A step by step guide to setting up your TrueGivers & NeonCRM integration
Step 1: Create a new user account using an email address not already in use by Neon. This makes it easier to disable without affecting other integrations. Once you have enabled the API access you will be able to view the API key. You will need this for registration.You can find detailed instructions for creating a new user in Neon under the "API Key" section of our set up guide here: https://truegivers.com/neoncrm-setup
Step 2: In order to receive deceased, and individual and household demographic data, you will need to set up Custom Fields to store this information in your NeonCRM. You can find detailed instructions for setting up these fields under the "Add Account Custom Fields and Custom Groups" section of our setup guide
Step 3: Register at https://app.truegivers.com/applications/neoncrm using your new user’s API key and your Organization ID. To find your Organization ID, navigate to Settings > Organization Profile & Billing. It will be listed under Database Information. The email address you register with will receive all TrueGivers notifications.
Step 4: TrueGivers downloads and processes your data. You will receive a password reset email allowing you to reset your password and access your account dashboard.
Data Stewardship Dashboard
1: After you have registered you will receive a password reset email allowing you to login to your Data Stewardship Dashboard.
2: The top right of the dashboard contains the search bar, allowing you to search for individual records. Directly to the right of that is the task icon. This will take you to the task page allowing you to manage Data and Donor Stewardship tasks. To the right of that is a portrait icon with a drop down menu showing recently viewed records and organization settings allowing you to create additional users. Below this is a row of buttons allowing you to view your enhancement profile, manually download your database, pause the integration or refresh your dashboard. You can view and modify your integration settings by clicking the cog icon on the far right.
3: The top level cards provide a count of total records, estimated marketing savings when using TrueGivers data and counts for various types of records. You can hover over each card for more details. The Moves and Deceased cards allow you to click through to a list of records by clicking the word "Moves" or "Deceased" on the card.
4: The Blue Notification Box communicates what processes TrueGivers is working on and helps you understand your next steps. Cards in this box provide counts of records that will be modified during synchronization. Hover over each card for more detail. Prior to the first nightly synchronization, the custom fields selection will display allowing you to review the custom fields you have created in Neon. Any fields that have not been created will be grayed out. After the first synchronization, the custom fields settings can be accessed in your integration settings by clicking the Cog icon in the upper right of the dashboard.
5: The Choropleth Map allows you to visualize the geographic distribution of records in your database. You can zoom in to see details at the region, county and city level. The Coverage and Quality Analysis indicates the number of records in your database with corresponding attribute coverage. Percentages on the bar graph indicate the percent of records with valid, usable data. Green indicates valid, red indicates invalid or undeliverable, and gray indicates no data is available.
6: The task cards will navigate to a list of tasks filtered by type. Stewardship Tasks provide a specific action you can take on a record to improve data or donor stewardship. Below these cards is a list of recent updates to your database. A new row is added after each processing to show status, record count, and when the file was created an completed. You can view the CASS or NCOA report for the most recent update by clicking on the green buttons to the upper right of the Recent Updates section.
1: Prior to your first sychronization, the default custom fields will be displayed on your dashboard. You can deselect any custom fields you do not want to synchronize to your CRM. After the first synchronization, you can edit these via the integration settings by clicking the gear icon in the upper right of the dashboard. You can read more about custom fields here: https://truegivers.com/neoncrm-setup
2: The integration settings allow you to select which users receive notifications, adjust how postal codes, addressee and deceased are updated, and choose which custom fields to include when synchronizing. You may also enable or disable updates with the button in the top right corner. Once you have selected your preferred settings, click save in the top left corner. Clicking the Green leaf above the save button will return you to the dashboard.
3: If you have any questions about your integration setup or settings, you can live chat with our support team by clicking the live chat icon in the bottom right corner. Our support staff is available to answer your questions 8am – 6pm CST Monday through Friday.
Purchasing credits and synchronizing your data
Step 1: When TrueGivers finishes processing your data, the dashboard is updated to show high level hygiene details. In order to view and synchronize your data, you will need to click the purchase credits button.
Step 2: The credit tier should default to your database size. This is not a recurring charge, however you can purchase up to 12 months of service. Once your credits have depleted, your nightly synchronization will pause until you purchase and apply more credits.
You can find detailed instructions for purchasing and applying credits under the "Purchase Credits" section of our setup guide: https://truegivers.com/neoncrm-setup.
Step 3: Once you have applied your purchased credits you can search for individual records and synchronize and revert them to see what TrueGivers does during the nightly synchronization. This will only update the individual record in your CRM. You can also turn off updates for individual records, if you do not want them to update in the nightly synchronization. You can read more about navigating the dashboard and searching for constituents here: https://truegivers.com/neoncrm-training
Step 4: When you are comfortable with your integration settings and how your records are updating, you can enable the nightly synchronization process. To enable this you must first click the synchronize button on your dashboard. After this initial manual synchronization your database will update automatically. You can always click the pause integration button to pause this process at any point.
Using the record display page
1: To search your downloaded records, navigate to the search bar at the top right of your TrueGivers dashboard. You can search using one of the following search terms:
- First Name
- Last Name
- Full Name
- Partial Name
- CRM Record ID
You can also click on the search button without entering a search term, and a full list of downloaded records will be returned.
2: The record display page will include the original downloaded address in the column marked Original and the standardized or move address in the column marked Updated. The Updated column will also include the values for any custom fields the record matched to in our data source, such as date of birth and deceased information. Not all records will match every data source, so certain fields may be blank.
3: The Original column will include the input address as it appears in your CRM as well as the version of that record as parsed by TrueGivers system. The Updated column will include the standardized version of that address if no move information is found.
4: If move information is found for your record, the middle Updated column will contain the new move address. There will also be a third column to the right of this that contains the standardized version of the downloaded address (if this address was not already standardized). You can find a detailed description of the record display page here: https://truegivers.com/truegivers-integration-best-practices
5: You can use the synchronize and revert buttons in the upper right of the record display page to manually synchronize an updated address or revert a record to the original input address.
6: If you would like to prevent TrueGivers from updating a particular record, you can toggle off updates for that record using the updates button in the upper right of the record display page. TrueGivers will no longer update this record in your CRM until the update button is turned back on.
7: You can delete a record from TrueGivers using the delete button in the upper right of the record display page. This will only delete the record out of TrueGivers. Nothing will happen to your account within the CRM. The record will be downloaded and processed during the next nightly synchronization.
If you notice a single record that you want to clear out of TrueGivers and re-download for processing immediately, you can use the Download button on the individual record. The download button will delete the record out of TrueGivers; any related tasks will also be deleted. The record will then be downloaded and processed.
8: The bottom of the record detail page contains a record history indicating any changes to a record as well as a timeline indicting any actions taken on a record, which includes a date and time stamp as well as the user initiating the action.
Getting started with stewardship tasks
1: TrueGivers automatically creates stewardship tasks based on changes and new data identified during update processing. The stewardship task cards will be created at the bottom of your dashboard once your database has completed processing. To view the task list, simply click the task name on each task card. You can also view a list of all tasks by clicking on the task icon next to the search bar.
You can read more about getting started with Stewardship Tasks here: https://truegivers.com/getting-started-with-stewardship-tasks
You can read more about Stewardship Task types here: https://truegivers.com/data-and-donor-stewardship-tasks
2: From the tasks page you can sort by task type and status with the drop down menu in the upper left corner. You can also select all or individual tasks, and change their status using the buttons above this drop down. You can print a task list or adjust task settings (see final slide) by clicking the print or settings button in the upper right. To view the details for a task, just click the task name.
3: The task detail window allows you to view additional details about the task record and take the following actions:
- Approve: This will synchronize the task to Neon as an activity under the individual’s record and set its status to active.
- Decline: This sets the status to declined, indicating you do not wish to complete this task.
- Complete: This sets the status to completed, indicating that the task has been completed.
- Delete: This will delete the task from the task list. Deleting a task does not prevent TrueGivers from recreating the task in the future.
To view the individual’s record, click on the green “View record” links at the bottom of the window.
4: In the task settings you can change the default status, purpose, channel, and assigned user for a task type. By default task types are set to pending. The status definitions are as follows:
- Disabled: No tasks will be created for task types set to this status.
- Pending: Tasks will be created for task types set to this status in the TrueGivers app, but not in Neon. These tasks types will be set to a status of "Pending".
- Enabled: Task types set to this status will be created in the TrueGivers App and in Neon as an activity under the individual’s record. These tasks types will be set to a status of "Active".
Once you have made the appropriate changes to your task settings, you can click "Tasks" in the upper left corner to return to the tasks page.