CiviCRM Community Forums (archive)

Was wondering if maybe I am thinking about my custom data sets wrong.  Scenario: Custom demographics are collected about an organization at time of membership, this only relates to Organizational member type and not Individual or Associate membership (which are really treated as individual membership types).  First go round I created a custom dataset that was at the org level but this time around I rethought the issue and seemed like the membership dataset choice is a better fit.  This demographic data only is collected at time of renewal and is only used with regard to membership assessments. Where does the custom demographic data really fit best, contact or membership level?  Is there any impact to either choice?  Not every organization in the db will be a member that is why I thought it best fit under membership.  As always thank you very much.

Thanks Lobo - If these are required fields, how would you address those Organizations that these fields would not apply to? (i.e. Sponsors) Or rather maybe I am approaching this wrong and you could make the custom profile required when sign-up or renewal occurs for an organizational membership type?

I am coming back to this.  After playing around with this idea of demographics being an organizational dataset for a while I have some questions.

The only time that this information is collected is when the membership sign-up or renewal process is in place.  So I am not so sure that the placement is the best spot.  Let me describe my scenario a bit to see if you might be able to help further my explanation as to best approach to handle this.

Organizational, Associate and Individual Membership Types -> Organizational is the only time that the custom dataset needs to be completed/updated and only during membership sign-up/renewal

Membership renewal and sign-up form must be exposed to all logged-in users not public/anonymous, public/anonymous is not allowed access to any CiviCRM component.  During membership sign-up/renewal the custom dataset needs to be updated.  Pre-population of fields needs to occur, thought this was automatic when logged in and renewing membership but I cannot get any fields to prepopulate when logged in user and current member because of employer of relationship is tied to membership of organization (my understanding is that they had to have been the one to originally sign-up for this to work but doesn't make sense since membership is employer of relationship).  I thought that when checked "On Behalf Of" that the fields were prepopulated with existing info, I could not get this to work on 4.1b2 assuming that pre-population is not an issue resulting from membership above the individual as mentioned before. Cannot use Organizational Custom Data Fields on Membership (Contribution) Page.  Only the custom datasets that are of membership type. Maybe I am thinking about my approach all wrong and need an expert to point me in the right direction. Maybe a group is required for access control or something here? Please read my goal below so that it might help get me in the right direction.

GOAL:

Organization Membership Type requires "On Behalf Of" at all times and must be able to complete/update organizational custom dataset (organizational characteristics but only used for membership, otherwise not collected by other membership types or other organizations that are not members)
Must be at least an authenticated user to use sign-up/renewal page. Would like to assign the renewal ability to a "primary contact" for an organization so that the "primary contact" can edit/update the organization and any individual attached through "Employer Of" relationship.  Thus each organizational membership type would have a single person that could renew the membership and update the people attached to the organization along with any changes to the person record and the organization record.
Must allow for Organization, Associate and Individual membership types to sign-up/renew membership but organization membership type is the only one with the "extra dataset" data fields.

I can verify that both of these will work. In fact, if you create custom organization fields and add those to the "On Behalf Of" profile, they won't show up unless the user selects that they are signing up on behalf of an organization (that profile isn't loaded otherwise). 

1. Try including the custom organization fields you currently have as profile fields in the On Behalf Profile - I think this part should work and they should show up on a membership signup or renewal form

2. I think that the On Behalf Profile form fields should get loaded w/ existing data for a selected "related organization" if a logged in user accesses the membership renewal (or signup) form. The user's contact record needs to have permission for the related organization checked in the relationship record - e.g. "Jane Doe can view and update information for selected contact(s)" checkbox.

I'd probably add a little javascript to select "On behalf of" whenever someone chose the Organization type.  But, if I didn't want to write any custom code and was willing to create separate signup/renewal pages, I'd use smart groups & the CiviGroup Roles Sync module to put the appropriate link in the drupal menus (via permissions) for each contact type. That's a little bit of a side-trip, but it's something I use as I generally need to apply drupal permissions based on CiviCRM groups anyhow.

Custom data that's placed in the On Behalf of Profile should populate when the profile is used, assuming that everything is set up correctly.  Of course, this would apply to custom data fields that are available to the Organization contact type.  Are you saying that you see the fields, but they are empty? 

Just to double-check, the membership type should be assigned the relationship "Employer Of."  Then, the user (individual contact) filling out the form is assumed to be the "Employee." 

I'm not sure whether any custom fields that you might have assigned to a membership type would populate.

On your follow-up, I don't believe that individuals "employed" by the same organization will be able to edit each other.  I can navigation from my user dashboard to my employer's but, while the organization technically has the ability to edit its employees, when I try to exercise that ability via the dashboard, I get this message:  "This profile is configured for contact type 'Organization'. It cannot be used to edit contacts of other types."   Then again, I have my dashboard links reconfigured to use profiles instead of contact edit forms. 

This may seem obvious, but I'm speaking from personal experience!

Make sure that the custom data you are expecting to see populated in the On Behalf Of profile is populated in the related organization's contact record (and not the individual's contact record).  The On Behalf Of profile will only pull from and record to the Organization record.

I feel like i am seeing this discussion about 'on behalf of' fields not prefilling in to separate threads but can't put my finger on the other one - can you set up an 'on behalf of' on demo and confirm if the fields are prefilling or not

Would be good to verify if there's a problem w/ existing custom organization data loading into the On Behalf profile. Can you set up a test scenario on the 4.1 sandbox?

http://sandbox.drupal.civicrm.org