A Data List contains the available picklist options that will appear in the Dropdown List and their corresponding values that will write back to Causeview/Salesforce. Since the Data List presents donors a list of options they can conveniently and easily select from, Data Lists have the ability to improve the overall online donation experience. Furthermore, since donors are selecting the predefined options with preassigned mapping, this will ensure data accuracy since human data entry error is avoided from textbox input.
Creating a Data List using Salesforce query is one of the three ways to create the source of the Data List for you to conveniently set up the list based on your preference and requirements. The Salesforce query method allows you to automatically retrieve the latest Data List items that meet your preset criteria/condition. This option of Data List creation eliminates the manual process of entering or importing Data List items and can accurately pull the most up-to-date relevant information you are looking for.
1) Under "Forms" on the top navigational bar on the left, select "Data Lists".
2) Click on "Create List" at the top right corner.
3) A new "Create Data List" window will appear, and you can select "Salesforce" as the source. You will also need to assign a name for your new Data List in the "Title" field to differentiate this Data List from others.
4) The "Create Data List" window will now be expanded to allow you to assign or define your query.
a) Assign "Existing Query" - If you have previously saved queries, you can access them here by scrolling through the list of existing query options and select the appropriate query.
b) "Create new query" - Aside from selecting the list of predefined queries, you can also customize the query based on your needs. Simply select "Create new query" from "Existing Query" to begin.
After you selected to "Create new query", you can proceed onto picking the object you want the records to be pulled from. Click on the "Object" drop down and select the desired object.
After selecting the appropriate object, you can select up to 3 output fields in the "Fields" section that will populate records for Value (backend mapping), Label (name to appear on drop down list) and Relationship Key (corresponding records for dependent drop down lists). Please note: the order of the fields will line up in the order of 1) Value 2) Label 3) Relationship Key. You can use the blue arrow to select and add the field, and the orange arrow to remove selected field if necessary.
You can proceed onto the "Filter" section which allows you to set the condition(s) that need to be met in order to retrieve the applicable records for the Data List.
Here's an example of a new query. You would like to select Fund as the object because you want to output Fund ID as the Value (backend mapping) and use Fund Name as the Label (name to appear on the Drop down list on the online donation form). The condition is you only want to pull active funds, so you can set the Filter field of Inactive Equals FALSE.
5) Once you have selected the relevant existing query or have created your own new query, you can click on "Run" under the "Query" section. The number of records that matched your criteria will highlighted in the greenbox as outlined below. If you are satisfied with the outcome, you can click on "Load Items" to view the records retrieved.
6) A new window will pop up and display the records retrieved from your query. You will now be able to review and make any necessary modifications to the Data List. Click "Save Data List" when you are complete to ensure creation of the new Data List.
As discussed, there are 3 ways to create a Data List. This article focused on one of the three ways, which is the Salesforce query method that allows you to automatically retrieve records based on predefined or custom Salesforce queries as opposed to the other two ways where you manually populate or import the Data List information. Since this Salesforce query method can pull the Data List information in real time automatically, it eliminates the risk of manual human error and ensures data accuracy with the retrieval of latest data.
Furthermore, you are now aware of the convenience of selecting a predefined Salesforce query that will save you time and effort; but you also have the flexibility to customize your own query based on your unique needs. Since the query interface is similar to Salesforce reporting, anyone on your team can build or select existing queries without any prior coding or technical knowledge.