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CHC Affiliate Application

Instructions for CHC Affiliate Admins:

Populating Applications with Current Data

Before organizations begin filling out applications for the new year, a CHC Administrator should run the "Populate Affiliate Application" add-on to automatically populate applications for all existing organizations with current information for the organization and contacts. 

To access this add-on, go to the affiliate CHC website and login. Click on ADMIN. From the menu on the left side of the screen, click on MANAGE ADD-ONS, CHC AFFILIATE APPLICATION and then POPULATE AFFILIATE APPLICATION.

WARNING: This add-on should be run ONLY at the BEGINNING of the application period before any organizations begin filling out their applications for the new year. If you run this after the process of filling out new information has begun, you will overwrite all edits that have been made to the application. 

Any organization not created before the "Populate Affiliate Application" add-on is run will not be included in the application process. 

Enabing a new organization to become part of the application process after the Populate Affiliate Application has been run. You must first add the organization by clicking on MANAGE ADD-ONS, CHC AFFILIATE APPLICATION, ORGANIZATION APPLICATIONS, click ADD at the top of the screen. Enter the organization name in the NAME field. Click OK to save the new organization application record.

Additionally, in order for a user from the organization to be able to fill out the application, you must have a PEOPLE RECORD that has the appropriate organization selected from the drop down menu in the ORGANIZATION APPLICATION field, which will authorize this user to complete the application. Make sure the user has a user name and password so that they can log in to the website.

NOTE: If no users are associated to an organization, that organization will not be available to non-admins through the application.  Admins get a drop-down list of all Organization Application records, allowing them to jump to a specific application.

Setting Up Notification and Auto Responder Emails

When each organization finishes filling out their application, the CHC person responsible for managing these applications needs to be notified. To set up a system email to notify the appropriate CHC manager, login and go to ADMIN. Click on MANAGE EMAIL and then SYSTEM EMAIL. Find the email with the NAME "Membership Application Notificationand click the paper/pencil icon to edit the email. You can change the Subject Line and the From Address. You will also select the person who you want to receive the email from the drop down menu in the "Send Confirmation To" field. Click OK to save changes to the email. This email will be automatically sent when an organization contact submits an application for review; it will include the date of submission, the organization name and the contact name.

Next, find the email with the NAME "Membership Application Auto Responderand click the paper/pencil icon to edit the email. You can change the Subject Line and the From Address. You can also select a person at CHC who you want to receive notification of this email from the drop down menu in the "Send Confirmation To" field. Type copy in the BODY field with text that you want sent to the person who filled out the application. (For example, Thank you for filling out the membership application. We will review it and notify you of any necessary changes.) Click OK to save changes to the email.

Completing the Application Process

Once the appropriate contact at CHC gets the email, the process of reviewing the submitted application can begin. To review an application, login and go to the web page where the application is located. Select the charity from the drop down menu and click EDIT on each section of the application to review the submission. When you are done reviewing all sections and want to authorize submission, click COMPLETE THIS APPLICATION. If changes need to be made to the application, you should notify the contact at the organization which sections need to be changed and what changes are necessary.

NOTE: Once an application is completed, the application is locked to the user and is only available in read-only mode. All organization information collected through the application is saved and transferred from the Organization Application into the Organization record. 


Accessing Uploaded Files

During the application process, organizations are required to upload various documents. To access these documents, admins will login and go to ADMIN. From here, select TOOLS, CONTENT FILE MANAGER and then choose RESOURCE LIBRARY from the list of folders available. You will then click on the MEMBER APPLICATION folder for the appropriate year. Click on the folder and then file you want to see.


Instructions for Organization Contacts:

Filling Out the Application

An authorized user from the organization should go to the webpage with the ONLINE MEMBER APPLICATION form and login. They will then have access to the membership application.

You will click on the EDIT link for each section and fill in or update fields as required. Click on SAVE or CONTINUE at the bottom of each page as you fill it out. When you are done with a section and save it, you will return to the main application page. Place a check in the box next to each section that you have completed. When you have completed all sections of the application for your organization, click SUBMIT APPLICATION FOR REVIEW.

Someone at CHC will then review the application. If it is approved, they will mark the application complete and you will no longer be able to make changes to the application for the year. If there are edits or additions that need to be made, you will be notified by someone at CHC so that you can adjust the application as required.


Synching data between the National and Affiliate Sites 

Every 24 hours the addon Run Affiliate Population runs - It runs the following addons in a certain order:

Populate Charities {9E3F778A-DAB4-43D6-BBDD-663E9747EFA4}

Pulls all Charities from the national site into the affiliate site. If the Charity record exists, it is updated, if the Charity record does not exist, it is inserted into the affiliate site.

Populate Conditions {5E6AC2AC-4EC3-4B4E-919A-AA3091C70AFE}

Pulls all Conditions from the national site into the affiliate site. If the Condition record exists, it is updated, if the Condition  record does not exist, it is inserted into the affiliate site.

Populate Condition Rules {CB7292E4-3E46-43C7-BE06-CF19028C43E1}

Pulls all Conditions from the national site into the affiliate site. Condition Rules tie a Charity to a Condition. If the Condition Rule record exists, it is updated, if the Condition Rule record does not exist, it is inserted into the affiliate site.


In addition to associating Conditions to Charities with Condition Rules on a affiliate site, Conditions are also associated to Charities Chapters. Charities Chapters are local charities associated to a national charity (i.e. American Heart Association Houston Area). Charities Chapters are associated to the same Conditions as their national charity. The relationship between a Charity and Charities Chapter is set in the Charity Chapters record with the the National Member drop down.

NOTE: Records in this sync are updated and inserted but never removed. Once a Charity or Condition is added to the affiliate site, that affiliate is free to use it on their site.



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