Skip to main content

Settings Dashboard Deep Dive

Advanced Configuration Mastery

🎛️ Complete Settings Control: Comprehensive guide to the sophisticated Pastoral Care settings dashboard with 8 management sections, active settings coordination, and universal SMS configuration for any Salesforce object.

⚙️ Configuration Excellence: Master every aspect of the centralized settings system including Custom Settings for SMS, active record management, team coordination, and multi-organizational deployment strategies.

🎯 Quick Start​

Essential Settings Mastery

✅ Step 1: Understand the active settings record system and priority management
✅ Step 2: Configure Custom Settings for universal SMS across any Salesforce object
✅ Step 3: Master the 8 dashboard sections for complete system control
✅ Step 4: Set up team-specific email templates and campaign integration
✅ Step 5: Implement organizational validation and conflict resolution

📋 Table of Contents​

🎛️ Settings Dashboard Architecture​

🏗️ Dashboard Overview​

The Pastoral Care settings dashboard provides centralized control over 8 critical management sections, each designed for specific aspects of organizational care coordination.

Core Settings Objects:

  • Pastoral_Care_Setting__c - Main configuration record with active/inactive control
  • Pastoral_Care_Custom_Settings__c - List Custom Setting for universal SMS field mapping
  • Email Templates - Team-specific communication templates
  • Campaigns - Member engagement and tracking integration

Dashboard Sections:

  1. Active Settings - Current configuration record management
  2. Email Alerts - Clergy and non-confidential template configuration
  3. Pastoral Care Team - General team settings and campaign integration
  4. Bereavement Team - Specialized bereavement coordination
  5. Congregational Settings - Community-wide communication
  6. Engagement Plan Templates - NPSP integration by record type
  7. Pastoral Care Flows - Automation monitoring and management
  8. Phone Configuration - SMS field mapping and merge field setup

⚙️ Active Settings Management​

🎯 Configuration Record System​

Critical Active Settings Rule

Only ONE Pastoral Care Settings record can be active at any time. The system uses the active record to control all automation, email templates, and team assignments across the organization.

Active Settings Mechanism:

  • Single Active Record - System enforces one active configuration
  • Automatic Deactivation - Previous active record deactivated when new one is activated
  • Validation Logic - Built-in flow prevents multiple active records
  • Rollback Capability - Ability to reactivate previous configurations
  • Audit Trail - Complete history of configuration changes

Creating Active Settings:

📋 Step-by-Step Active Settings Creation

New Settings Record Process​

  1. Navigate to Settings - Pastoral Care app → Pastoral Care Settings tab
  2. Create New Record - Click "New" to start configuration
  3. Essential Fields:
    • Settings Name: Descriptive name (e.g., "Production Settings 2025")
    • Active: ☑️ Check to make this the active configuration
    • Description: Purpose and scope of this configuration
    • Effective Date: When this configuration takes effect

Required Configuration Steps​

  1. Basic Information - Name, description, and activation status
  2. Email Template Assignment - Configure templates for each team type
  3. Campaign Integration - Link campaigns for member engagement tracking
  4. Phone Field Configuration - Set up SMS field mappings
  5. Team Assignments - Configure notification recipients
  6. Validation Check - System verifies configuration completeness
  7. Activation - Set as active configuration with automatic validation

Best Practices​

  • Test Configuration - Validate settings with test data before activation
  • Backup Previous - Keep previous configuration available for rollback
  • Documentation - Document changes and rationale for future reference
  • Team Communication - Notify teams of configuration changes
  • Monitoring - Monitor system behavior after activation

📱 Universal SMS Configuration​

🔧 Custom Settings for Any Object​

Critical SMS Configuration

SMS functionality requires proper Custom Settings configuration for each Salesforce object. The Pastoral_Care_Custom_Settings__c List Custom Setting maps Object API Names to Phone Field API Names for universal merge field support.

Custom Settings Configuration Process:

📱 Universal SMS Setup Guide

Access Custom Settings​

  1. Navigate → Setup → Custom Settings
  2. Find → "Pastoral Care Custom Settings"
  3. Click → "Manage" to access configuration
  4. Create → "New" to add object configuration

Required Configuration Fields​

  • Name - Unique identifier for this configuration (e.g., "Contact_SMS_Config")
  • Object API Names - Salesforce object API name (e.g., "Contact", "Caring_Case__c")
  • Phone Field API Names - Comma-separated list of phone fields for merge field access

Standard Object Configurations​

Contact Object:

  • Name: Contact_SMS_Config
  • Object API Names: Contact
  • Phone Field API Names: Phone,MobilePhone,HomePhone,OtherPhone

Caring Case Object:

  • Name: CaringCase_SMS_Config
  • Object API Names: Caring_Case__c
  • Phone Field API Names: Contact__r.Phone,Contact__r.MobilePhone,POC_Cell_Phone__c,Phone_Call__c

Account Object (if needed):

  • Name: Account_SMS_Config
  • Object API Names: Account
  • Phone Field API Names: Phone,Fax

Custom Object Configuration:

Educational Institution Custom Object:

Name: Student_SMS_Config
Object API Names: Student__c
Phone Field API Names: Personal_Phone__c,Emergency_Contact_Phone__c,Parent_Phone__c

Usage Example:

  • Student support cases can send SMS to student, parent, or emergency contact
  • Merge fields automatically available: {!Student__c.Personal_Phone__c}, {!Student__c.Parent_Phone__c}
  • textMerge LWC displays all configured phone options

📧 Email Template Management​

📨 Team-Specific Communication Setup​

Email Template Structure:

  • Clergy/Leadership Templates - High confidentiality case notifications
  • Team Templates - Standard care team coordination
  • Specialized Templates - Bereavement, crisis, or specific care type alerts
  • Community Templates - Public notifications and announcements

Template Assignment Process:

📋 Email Template Configuration Guide

Template Selection Criteria​

  1. Confidentiality Level - Match template to case privacy requirements
  2. Team Responsibility - Route to appropriate team members
  3. Response Urgency - Different templates for urgent vs. routine cases
  4. Communication Style - Organizational tone and messaging approach

Settings Dashboard Configuration​

  1. Navigate → Pastoral Care Settings → Active Settings Record
  2. Email Configuration Section → Select templates for each category:
    • Clergy Email Template - Leadership notifications
    • Non-Confidential Email Template - General team alerts
    • Pastoral Care Team Template - Primary care team notifications
    • Bereavement Team Template - Specialized bereavement alerts

Template Content Guidelines​

  • Subject Line - Clear, actionable, privacy-appropriate
  • Body Content - Relevant case information based on confidentiality
  • Action Items - Specific next steps and responsibilities
  • Contact Information - Appropriate escalation and coordination contacts
  • Branding - Organizational styling and messaging standards

Template Examples by Organization:

Clergy Template Example:

Subject: Pastoral Care Attention Required - {!Caring_Case__c.Record_Type}
Dear {!Caring_Case__c.Owner.FirstName},
A caring case requiring clergy attention has been created:
Case Type: {!Caring_Case__c.RecordType.Name}
Contact: [Limited details for privacy]
Please review and coordinate appropriate care response.
Blessings, Pastoral Care System

Bereavement Template Example:

Subject: Bereavement Coordination - {!Caring_Case__c.Contact__r.Name}
Dear Bereavement Committee,
A bereavement case requires immediate coordination:
Family: {!Caring_Case__c.Contact__r.Name}
Date of Loss: {!Caring_Case__c.Death_Date__c}
Funeral Arrangements: [See case details]
Please coordinate appropriate community support.
With sympathy, Pastoral Care System

👥 Team Configuration​

🎯 Organizational Team Setup​

👥 Team Structure Configuration

Team Categories by Organization Type​

Religious Organizations:

  • Clergy Team - Senior leadership for high-sensitivity cases
  • Pastoral Care Team - Primary care coordinators and volunteers
  • Bereavement Committee - Specialized grief support and funeral coordination
  • Life Cycle Team - Celebrations, milestones, and community events

Educational Institutions:

  • Administration Team - Principal, vice-principals, and senior staff
  • Student Services Team - Counselors, social workers, and support staff
  • Crisis Response Team - Emergency intervention and family coordination
  • Academic Support Team - Tutors, advisors, and intervention specialists

Healthcare Organizations:

  • Medical Team - Doctors, nurses, and clinical staff
  • Patient Advocacy Team - Patient advocates and family liaisons
  • Social Work Team - Social workers and discharge planners
  • Administration Team - Administrative coordinators and managers

Corporate Organizations:

  • Management Team - Supervisors and department heads
  • HR Team - Human resources and employee relations staff
  • Wellness Team - Wellness coordinators and employee assistance specialists
  • Emergency Response Team - Crisis management and emergency coordinators

🔗 Campaign Integration​

📊 Member Engagement Tracking​

Campaign Purpose and Structure:

  • Member Engagement Tracking - Monitor participation and response to care initiatives
  • Care Outcome Measurement - Track effectiveness of different care approaches
  • Resource Allocation - Understand which programs deliver the best results
  • Community Impact - Measure broader organizational influence through care

Campaign Types by Organization:

OrganizationCampaign TypePurpose
ReligiousMember Care TrackingTrack pastoral care engagement and outcomes
EducationStudent Support ProgramsMonitor student services effectiveness
HealthcarePatient Advocacy ImpactMeasure patient satisfaction and outcomes
CorporateEmployee Assistance ROITrack employee program participation and results

🔄 Settings Validation​

✅ Configuration Integrity​

🔍 Automated Validation System

Validation Flow Components​

  • Active Settings Check - Ensures only one active settings record exists
  • Template Validation - Confirms all assigned email templates exist and are accessible
  • Campaign Integration - Verifies campaign lookups are properly configured
  • Custom Settings Validation - Confirms SMS field mappings are correct
  • Permission Verification - Ensures users have access to configured resources

Error Resolution Process​

  1. Issue Detection - Automated validation identifies configuration problems
  2. Alert Generation - System administrators notified of validation failures
  3. Guided Resolution - Step-by-step guidance for fixing configuration issues
  4. Re-validation - Automatic re-check after corrections are made
  5. Success Confirmation - Validation success notification and audit trail

Common Validation Issues​

  • Multiple Active Settings - More than one settings record marked as active
  • Missing Email Templates - Referenced templates that don't exist or are inaccessible
  • Invalid Phone Field Mappings - Custom Settings pointing to non-existent fields
  • Campaign Access Issues - Campaign lookups pointing to inaccessible campaigns
  • Permission Mismatches - Users lacking access to configured resources

🌐 Multi-Organizational Setup​

🏢 Enterprise Configuration Strategies​

Organization Structure Approaches:

  • Single Org, Multiple Settings - Different settings records for different departments/locations
  • Separate Orgs - Distinct Salesforce orgs for each organizational unit
  • Hybrid Approach - Mix of shared and separate configurations based on needs

Configuration Isolation:

  • Department-Specific Settings - Separate active settings for different organizational units
  • Geographic Separation - Location-based configuration for multi-site organizations
  • Program-Specific Setup - Different settings for different care programs
  • Tenant Isolation - Complete separation for multi-tenant implementations
Configuration Mastery

🎛️ Remember: The settings dashboard is the control center for your entire care management system. Take time to understand each section thoroughly and test all configurations before deploying to production. Regular review and optimization ensure your system continues to meet organizational needs as you grow.

📖 Related Documentation: