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Managing relationships: paths, filters, and logging contacts

Communities are created through relationships, which is why we made it possible for you to track and manage relationships within your nation. There are a variety of features that should be used in conjunction to solidify relationships and track engagement with the people in your nation.

Table of Contents

  1. Set up a path
  2. Log contact
  3. Use filters to make sure people aren't slipping through the cracks

Step 1: Set up a path

The first tool that can be helpful in tracking relationships are paths, as they can serve as a map of where a relationship currently stands. A path is a step-by-step workflow to get people to complete a chain of actions. Paths define reasons for engaging supporters and creating alignment and accountability within an organization. 

You can set up paths by editing default paths, or creating your own. Editing a default path is the easier of the two options. To edit a default path, navigate to the People section. 

1. Click on the Path picker  button.

2. Find a path that will closely fit your needs, and click the editbutton next to it. You will be taken to the path settings screen. 

1. In path Settings you can edit the name of the path.

2. If you want to allow a due date for the path, check the box next to "Enable expected completion date." You can also set a default expected completion date if the workflow should generally take the same amount of time. This date is set relative to when the path is started. The options are:

    • same day
    • 1 day later
    • 2 days later
    • 3 days later
    • 4 days later
    • 5 days later
    • 6 days later
    • 1 week later
    • 2 weeks later
    • 30 days later

3. If you want to allow control panel users to add a monetary value for path completion, check the box next to "Enable values." You can set a default path value to any positive amount, including up to two decimal places.

4. If one control panel user is responsible for completing this particular path,  select the person from the Assign path to dropdown menu. This is particularly useful if the workflow is always handled by the same person. For example, the fundraising coordinator may be responsible for cultivating new donors. This allows you to hold that person accountable for path completion metrics. If multiple people are responsible, leave this option blank. Each time a path is created on a profile, a unique control panel user can be assigned to path completion.

5. Click the Save path button to save changes made to the path settings.

Edit path steps

Click on Steps to edit path steps.

On the left side, you can create a new step in the become a donor path. 

1. Give the step a name.

2. Set step due date for (optional)- The step due date indicates when the step should be completed. Due date options are the same as for an entire path--anything from the same day to 30 days later. 

3. Assign step to (optional)- Assign the step to a control panel user. For example, if the fundraising coordinator decides which supporters should be targeted for new donor campaign, they should be assigned this step. If multiple people are responsible for a particular step, leave this option blank. Each time a path is created on a profile, the default assignment can be changed or removed.

4. Click Create step

Existing steps are listed on the right side. Click the pencil iconnext to a step to edit a particular step.

1. You can rename the step.

2. Set step due date for- The step due date indicates when the step should be completed. Due date options are the same as for an entire path--anything from the same day to 30 days later.

3. Assign step to- Assign the step to a control panel user. For example, if the fundraising coordinator decides which supporters should be targeted for new donor campaign, she should be assigned this step. If multiple people are responsible for a particular step, leave this option blank. Each time a path is created on a profile, the default assignment can be changed or removed. 

4. Click the Update stepbutton to save changes.

Now you can set up a page to automatically add someone to a path through taking an action on your website. In this case, I'm going to set my volunteer page to automatically add folks to the path I edited above. First, go to Website > Pages > editbutton next to the action page you want to automate a path for.


1. Go to the Settings section of your page and find Basics.

2. Check the "Add to Path" checkbox.

3. Select the path you'd like to automatically add people to. In this case, I'd like all people who take action on my Volunteer page, to be added to my 'Become a volunteer' path. You can also choose the specific step, assign a step or add a due date (if you don't input anything there the system will default to adding folks to step 1).

4. Click Save.

Now, when people take action on that page, they'll be added to the path. You will be able to view the path on their profile. You can click on the path steps to move them forward on the path.  

 


Step 2: Log contact

Logging contact with individuals helps you (and others in your organization) to understand the entire journey of your relationship with the person. So, if Sally talks to John Doe about potentially volunteering, and a week later I'm doing outreach to get volunteers for an event, I can see John is willing and I can make the ask. 

Click on People > Select Person > Log Contact.

1. Notes: Usually, you'll want to include a summary of the interaction as a note. Notes should be as detailed as possible to ensure everyone has access to the same information regarding the person's interaction with your nation. Be aware that you can record a private note on a profile without logging a contact by clicking the word Note next to Log contact.

2. Contact method: This is how a person was contacted. 

3. Contact status (Optional): This is the result of the contact.

4. Log to path: This is why the person was contacted.

If the person already has active paths, the path dropdown menu will only include those paths. The engagement will be recorded on the current step.

If the person does not have any active paths, the path dropdown menu will include all paths in your nation. When the engagement is recorded, it will be included on the first step of the path selected. The path will then display as active on the person's profile, and the person will be placed on the first step of the path.

There is no limit to the number of contacts that can occur on each step of a path.

5. Organization (Optional): If a person has a relationship with an organization, the organization dropdown menu will appear when you are logging a contact with that person. In this way, you can record a contact on John's profile and one of his organizations. The relationship between profiles must exist before the contact is logged to post the contact on both profiles.

6. Click the Person was contactedbutton to record the contact.


Step 3: Use filters to make sure people aren't slipping through the cracks

There are a variety of filters you can use to find people on a path in your nation to ensure they are being engaged, but without being overwhelmed.

For example, here is a filter looking for people who are on my "Become a volunteer" path who haven't been contacted at all.

Here is a filter looking for people who are on my "Become a volunteer" path who haven't been contacted in the last month.

You can also use the Path pickerand Sort bybuttons to select a variety of views to filter for groups people on a specific path. 


Remember, communities are created through relationships, so using these tools will create a solid foundation to build your community on!

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