Women for Women International

Repository for WfWI integrations for: BambooHR, MS Azure Active Directory

Important Notes

1. Commits to master will be audo-deployed to OpenFn.org. Always work on a branch!

2. There are 'production' and 'test' versions of the jobs configured on OpenFn.org. Turn on the [PROD] jobs to sync with the live production environment. Choose to keep the [TEST] jobs running in parallel for testing purposes.

Committed Giving <> Salesforce Integration

1. Solution Overview

Women for Women International would like to integrate Committed Giving with Salesforce. OpenFn will sync donation data from Committed Giving to Salesforce. In addition, OpenFn to perform duplicate checking before upserting data.

⭐📖 See this Drive folder for the compiled solution documentation and diagrams.

Functional Summary

Flow: Committed Giving --> Salesforce

1. Weekly, OpenFn will extract CSV exports of donation data from SFTP server, convert to JSON.
2. OpenFn will map the converted CSVs to relevant Salesforce objects according to data element mapping specifications defined by WfWI.
3. OpenFn to perform duplicate checking before upserting data in Salesforce.
4. Manage “pledged” Opportunities for Recurring Donations in Salesforce (scheduling and closing where appropriate, according to business rules defined by the WFW UK Fundraising team).

2. Technical Overview

Data Flow

See data flow here https://lucid.app/lucidchart/34c8100a-42d2-47ab-8a5a-6c406a744ed8/edit?beaconFlowId=53F1EDFE7A9CEC2A&page=0_0#

Data Mappings

See the V2 spec for the latest detailed documentation on the current field mapping logic.

The CSV files map to these Salesforce objects as shown below:

1. Donors CSV triggers upsertDonors.js job, which checks for duplicates and upserts Salesforce objects Contact (This also looks up Accounts).

2. Direct Debit CSV triggers upsertDirectDebits.js job, which upserts Salesforce objects Recurring Donations and Opportunity.

3. Transaction-DD CSV triggers upsertTransactionDD.js job, which upserts Salesforce objects Recurring Donation and Opportunity.

4. Custom DD details CSV triggers upsertCustomDD.js job, which upserts Salesforce object Opportunity.

5. Card master CSV triggers upsertCardMaster.js job, which upserts Salesforce objects Recurring Donation and Opportunity.

6. Transaction-card CSV triggers upsertTransactionCards.js job, which upserts Salesforce objects Recurring Donation and Opportunity.

7. Custom CC details CSV triggers upsertCustomCC.js job, which upserts Salesforce object Opportunity

Unique Identifiers

1. Contacts: Legacy_Supporter_ID__c comes from PersonRef.

2. Recurring Donations:

   For direct debits, configured External ID Committed_Giving_ID__c comes from PrimKey+DDId.

   For card master, configured External ID Committed_Giving_ID__c comes from PrimKey+CardMasterID.

   For transactions DD, configured External ID Committed_Giving_ID__c comes from PrimKey+DDRefforBank.

   For transactions card, configured External ID Committed_Giving_ID__c comes from PrimKey+CardMasterID+TransactionReference.

3. Opportunity:

For card master, configured External ID CG_Pledged_Donation_ID__c comes from CardMasterID, RecurringCancelDate, Occurrence, LastCredited, NextDate

For transaction cards, configured External ID CG_Pledged_Donation_ID__c comes from CardMasterID+Transaction Date+ "Pledged".

For direct debits, configured External ID Committed_Giving_ID__c comes from DDid+CancelDate+PaymentFrequency+LastClaimDate+NextDate.

For transactions DD, configured External ID Committed_Giving_ID__c comes from DDid+Date+"Pledged".

OpenFn Jobs

1. Job 1 gets the CSV files from Committed Giving and converts them to JSON. CSV files include: Donors, Direct Debit, Transaction-card, Transaction-DD, Custom CC details and Custom DD details . See link to this job: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/1.fetchJSON.js

2. The upsertDonors.js job checks for duplicates and upserts Salesforce objects Contact. Link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertDonors.js

3. TheupsertDirectDebits.js job upserts Salesforce objects Recurring Donations and `Opportunity. This job also does the following: 1) marks Open Ended Status as "Closed" on Recurring Donations to deactivate NPSP automation 2)schedules future “pledged” Opportunities & 3) closes future “pledged” Opportunities for canceled recurring donations. Link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertDirectDebits.js

4. The upsertTransactionDD.js job upserts Salesforce objects Recurring Donation. Salesforce automatically creates related Opportunity and Payment. This job also 1)marks “pledged” Opportunities for “unpaid” transactions as “Closed Lost” & 2)marks “pledged” Opportunities for “paid” transactions as “Closed Won”. Link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertTransactionDD.js

5. The upsertCustomDD.js job upserts Salesforce object Opportunity. link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertCustomDD.js

6. The upsertCardMaster.js job, upserts the Salesforce object Recurring Donation then Salesforce automatically creates related Salesforce Objects Opportunity and Payment. This also job does the following: 1) marks Open Ended Status as "Closed" on Recurring Donations to deactivate NPSP automation 2)schedules future “pledged” Opportunities & 3) closes future “pledged” Opportunities for canceled recurring donations. Link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertCardMaster.js

7. TheupsertTransactionCards.js upserts Salesforce object Recurring Donation of Type Sponsorship, if the amount is a multiple of 22. Otherwise, it upserts Salesforce objects Recurring Donation of Type Recurring Donation and creates Salesforce object Opportunity with Stage of Closed Won. In addition, if the amount is NOT a multiple of 22 and the count of transactions on a card master is more than one, it creates the Salesforce object Opportunity with a Donation Type of General Giving and Stage of Closed Won. This job also 1)marks “pledged” Opportunities for “unpaid” transactions as “Closed Lost” & 2)marks “pledged” Opportunities for “paid” transactions as “Closed Won”. Link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertTransactionCards.js

8. The upsertCustomCC.js job upserts Salesforce object Opportunity. link here: https://github.com/OpenFn/women-for-women/blob/master/jobs/committed/upsertCustomCC.js

Flow Triggers

Trigger Type: Message Filter A message filter trigger has been configured for each above. The job will run when a CSV file with the matching message filter is received in the project inbox.

OpenFn Adaptors

SFTP adaptor and Salesforce adaptor

Email Alerts

OpenFn will send automated email notifiers if:

1. Duplicate donors were detected in the latest Committed Giving export → this requires WFW UK team action; they must merge dupe donors in CG
2. Any of the Committed Giving file exports were not uploaded to the SFTP server before the daily OpenFn sync at 10 PM UTC → this alert will be sent to the CG support team (WFW admins may want to follow up on this to make sure there is a response). An email alert will not be triggered if an empty file is posted to the SFTP server (only if the file is missing altogether).

Administrator Notes

1. This integration automates a complex donor duplicate-check flow before upserting Salesforce Contacts. Please see [this diagram: CG <> Salesforce Contact Integration Flow] https://lucid.app/lucidchart/4d0b44a8-3299-431f-84b5-4b00bc713cd7/edit?beaconFlowId=BD5CBE391A037FF2&page=yw0MswWCJIR2# for a summary of the WfWI CG Contacts Duplicate Checking & Sync Logic.

2. We assume that Committed Giving will name the CSV files with the following keywords: `wfwi donors' 'wfwi card master' 'wfwi direct debits' 'wfwi transactions - cards' 'wfwi transactions - dd' 'wfwi custom cc fields' 'wfwi custom dd fields'

3. New campaign codes will be added directly in Salesforce.

4. All donations prior to 01/01/2020 should be logged in Salesforce already.

5. For every Recurring Donation created, Salesforce automatically creates related Opportunity and Payment.

Bamboo <> HR Integration

1. Solution Overview

See here for the video walkthrough of the OpenFn setup.

Functional Summary

This solution enables Women for Women administrators to automate employee registration processes to save time syncing data between their BambooHR system and Microsoft Azure AD (via the Microsoft Graph API).

OpenFn configured a prototype integration to pilot this data flow by first focusing on automation for new Employee registrations & updates. In subsequent phases, we may expand this automation to handle other employee scenarios (i.e., employee termination, contractor employees, etc.).

Please see this data diagram for a review of the solution: Data Flow Diagram

BambooHR Webhook Notification

BambooHR has a webhook notification service that will send OpenFn real-time notifications when changes are made to employee records in Bamboo. The fields included in this notification & how they map to Azure are listed in this mapping specification.

Administrator Notes

Depending on the Employment Status, different actions may be taken beyond Azure user record updates.

1. New Employees --> Sent a "Welcome Email"
2. Terminated Employees --> Helpdesk sent an email
3. Employees marked as "Other" --> OpenFn logs a message in "Activity History" noting that "Employment Status does not qualify for integration."
4. Only employee records belonging to Divisions specified as Active Divisions will be processed by the automation flow. Otherwise, the automation will skip over the record and log No Azure action taken. Skip to 02:08 in this video for instructions on updating the activeDivision list, and please update the following lines in these jobs:

• 1. Upsert Azure User - see L292 (const activeDivisions = ['Headquarters', 'Headquarters - PM Access'];) https://github.com/OpenFn/women-for-women/blob/master/jobs/production/upsertUserProd.js#L292
• 2A. Send Welcome Email - see L16 https://github.com/OpenFn/women-for-women/blob/master/jobs/production/sendWelcomeEmailProd.js#L16
• 2B. Send Supervisor Email - see L16 https://github.com/OpenFn/women-for-women/blob/master/jobs/production/sendSupervisorEmailProd.js#L16
• 3. Send Inactive Employee Email - see L16 https://github.com/OpenFn/women-for-women/blob/master/jobs/production/sendInactiveEmailProd.js#L16

2. Technical Overview

Data Flow

For this pilot integration setup, OpenFn will sync BambooHR Employee information with AzureAD users in a one-directional data flow. This includes automation to execute the following actions in Azure:

1. Upsert users
2. Assign a manager
3. Add user as a member to administrativeUnits
4. Add user as a member to groups (and thereby assign licenses)

OpenFn Logs & Errors

1. When POST succeeds: Authentication successful
2. When manager assigned: Assigning ${fields['First name Last name']} (${employee.fields.Employee #} to manager ${supervisorEmail} ...
3. When assigned manager not found: Manager ${employee.fields['Supervisor email']} not found...
4. When member removed from an administrative unit: Removing member from the administrative unit ${value[0]}...
5. When member added to an administrative unit: Adding member to the administrative units ${employee.fields.Division}...
6. When member removed from group: Removing member from the group ${value[0]}...
7. When member added to group: Adding member to the group ${employee.fields['Email User Type']}...
8. When upserting a user record, but no work e-mail address provided in BambooHR: No Azure actions taken because 'Work Email' not provided.
9. When updating a user record: Updating ${employee.fields.First name Last name} (${employee.fields.Employee #} information...
10. When employment status does not comply with criteria requirements for integration: No Azure changes made. Employment Status does not qualify for integration. Nothing to update for ${employee.fields.First name Last name} (${employee.fields.Employee #} at this time.
11. When Employee ID and User Principle Name do not match: ${employee.fields.First name Last name} User Principal Name ($UserPrincipalName}) and Bamboo Work Email ({$employee.Work Email}) do not match. Please review this employee {employee.Employee #} to confirm the email and UPN are correct.
12. When a user is not found a new user is created succesfully: Creating a new user for ${employee.fields.First name Last name} ...

Authorization with Azure

OpenFn is leveraging the adaptor language-http to connect with the Microsoft Graph API in order to perform operations in Azure AD and across other Microsoft products. See API Docs: https://docs.microsoft.com/en-us/graph/

1. We are authorizing with Azure AD on behalf of a user - see docs here
2. To enable this, Admin users needs to grant Delegated Permissions via the API Permissions menu item in the Azure AD Portal

Solution Roadmap

Discussed functionality may include:

1. Additional automated actions when a user is terminated (consider integration with Jira or Microsoft form to trigger this?
2. Syncing of profile photos
3. Two-way sync capabilities
4. Conversion of special characters

3. Questions?

Contact [email protected].