prior to running the matching logic, the pipeline needs the most recent data from all 3 sources. The connection to SalesForce and ShelterLuv is automatic, so it always accesses the most recent data. However, data from Volgistics needs to be uploaded manually by a PAWS staff member prior to the scheduled execution of the matching logic. Follow the steps below to upload data from Volgistics:
1. Log into the Pipeline
Log in to the pipeline here: https://test.pawsdp.org/ using your PAWS PDP account.
What if I don’t have an account? New users can be created by a PAWS admin user (contact PAWS staff to help with this). What if I forgot my password? A PAWS admin user can also reset passwords for other users. Contact PAWS staff for assistance.
2. Download data from Volgistics to your computer
Log in to Volgistics, go to Print -> Table Style Reports -> Excel Spreadsheet -> "All volunteer information (stock)" When the report is done, an email will appear in the Volgistics Mailbox with the subject "All volunteer information (stock)"; clicking on this message will save the excel file to your computer
3. Upload volunteer data into the pipeline
Go to the pipeline website (https://test.pawsdp.org/), log in as admin, go to "Admin" tab, select the Volgistics file from your Downloads, and click Upload Upload can take a few minutes; when the upload is done, there is no immediate feedback; navigate to a different tab and then back to the Admin tab to see if the "Last Updated" date was refreshed
You are done! The automated process will take it from here!
What updated data can I see in SalesForce?
After the data is uploaded, the pipeline will run at its next scheduled time and will pick up this Volgistics data, together with the latest SalesForce and ShelterLuv data. It will then match records across these 3 sources. When it’s done, updated data will appear in SalesForce in each constituent’s record under the following fields:
Volgistics ID
ShelterLuv ID
First Volunteer Date
Last Volunteer Date
Foster Start Date
Foster End Date
Foster Status
RFME score
Out of scope for MVP:
Creates 2 exports: a. Possible duplicates for PAWS staff to review b. New constituents to be added to SalesForce
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