Community of Faith Roles Approval Process

Article Summery

Instructions

1. In D365, from either Admin Hub or UCC main app, navigate to ‘COF Roles Dashboard’ and view the ‘COF Roles Pending Approval’
2. Click on ‘See All Records’ in the top right of the table and then sort the list of pending approvals by clicking on the ‘Community of Faith’ column header, and sort A-Z
3. For each entry, work through the following process:
   • From the alphabetically sorted view, open the record for the Community of Faith in a new tab (ctrl+click / right click+open link in new tab on the CoF name link)
   • Click on the contact name to start the approval process. D365 will begin a duplication check.
   • The pop-up will indicate if there are potential duplicates found, or if this will be a new record. If there are potential duplicates, continue the process from ‘Duplication Process’ below. If there are no duplicates found, continue to the next step below.
   • With no duplicates found, click ‘OK’ to clear the pop-up
   • In the top menu bar, click ‘Approve’ to start the approval process.
   • In the new panel on the right, click ‘Qualify’ at the bottom of the panel.
   • After the ‘Getting things ready…’ process, click ‘Finish’ at the bottom of the panel.
   • On the ‘New Opportunity’ page, click on the link in the ‘Contact’ field to open the individual’s contact page.
   • Navigate to the open tab for the Community of Faith profile.
   • Copy the 10-digit COFID from the top right of the profile page, and note the regional council name for the Community of Faith
   • Return to the individual’s contact page
   • In the centre column, paste the COFID into the ‘Community of Faith’ field (do not hit enter). D365 will search for that COFID, and return the listing for the individual community of faith. Select the community of faith from the list to have it fill the field.
   • In the centre column, start typing the name of the regional council in the ‘Regional Council’ field. Do not hit enter. Select the correct regional council from the results, ensuring to not choose the option that has ‘Pastoral Charge’ at the end.
   • In the top menu bar, select ‘Save & Close’.
   • From the ‘New Opportunity’ page, select the ‘Go Back’ (back arrow) from the top menu bar to return to the COF Role Approval Form, and then ‘Go Back’ again to return to the full COF Roles Pending Approval view.

   • Repeat the process for each pending listing.

     Please watch the following video:

COF Roles - New Contact

Duplication Process:

• When the pop up indicates that there is a matching contact, ensure that it is a proper match. Common names may indicate a duplicate, but they are in fact separate people.
• To ensure it is a duplicate, check for a matching name, as well as a matching email address. If there is no email address listed, but the name is correct, click on the name to open the contact record in a new tab.
• Check to see if there is a community of faith or regional council listed. These fields may be empty, in which case you can use the contact if the name does indeed match. Close the tab.
• On the original page with the pop up, with the assumption that the duplication has been confirmed, highlight the ID number (CON0000012345) and copy it. Close the pop up.
• In the ‘existing contact’ field, paste in the ID number, and do not hit enter. The name of the contact will appear, click on it to add it to the field. The field should now have the name of the contact available as a link.

• Continue from ‘E’ in the original process, above, noting that in the approval pane, a name will now be listed under ‘use existing’ for the contact field.

   

  Please watch the following video:

COF Roles - Duplicates