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NPSP Integration & Engagement Plans

Seamless Integration

🔗 Automated Coordination: Seamless integration with NPSP Engagement Plans for automated task creation, assignment rules, and coordinated care management with intelligent name matching logic.

🤖 Smart Automation: Built-in name matching automatically assigns appropriate engagement plan templates based on caring case record types with zero manual intervention required.

🎯 Quick Start​

Integration Checklist

✅ Step 1: Ensure NPSP is installed and engagement plan templates exist
✅ Step 2: Configure engagement plan template names to match record types
✅ Step 3: Set up assignment flow automation and validation
✅ Step 4: Test automatic assignment with sample caring cases

📋 Table of Contents​

📊 Overview​

The NPSP Integration system provides seamless connectivity between Pastoral Care cases and NPSP Engagement Plans, enabling automatic task creation, structured follow-up processes, and coordinated care management. The system uses intelligent name matching to automatically assign appropriate engagement plan templates based on caring case record types.

✨ Key Features​

  • Automatic Assignment: Zero-touch engagement plan creation
  • Name Matching Algorithm: Intelligent template selection
  • Owner Assignment: Case owner becomes engagement plan owner
  • Relationship Linking: Automatic cross-object relationship creation

🏗️ Integration Architecture​

System Design

The integration creates a seamless bridge between Pastoral Care case management and NPSP engagement planning with minimal configuration overhead.

🔧 System Components​

Core Elements:

  • Caring Case Records with configurable record types
  • Flow-Based Automation for intelligent assignment
  • Settings-Based Configuration for template mapping
  • Task Coordination with unified management

Key Objects:

  • Caring_Case__c - Main case management object
  • Pastoral_Care_Setting__c - Configuration management
  • Text_Template__c - Communication templates

🔄 Data Flow Process​

📈 Complete Integration Workflow

Step 1: Case Creation​

  • User creates new caring case with specific record type
  • System validates required fields and relationships
  • Case creation triggers automatic assignment workflow

Step 2: Template Matching​

  • Assignment flow extracts caring case record type name
  • System searches for matching engagement plan template
  • Name matching algorithm validates exact template match

Step 3: Plan Assignment​

  • System creates new engagement plan from matched template
  • Case owner automatically assigned as engagement plan owner
  • Custom lookup field links caring case to engagement plan

Step 4: Task Generation​

  • NPSP automatically generates tasks based on template configuration
  • Tasks assigned according to template rules and ownership
  • Task timeline activated based on template scheduling

Step 5: Progress Tracking​

  • Both systems track progress and completion
  • Unified reporting across caring cases and engagement plans
  • Automated notifications for milestones and completion

🎯 Assignment Rules & Name Matching​

Critical Requirement

Engagement plan template names must exactly match caring case record type names for automatic assignment to function properly.

🔍 Name Matching Algorithm​

The system uses built-in flow logic to automatically assign engagement plan templates based on exact name matching between caring case record types and engagement plan template names.

Template Matching Process:

// Exact Name Matching Examples
Caring Case Record Type → Engagement Plan Template
"Bereavement" → "Bereavement"
"Birth" → "Birth" 
"Wedding" → "Wedding"
"B'nai Mitzvah" → "B'nai Mitzvah"
"Illness" → "Illness"
Case Sensitivity

Template matching is case-sensitive. "Bereavement" will not match "bereavement" or "BEREAVEMENT".

⚙️ Assignment Flow Logic​

🔄 Complete Flow Process

Flow Configuration​

Flow Name: Engagement Plan Assignment Flow Trigger Type: Record-Triggered Flow Object: Caring_Case__c Trigger Event: After Save (Create)

Trigger Conditions​

  • New Record Creation: Flow only runs on new caring case creation
  • Record Type Population: Record type field must be populated
  • Contact Association: Caring case must have associated contact
  • Template Availability: Matching engagement plan template must exist

Assignment Process Steps​

  1. Record Type Extraction

    • Flow reads RecordType.DeveloperName from caring case
    • Stores record type value for template matching

  2. Template Search

    • Queries npsp__Engagement_Plan_Template__c for matching name
    • Uses exact string matching (case-sensitive)
    • Validates template is active and accessible

  3. Template Validation

    • Confirms template exists and is accessible
    • Checks user permissions for template usage
    • Validates template configuration completeness

  4. Engagement Plan Creation

    • Creates new npsp__Engagement_Plan__c record from template
    • Populates all required fields from template
    • Sets primary contact from caring case

  5. Owner Assignment

    • Sets caring case owner as engagement plan owner
    • Validates owner has appropriate permissions
    • Ensures proper access and responsibility alignment

  6. Relationship Linking

    • Populates Caring_Case__c lookup field on engagement plan
    • Creates bidirectional relationship for reporting
    • Enables unified case and plan management

🚨 Troubleshooting Name Matching​

⚠️ Common Matching Failures and Solutions

Template Name Mismatches​

Problem: Template name doesn't exactly match record type name Solutions:

  • Verify exact spelling and capitalization
  • Check for extra spaces or special characters
  • Use developer console to compare actual values
  • Update either template name or record type to match

Template Accessibility Issues​

Problem: Template exists but is inactive or inaccessible Solutions:

  • Check template active status in NPSP settings
  • Verify user permissions for engagement plan access
  • Confirm template is properly configured
  • Test template creation manually

Permission Problems​

Problem: User permissions insufficient for template access Solutions:

  • Review user permission sets and profiles
  • Grant appropriate NPSP engagement plan permissions
  • Test with administrative user account
  • Check object and field-level security settings

Flow Execution Errors​

Problem: Assignment flow fails during execution Solutions:

  • Review flow error logs in Setup → Process Automation
  • Check for null value handling in flow logic
  • Validate all flow variables and assignments
  • Test flow with debug mode enabled

📋 Engagement Plan Templates​

Template Strategy

Each record type should have a corresponding engagement plan template with tasks appropriate for that type of caring situation.

🛠️ Template Configuration in NPSP​

Navigation Path:

NPSP Settings → Engagement Plans → Engagement Plan Templates

Setup Process:

  1. Navigate to NPSP Settings in Setup
  2. Go to Engagement Plans section
  3. Click Engagement Plan Templates
  4. Create or modify templates for each record type

📊 Record Type-Specific Templates​

Purpose: Comprehensive support process for death-related cases

Typical Task Sequence:

  • ⏰ Initial Contact (Within 24 hours)
  • 🏺 Funeral Coordination (2-3 days after death)
  • 🏠 Family Support Check-in (1 week post-funeral)
  • 📅 Memorial Planning (2-4 weeks)
  • 📚 Grief Resources (1 month)
  • 📞 Follow-up Contacts (3 months, 6 months, anniversary)

Timeline: 12-month comprehensive support cycle

Special Considerations:

  • Emergency contact procedures for after-hours deaths
  • Coordination with funeral homes and memorial service providers
  • Integration with grief counseling resources
  • Anniversary date tracking for ongoing support

⚡ Automatic Assignment Process​

Zero-Touch Automation

Once properly configured, engagement plan assignment requires no manual intervention and happens automatically when caring cases are created.

📋 Assignment Workflow​

Activation Process:

  • User creates new caring case in Salesforce
  • System validates all required fields are populated
  • Record type selection activates assignment automation
  • Flow begins execution automatically

Prerequisites:

  • Contact must be associated with caring case
  • Record type must be selected and valid
  • User must have appropriate permissions
  • Matching engagement plan template must exist

🔧 Manual Assignment Override​

🛠️ When Automatic Assignment Fails

Manual Override Process​

When automatic assignment doesn't work, follow these steps for manual engagement plan creation:

  1. Navigate to Caring Case

    • Open the caring case record that needs an engagement plan
    • Click on the "Related" tab to view related lists

  2. Access Engagement Plans Section

    • Scroll down to find "Engagement Plans" related list
    • Click "New Engagement Plan" button

  3. Select Template

    • Choose appropriate engagement plan template from dropdown
    • Ensure template matches the case type and needs

  4. Configure Plan Details

    • Set Plan Owner to the caring case owner
    • Populate Primary Contact from caring case
    • Fill in Start Date and other required fields

  5. Link to Caring Case

    • Populate Caring Case lookup field with current case
    • Verify all relationship fields are properly set

  6. Activate Plan

    • Save the engagement plan record
    • Verify tasks are generated automatically
    • Check task assignments and timeline

✅ Assignment Validation​

🔍 Success and Failure Indicators

Success Indicators​

✅ Engagement Plan Created: New engagement plan appears in caring case related list
✅ Tasks Generated: Template tasks are created and properly assigned
✅ Owner Assignment: Case owner receives engagement plan ownership
✅ Timeline Active: Task dates are set according to template schedule
✅ Relationships Linked: Caring case lookup field is populated correctly

Failure Indicators​

⚠️ No Plan Created: No engagement plan appears after case creation
⚠️ Error Messages: Flow debugging shows error messages or failures
⚠️ Missing Tasks: Engagement plan exists but tasks are not created
⚠️ Wrong Owner: Engagement plan assigned to wrong user
⚠️ Broken Relationships: Caring case lookup field not populated

Validation Process​

  1. Immediate Check: Verify engagement plan creation within 5 minutes of case creation
  2. Task Verification: Confirm all expected tasks are created with correct assignments
  3. Owner Validation: Check that case owner and engagement plan owner match
  4. Relationship Check: Verify caring case lookup field is properly populated
  5. Timeline Review: Confirm task dates align with template expectations

📝 Task Management Integration​

Unified Management

Task integration provides seamless coordination between Pastoral Care case management and NPSP engagement plan task tracking.

🔄 Unified Task Coordination​

Multiple Task Origins:

  • NPSP Engagement Plans: Template-generated tasks with scheduling
  • Pastoral Care Workflows: Case-specific automation tasks
  • Manual Task Creation: User-created tasks as needed
  • Birthday Notifications: Automatic birthday reminder tasks

Task Integration:

  • All tasks appear in unified task lists
  • Cross-system task assignment and tracking
  • Coordinated due dates and priority management
  • Unified reporting across all task sources

📈 Performance Monitoring​

📊 Comprehensive Task Analytics

Individual Performance Metrics​

  • Task Completion Rate: Percentage of assigned tasks completed on time
  • Response Time: Average time from task assignment to completion
  • Case Resolution: Average time to resolve different types of caring cases
  • Engagement Effectiveness: Success rate of engagement plan completion

Team Performance Analysis​

  • Workload Distribution: Balance of task assignments across team members
  • Specialization Effectiveness: Performance in specialized areas (bereavement, celebration)
  • Collaboration Metrics: Success rate of multi-team coordination efforts
  • Resource Utilization: Effectiveness of different support resources and approaches

System Performance Tracking​

  • Automation Success: Rate of successful automatic engagement plan assignment
  • Template Effectiveness: Completion rates for different engagement plan templates
  • Integration Health: Performance of NPSP and Pastoral Care integration
  • User Adoption: Usage patterns and system adoption across teams

⚙️ Configuration Requirements​

Prerequisites

Proper configuration of both NPSP and Pastoral Care systems is essential for successful integration.

🏢 NPSP Setup Requirements​

Required NPSP Elements:

  • ✅ NPSP Installed: Current version installed and configured
  • ✅ Engagement Plan Templates: Created for each record type
  • ✅ Task Management: NPSP task generation enabled
  • ✅ Contact Structure: Contact and household objects properly configured

Version Compatibility:

  • NPSP Version: 3.0 or higher recommended
  • Salesforce Platform: Lightning Experience required
  • Feature Dependencies: Engagement Plans feature must be enabled
  • Permission Sets: NPSP permission sets assigned to users

🏥 Pastoral Care Setup Requirements​

🔧 Comprehensive Configuration Requirements

Core Configuration Elements​

  • Settings Record: Active Pastoral Care Settings record with engagement plan template names
  • Assignment Flow: Engagement plan assignment flow activated and tested
  • Record Types: Caring case record types configured and accessible
  • Custom Fields: Integration lookup fields properly configured

Integration Field Setup​

Essential custom fields for cross-system integration:

FieldObjectPurposeType
Caring_Case__cEngagement PlanLinks plan to caring caseLookup
Engagement_Plan__cCaring CaseOptional reverse lookupLookup
Plan_Owner_Match__cCaring CaseValidates owner synchronizationFormula

Settings Configuration Requirements​

The Settings record must include accurate engagement plan template names:

// Required Template Name Configuration
Bereavement Engagement Plan Template Name: "Bereavement"
Birth Engagement Plan Template Name: "Birth"
Wedding Engagement Plan Template Name: "Wedding"
Illness Engagement Plan Template Name: "Illness"

Validation Requirements​

  • Template Names: Must exactly match record type names (case-sensitive)
  • Template Existence: All referenced templates must exist in NPSP
  • Active Status: Settings record must be active and current
  • Flow Activation: Assignment flow must be active and properly configured

🔍 Troubleshooting Assignment Issues​

Systematic Diagnosis

Most assignment issues can be resolved by checking template names, permissions, and flow configuration systematically.

🚨 Assignment Rule Failures​

⚠️ Issue: Engagement plans not automatically creating

Systematic Troubleshooting:

  1. Template Name Verification

    • Check record type name matches template name exactly
    • Verify case sensitivity (B ≠ b)
    • Look for extra spaces or special characters
    • Use developer console to compare actual values

  2. Template Accessibility Check

    • Confirm engagement plan template exists in NPSP
    • Verify template is marked as active
    • Check template configuration completeness
    • Test manual template usage

  3. User Permission Validation

    • Verify user has engagement plan creation permissions
    • Check NPSP permission set assignments
    • Test with administrative user account
    • Review object and field-level security

  4. Flow Execution Analysis

    • Review flow error logs in Setup → Process Automation
    • Check flow debug logs for specific failure points
    • Verify flow is active and properly configured
    • Test flow with different test scenarios

Resolution Checklist: ✅ Record type and template names match exactly
✅ Template exists and is active in NPSP
✅ User has appropriate permissions
✅ Flow is active and error-free
✅ Test case creation works manually

🔄 Issue: Wrong template being assigned

Common Causes & Solutions:

ProblemCauseSolutionPrevention
Similar template namesMultiple templates with similar namesUse unique, descriptive template namesEstablish naming conventions
Default template usageFlow fallback to default templateRemove or configure default template logicUpdate flow logic specificity
Case sensitivity errorTemplate name case doesn't matchStandardize all template names to exact caseDocument naming standards
Special character issuesUnicode or special characters in namesUse standard ASCII characters onlyValidate character sets

🔗 Integration Issues​

📝 Issue: Tasks not creating from engagement plan

Diagnostic Process:

  1. NPSP Configuration Check

    • Verify NPSP task generation is enabled
    • Check engagement plan template task configuration
    • Confirm template tasks are properly defined
    • Test template task creation manually

  2. Permission Validation

    • Ensure user has task creation permissions
    • Check NPSP-specific task permissions
    • Verify object-level security settings
    • Test task creation with different users

  3. Template Configuration Review

    • Check template task definitions are complete
    • Verify task assignment rules are configured
    • Confirm task timing and scheduling settings
    • Test template effectiveness with manual plans

  4. System Integration Health

    • Review integration logs for errors
    • Check for system performance issues
    • Verify NPSP and Pastoral Care compatibility
    • Test with simplified scenarios
👤 Issue: Case owner not assigned to engagement plan

Resolution Steps:

  1. Flow Logic Review

    • Check assignment flow owner assignment logic
    • Verify owner field mapping is correct
    • Test flow with different case owners
    • Review flow variables and assignments

  2. Permission Verification

    • Confirm case owner has engagement plan permissions
    • Check permission set assignments for case owners
    • Verify ownership transfer permissions
    • Test with users who have appropriate permissions

  3. Data Integrity Check

    • Verify case owner field is properly populated
    • Check for ownership assignment conflicts
    • Review case ownership history
    • Test with known good user accounts

  4. Manual Assignment Testing

    • Test manual engagement plan assignment
    • Verify manual owner assignment works
    • Check for system-level ownership restrictions
    • Review organizational sharing settings

📖 Related Documentation: