TABLE OF CONTENTS


Additional areas of the Membership Import process are documented in the following guides:

ACME/Salesforce Membership Import Process

Membership Import: Editing Records

Membership Import: Merging and Deleting Records


Upload New Memberships and Process Lifecycle Action Changes

Use this process to create the following:

  • New Membership (Individual/Family, Gift, Corporate)

  • Lifecycle Action changes on Individual/Family and Corporate Memberships 

    • In-cycle Upgrade or Downgrade (Individual/Family, Corporate)

    • Renewals, all types (Individual/Family, Corporate)

    • Post-term (After-term) Renewals, all types (Individual/Family, Corporate)

    • Rejoins, all types (Individual/Family, Corporate)


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Task

1

Confirm Contacts with ACME External Customer IDs exist

2

Create the new record(s) directly in SF or by uploading a memberships file to SF

3

Create cards for the new record(s) directly in SF or by uploading a membership cards file to SF

4

Verify data has been created in Salesforce

5

Use the Membership Import process to send to ACME

6

Verify Status has changed to “Synced to ACME”


Membership Required Fields

Use in Step 2

File Header name

Requirement

Required for the following actions:

OWNERID

Must be a valid SFDC User ID

All Lifecycle Actions

NAME

Must be “SFDC_Replace” or an Existing Membership Number

“SFDC_Replace” is required for MembershipPurchase, and the Existing Membership Number is required for all other Lifecycle Actions.

ACMETECH_account_c

Must be a valid SFDC ID of a household or organization Account Record

All Lifecycle Actions

ACMETECH_end_date_c 

Must contain a date in YYYY-MM-DD format

All Lifecycle Actions

ACMETECH_external_import_ID_c

Must be “SFDC_REPLACE” or an External Import ID from a prior membership

“SFDC_REPLACE” is required for MembershipPurchase. The existing ID is required for all other Lifecycle Actions.

ACMETECH_external_organization_import_ID_c

Must be the External Org Import ID from the Organization Record

Only include this for Organization Memberships

ACMETECH_join_date_c

Must contain a date in YYYY-MM-DD format for New Memberships

All Lifecycle Actions

ACMETECH_membership_level_acme_external_ID_c

Must contain a valid Membership Level ACME ID

All Lifecycle Actions

ACMETECH_membership_level_offer_acme_external_ID_c 

Must contain a valid Membership Level Offer ACME ID

All Lifecycle Actions

ACMETECH_primary_member_c 

Must contain the SFDC ID of the Primary Member Contact Record

All Lifecycle Actions

ACMETECH_standing_c 

Must contain “Active” or “Dropped”

All Lifecycle Actions

ACMETECH_start_date_c 

Must contain a date in YYYY-MM-DD format

All Lifecycle Actions

ACMETECH_membership_action_c 

Must contain a value of one of the following:

  • MembershipPurchase

  • MembershipUpgrade

  • MembershipDowngrade

  • MembershipRenewal

  • MembershipRenewalUpgrade

  • MembershipRenewalDowngrade

  • MembershipPostTermRenewal

  • MembershipPostTermRenewalUpgrade

  • MembershipPostTermRenewalDowngrade

  • MembershipRejoin

  • MembershipRejoinUpgrade

  • MembershipRejoinDowngrade

All Lifecycle Actions

ACMETECH_isbulk_c 

Must be TRUE

All Lifecycle Actions

ACMETECH_status_c

Can be “Preparing" or “Pending". ACME recommends setting it to “Preparing" until all uploads have completed and spot checked, and then updating to “Pending".

All Lifecycle Actions

ACMETECH_A_external_ID__c

Must be BLANK for lifecycle actions

All Lifecycle Actions except Cancel. This ID is unique in ACME and may not be present on more than one Membership.


Membership Card Required Fields

Use in Step 3

File Header name

Requirement

Required field for the following actions:

ACMETECH_Memberships__c

The Salesforce ID of the parent Membership

All Lifecycle Actions

ACMETECH_Contact__c

The Salesforce ID of the customer Contact. 

Required for primary cardholder only.

ACMETECH__End_Date__c

Must contain a date in YYYY-MM-DD format

All Lifecycle Actions

ACMETECH__External_Barcode__c

Must be “SFDC_REPLACE” or an External Barcode from a prior membership card

“SFDC_REPLACE” is required for MembershipPurchase. The existing External Barcode is required for all other Lifecycle Actions.

ACMETECH__External_Import_id__c

Must be “SFDC_REPLACE” or an External Import ID from a prior membership card

All Lifecycle Actions

ACMETECH_Name_On_Card__c

The name to be displayed on the membership card

All Lifecycle Actions

ACMETECH__Standing__c

Must contain “Active” or “Dropped”

Use “Dropped” when removing a cardholder from a downgrade or a renewal. Use “Active” for all other Lifecycle Actions.

ACMETECH__Start_Date__c

Must contain a date in YYYY-MM-DD format

All Lifecycle Actions

ACMETECH__Type__c

Must contain “Primary” or “Secondary”

All Lifecycle Actions

ACMETECH__Is_Bulk__c

Must be TRUE

All Lifecycle Actions

ACMETECH_STATUS_C 

Can be “Preparing" or “Pending". ACME recommends setting it to “Preparing" until all uploads have completed and spot checked, and then updating to “Pending".

All Lifecycle Actions

ACMETECH_ACME_External_ID__c

Must be BLANK for all lifecycle actions

All Lifecycle Actions except Cancel. This ID is unique in ACME and may not be present on more than one Card.

 

Since the membership number, external import ID, and card barcode are generated by ACME, inserting a wrong value will prevent a new membership or other lifecycle action update from being processed. Please pay close attention to the required fields in the spreadsheet.


When inserting the Memberships and Cards for a renewal, upgrade, downgrade, or rejoin, you will need to include the Import IDs for the previous membership lifecycle action, and previous Membership Card.  Import ID is the unique identifier that links all of the membership and card records together across terms. 

Always create new Membership and Card records for every lifecycle action except Cancel.


Inputs


Outputs

  • Memberships are added to existing Contacts in Salesforce 

  • Membership Cards are added to new Memberships in Salesforce

  • All memberships uploaded as a part of a lifecycle action change (New, Renew, Upgrade, Downgrade, Rejoin) will create a new membership record in Salesforce. 


Exceptions

  • Additional custom fields included in upload files will not be sent to ACME in the sync


Controls

  • When uploading files, ACME recommends setting Memberships and Cards to “Preparing" status until all uploads have completed and been spot checked. Using this status allows the user to start data entry and then pause until they are ready to finish the process.

  • There is Validation in ACME to prevent multiple membership versions from containing the same Salesforce ID


Verification Process

  • Memberships are added to existing contacts in Salesforce.

  • Validations are checked by ACME’s API. If errors are caught, records will be stuck in Completed. (See Bulk Sync -> Validation section).

  • Memberships and/or Cards created in ACME.



User Guide

New Membership Purchase

  1. Create a Membership record with all required fields (yellow fields in the reference sheet).

  2. Create the Membership Card(s) with all required fields.

  3. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.


Notes:

  • SFDC_REPLACE is the indicator that ACME should generate a new ID.

  • SFDC_REPLACE is required for Import ID on the Membership and Membership Card(s), and the External Barcode on the Membership Card(s).

  • Leave the value for Acme External ID blank.

  • For Corporate Memberships, it is required that the Organization Record has an External Organization Import ID and that ID value must be used as the External Organization Import ID on the membership.

  • For Corporate Memberships, we recommend that you do not associate a contact on the card in Salesforce since ACME does not link customers to Corporate Membership cards like it does for Individual/Family Membership cards. 


Membership Lifecycle Changes

Use for: 

Upgrades, Downgrades, Renewals of all kinds, Post-term Renewals of all kinds, Rejoins of all kinds

  1. Create a Membership record with all required fields.

    • Set the Import IDs on Membership to the value on the previous version.

  2. Create the Membership Card(s) with all required fields.

    • Set the Import IDs on the Card(s) to the value on the previous version.

    • Set the External Barcode on the Card(s) to the value on the previous version.

    • Leave the value for Acme External ID blank.

    • To add an additional new Card at the time, create a new Card with all required fields and set the Import ID and External Barcode to SFDC_REPLACE.

    • To remove a Card at this time, simply leave the Card off of the membership. You do not need to adjust the old Card version manually.

  3. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.

Notes:

  • For Corporate Memberships, it is required that the Organization Record has an External Organization Import ID and that ID value must be used as the External Organization Import ID on the membership.

  • For Corporate Memberships, we recommend that you do not associate a contact on the card in Salesforce since ACME does not link customers to Corporate Membership cards like it does for Individual/Family Membership cards. 


Membership Cancel

  1. DO NOT create a new Membership record.

  2. Edit the Membership you wish to cancel by setting the End Date to today (or a date in the past) and the Standing to Dropped.

  3. Edit the Membership Card(s) by setting the End Date to today (or a date in the past) and the Standing to Dropped.

  4. Use the "Update in ACME" button to mark the records to be picked up by the integration. When the Status changes to Synced to ACME, the process is complete.

Notes:

  • No refund can be issued through the Membership Import process. 

    • Check and cash refunds must be processed manually

    • Credit card refunds, for memberships originally sold in ACME, must be processed through PoS or Visualforce

  • For Corporate Memberships, it is required that the Organization Record has an External Organization Import ID and that ID value must be used as the External Organization Import ID on the membership.

  • For Corporate Memberships, we recommend that you do not associate a contact on the card in Salesforce since ACME does not link customers to Corporate Membership cards like it does for Individual/Family Membership cards.


Attachments

ACME/SF Membership Import Requirements Template

  • Attached below.