GOfund Profile Change Requests
Prerequisites
- Both admin and team user roles can approve or reject change requests.
Change Requests
In GOfund, users can request changes to their user profile, and you, as foundation staff, can approve or reject those changes.
Note: this is entirely separate from the GOfund Fund Profile.
Turn on Ability to Request Changes
In GOfund Settings, there is a field in the Profile tab called Enable User Profile Change Requests. Flip this to Yes to give users this ability.
Below that setting, you will also find several fields which let you modify the language surrounding the change request process.
- Profile Header Text: This is text that the user will see at the top of the screen when they are viewing their profile.
- Profile Submission Confirmation Message: This is text that the user will see directly after they submit a profile change request. Below is the default text that will appear in the case that this field is blank.
- Profile Change Request Already Active Message: This is text that the user will see in the case that they are viewing their profile while they have an active change request that has not yet been approved or rejected. Below is the default text that will appear in the case that this field is blank.
How to Submit a Change Request
The user should navigate to their Profile by dropping down the carrot by their name in the top right corner of the page and select Profile.
This will take them to a page that contains relevant fields that are populated based on their akoyaGO CRM Contact record. All fields will be unlocked.
To make a change, the user should update the field to what they want it to be and click Save in the bottom right corner.
IMPORTANT: If the user updates their email address and the change is approved. They will need to log in to GOfund with the new email address going forward.
The Note field is an optional field in which the user can expand on their need to make changes. This field will clear after their change request is approved or rejected.
After a Change Request is Submitted
After the user submits their change request, they will receive an email confirming that their change request was received. This email is controlled by an email template called GOfund User Change Requested Notification. We recommend that you review and edit this email template to fit your organization’s branding and/or messaging.
In the Tools area of akoyaGO CRM, there is a table called Change Requests. This is where you can find all active and inactive Change Requests. When a user submits changes to their profile, a change request record will be created in this table. You can also find active change requests in the GOfund Usage Metrics dashboard.
Change Request Records
Let’s take a look inside a change request record.
- Name: The name of the user that submitted the change request. If they updated their name in the change request, you will see that reflected here.
- Created On: The date and time that the user submitted the change request.
- Status: Status will be Active until the change request has been approved or rejected. Regardless of whether it is approved or rejected, it will become inactive afterwards.
- Status Reason: After submission and before approval/rejection, the status reason will be Submitted. After approval/rejection, the Status Reason will update accordingly.
- Form Type: if submitted from GOfund, this will be GOfund Contact update. In a future enhancement, this table will also receive GOapply profile change requests.
- Regarding: This is a lookup to the user’s contact record.
- Change Request Description: Here is where you will find the actual fields that the user has requested to change. In the example above, we can see that the user wants to change the value in the First Name field. The value you see here will be the value that the user input. Essentially, you will see listed here the new value(s) that the user has requested. Below, you can see DisplayName = First Name. This is the field in the profile that they want to change. Below that, you see Value = Shanley. This is the new value that they wish to change to.
- Note: This is an area where users can expand on their need to make changes to their profile. This field will clear on the user profile after their changes are approved or rejected.
Approve/Reject Change Requests
Change Requests cannot be approved or rejected in bulk. They must be reviewed individually. Once a change request is approved, the user’s contact record will be immediately and automatically updated with the new values.
Approve a Change Request
Once you have reviewed the Change Request Description and want to approve the request, click Approve in the command bar.
The change request will be deactivated.
Reject a Change Request
Once you have reviewed the Change Request Description and want to reject the request, click Reject in the command bar.
The change request will be deactivated.
IMPORTANT: In the case that a user submits a change request for multiple fields and you don’t want to accept all the changes, the best practice is to reject the change request and manually update the record with the information you want to approve. The reason being, we don’t have a way to cherry pick approvals for certain values and not for others. Meaning, if you approve the change request, it will update the contact record with all the requested changes.
After approval/rejection
After a change request is approved or rejected, the Status Reason field will change to Approved or Rejected and the record will be deactivated.
If the change request is approved, the user that requested the change will receive an email notifying them of the decision. This email is controlled by an email template called GOfund User Change Request Completed Notification. We recommend that you review and edit this email template to fit your organization’s branding and/or messaging.
If the change request is rejected, the user will not be notified automatically by akoyaGO. We recommend that you personally reach out to the user to alert them of this decision.