DISH: NPSP has an affiliation status field, but it demands that you update it along with the end date. Assuming you do not have an interim status like “On Extended Leave” you may as well automate that field with a workflow.
WHY THIS MATTERS: It is unnecessary to force users to enter 2 fields when they only need to enter one. Data quality will suffer if we see that users have an end date but are also current affiliations.
SOLUTION: When the end date is entered a workflow will update the status field as “Former” and uncheck the primary indicator, if the end date is erased the status field will return the status field to “Current.”
INGREDIENTS:
- Know exactly how you plan to use affiliations in your org
TOOLS REQUIRED:
- Process Builder
STEPS:
-
- Create a new process. (Setup|Create|Workflow & Approvals|Process Builder)
- Select New
- Give your process a name and description (Start with the object name so you know which processes control which objects)
- Enter A record changes under “The process starts when*”
- Enter Affiliation in the Object Field
- Start the process “When a record is created or edited.”
- Select Save
- Select Add Criteria
- Enter a Criteria Name “End Date is entered.”
- Criteria for Executing Actions = Conditions are met
- Condition 1 End Date Is Null Boolean False
- You want to execute only when specified changes are made
- Select Save
- Select Immediate Actions|Add Action next to your first decision diamond
- Select update records
- Action Name = Status Former
- Select update type Select the npe5_Affiliation__c record that started your process
- Select Choose
- Select no criteria just update the records
- Select Status Picklist Former
- Select Primary Boolean False
- Select Save
- Select Add Criteria in the next diamond
- Enter a Criteria Name “End Date is erased”
- Criteria for Executing Actions = Conditions are met
- Condition 1 End Date Is Null Boolean True
- You want to execute only when specified changes are made
- Select Save
- Select Immediate Actions|Add Action next to your second decision diamond
- Select update records
- Action Name = Status Current
- Select update type Select the npe5_Affiliation__c record that started your process
- Select Choose
- Select no criteria just update the records
- Select Status Picklist Current
- Select Save (NOTE: You probably do not want to check primary here as it could be possible to have two affiliations with no end date)
- Select Activate
- Select Confirm
- Select New
- Create a new process. (Setup|Create|Workflow & Approvals|Process Builder)
SERVE: Test your solution and update your user training guides.
Enter an affiliation End Date and save.
The Status will change to Former and Primary will be unchecked.
Erase the affiliation End Date and save. 
The Status will change to current, primary is checked manually. Please be sure to indicate this in the training materials.
RISK LEVEL: Low
TIME: 10 minutes
RELATED POSTS:
Cookbook – Strengthen NPSP affiliations management