Using User Defined Rollups and Levels to Target One-Time Donors for Monthly Giving

In recent posts, we've detailed step-by-step recipes anyone can use to turn their Salesforce Nonprofit Success Pack (NPSP) instance into a monthly donor assembly plant. We've discussed using User Defined Rollups to display recurring donor data on the Contact. We provided details on how to create Levels that track recurring donor status and drive effective engagement strategy. Today, we'll bring both User Defined Rollups and Levels together to allow you to specifically cultivate recent one-time donors into recurring donors.

For a full overview of all steps in this series as well as a presentation of the strategy behind them, check out our recorded webinar Convert One-Time Donors to Sustaining Supporters: Strategy, Tactics, and the Salesforce Nonprofit Success Pack.

Objective

Create custom fields, User Defined Rollups, and Levels in the Salesforce Nonprofit Success Pack (NPSP) to cultivate one-time donors giving in the last 90 days who aren't currently giving monthly

Estimated Time

30 - 45 minutes

Requirements

Salesforce Nonprofit Success Pack
Use of the Donations (aka Opportunities) and Recurring Donations objects to track donations
Rudimentary familiarity with creating custom fields and editing page layouts in Salesforce
Custom Opportunity fields and User Defined Rollups that add recurring donation data to Contact. Learn how >>

Desired Outcomes

Highlight recent one-time donors who are not currently monthly donors on their Contact records
Create Levels to apply to one-time donors who are not currently monthly donors for the purpose of facilitating Engagement Plans and workflow automations to streamline engagement efforts and maximize donations

The End Result

Salesforce Nonprofit Success Pack User-Defined Rollup and Level

To help guide our process, this is the field we want to have on the Contact along with the new Levels we want to have created at the conclusion of our process:

Total Gifts Last 90 Days: Dollar value of all donations from this Contact within the last 90 days
Levels for Targeted Donor Status that define a Contact as a donor in the last 90 days who doesn't also have an active recurring donation

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Step One: Create a custom field on the Opportunity object

As noted in our first recipe, User Defined Rollups in the NPSP are fantastically flexible but need a little help to rollup only the records you want. To provide that help, we'll create a formula field on the Opportunity object that populates with the Amount of the Opportunity if it is closed and has a Close Date within the last 90 days. We'll also filter by a few record types, including only Donations and NPSP Default from the NPSP and Soapbox Donations for those using Soapbox Engage for donations.

To create this field in Salesforce Classic:

Go to Setup
In the left column, click Customize
Click Opportunities
Click Fields
In the Opportunity Custom Fields & Relationships section, click New
For each step in the process, use the values in the Opportunity Object Custom Fields charts below to create the field

To create these fields in Salesforce Lightning:

Go to Setup
Enter "Object" in the Quick Find box in left column
Select Object Manager under the Objects and Fields menu
Scroll down the list and click Opportunities
Click Fields
In the Opportunity Custom Fields & Relationships section, click New
In the Fields & Relationship section, click New
For each step in the process, use the values in the Opportunity Object Custom Fields charts below to create the field

Opportunity Object Custom Fields

Elements	Field Details
Field Label: API Name: Data Type: Formula:	Gift Amount if in Last 90 Days Gift_Amount_Last_90_Days Formula (Currency) `IF ( AND ( CloseDate > (TODAY() - 90), IsWon = TRUE, OR ( RecordType.DeveloperName = "sbx_Donation_Opportunity", RecordType.DeveloperName = "NPSP_Default", RecordType.DeveloperName = "Donations" )), Amount, NULL)`

Step Two: Create custom fields on the Contact object

With our Opportunity source field created, let's create the target field on the Contact object where our rollup data will go. We'll also create the fields for the Levels that we'll add. One will be the formula field that evaluates whether or not a Contact has given in the last 90 days and whether they have a current recurring donation. This formula field uses the User Defined Rollups we created in the first step-by-step recipe along with the new Opportunity formula field to translate the Contact's status into a number. That number is then used in the Levels we'll create to populate the Targeted Donor Status field shown below.

To create these fields in Salesforce Classic:

Go to Setup
In the left column, click Customize
Click Contacts
Click Fields
In the Contact Custom Fields & Relationships section, click New
For each step in the process, use the values in the Contact Object Custom Fields charts below to create the fields
Repeat until all fields are added

To create these fields in Salesforce Lightning:

Go to Setup
Enter "Object" in the Quick Find box in left column
Select Object Manager under the Objects and Fields menu
Scroll down the list and click Contacts
Click Fields
In the Contact Custom Fields & Relationships section, click New
In the Fields & Relationship section, click New
For each step in the process, use the values in the Contact Object Custom Fields charts below to create the fields
Repeat until all fields are added

As the finishing touch for the Contact object, edit your Contact Page Layout to add the Total Gifts Last 90 Days and Targeted Donor Status fields.

Contact Object Custom Fields

Elements	Field Details
Field Label: API Name: Data Type: Formula:	Total Gifts Last 90 Days Total_Gifts_Last_90_Days Currency (16, 2)
Field Label: API Name: Data Type: Formula:	Targeted Donor Status Targeted_Donor_Status Lookup (Levels)
Field Label: API Name: Data Type: Formula:	Targeted Donor Status Value Targeted_Donor_Status_Value Formula (Number) `IF ( AND ( Total_Gifts_Last_90_Days__c > 0, Recurring_Donation_Amount__c = 0 ), 1, 0 )`

Step Three: Create User Defined Rollups

To populate the Total Gifts Last 90 Days field on the Contact with the sum of Opportunities for the Contact, we'll create our User Defined Rollup in the NPSP. To do so:

In the Nonprofit Success Pack app, click the NPSP Settings tab
Click Donations
Click User Defined Rollups
Click New User Defined Rollup
Use the table below, enter the appropriate values
Click Save
Repeat until all rollups are added

User Defined Rollups

Opportunity Field	Rollup Operation	Target Object	Target Field
Gift Amount if in Last 90 Days	SUM	Contact	Total Gifts Last 90 Days

Step Four: Create Levels in the Levels object

With the source and target fields created on the Contact, we can create our Levels. To do so, click the Levels tab in the NPSP and then the New button. Create the two Levels listed in the chart, using each value specified. The Previous Level Field will remain blank. The Engagement Plan Template will stay blank until Engagement Plans have been created.

Levels for Recurring Donor Status

Level Name	Target	Source Field	Level Field	Previous Level Field	Minimum Amount (>=)	Maximum Amount (<)	Engagement Plan Template	Active
Not Targeted as Gifts Last 90 Days with no Recurring Donation	Contact	Targeted Donor Status Value	Targeted Donor Status	(leave blank)	0	1	(leave blank for now)	Checked
Gifts Last 90 Days with no Recurring Donation	Contact	Targeted Donor Status Value	Targeted Donor Status	(leave blank)	1	2	(leave blank for now)	Checked

Step Five: Running Batch Rollups

If you'd like to see these Levels calculated immediately without waiting for the nightly batch process, you can go to the NPSP Settings tab, click on Bulk Data Processes, and run the Rollup Donations Batch. Once that is done, run the Level Assignment Batch.

Considerations

This strategy could leverage the Total Gifts Last N Days standard NPSP field by defining the N Days as 90 and eliminating the need for a custom field on the Opportunity and User Defined Rollup. This example presumed you would wish to retain your current N Days rather than altering it for this strategy.

Next Steps

In upcoming blog posts, we'll build off of these new custom fields to create Levels as well as Engagement Plans and automated workflows to manage our donor cultivation process. We also share key strategy discussions in our recorded webinar Convert One-Time Donors to Sustaining Supporters: Strategy, Tactics, and the Salesforce Nonprofit Success Pack on Thursday, March 16th at 3 pm ET. Watch for full details!

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