CiviCRM Community Forums (archive)

Further to this discussion thread - http://forum.civicrm.org/index.php/topic,33926.0.html I checked the issue tracker and found https://issues.civicrm.org/jira/browse/CRM-11342 which pretty clearly indicates that this functionality  - where a scheduled reminder for a membership will be sent to the email address(es) of permissioned individual(s) in the case where the member is an organisation - was up and running in version 4.2.7 (and very likely earlier).

This functionality is critically important in enabling membership retention where organisations are members. As is indicated by the linked forum thread this functionality appears to have been lost in recent times. I've tested for it in 4.4.7 and 4.5beta9 and couldn't get ti to work - the scheduled reminder just gets sent to the email address of the organisation record, and nothing is getting sent to any individual, whether linked by a permissioned relationship, or otherwise. However as the feature is not discussed in the documentation it is possible that I've not configured my tests correctly.

It would be fabulous to get this feature back in 4.5.

Hi Renaee
Many thanks for taking the time to report your findings. I'm not clear from what you've written whether your memberships are associated with the organisational record or the permissioned individual?

Looking at the comment from Dave Greenberg on the issue linked to in this thread (https://issues.civicrm.org/jira/browse/CRM-11342) it appears that my experience - i.e. that this doesn't work as it should - is confirmed, so maybe Fuzion are providing you with a specialised version that is not showing this problem.

Ok - will do my best here to convey what we are trying to do and what I think I have confirmed works and what does not at this stage, but it is still in progress....

The first time I did get this to work was when I had is set up as follows.

Membership type of example 'MetroCouncil' was attached to an Organisational record called 'TestCouncil' (to answer your question, they are not on the individual contact record in this test)

There were two staff members of TestCouncil who had an inherited or related membership based on their employment with TestCouncil. (as set up in the membership type)

One of the members - memberA, had a Permissioned Relationship which enabled them to edit TestCouncil Org and for TestCouncil Org to edit them.

I set up a scheduled reminder to go 1 day before membership end date.

I then set up a Smart Group, with the following search criteria:

Employee of ...AND...
Relationship - Active and Current ...AND...
Relationship - Permissioned ...AND...
Membership Type = MetroCouncil

This search returned only the member with the permissioned relationship as expected. So I saved the result of this search for use in the scheduled letter.

I went into the Scheduled letter and in the 'recipients' area I put Limit to and Select From Group and then I selected my saved Smart group called MetroCouncilTest.

This sent a renewal reminder to only MemberA and not to the Org TestCouncil and not to the other related member either.

So this was the first test and is the method that does work.

based on the comments in the previous thread I thought the step of creating the smart group was unnecessary and it would send it to the permissioned related member by default, but based on the test I did last night, which did not return a result, ie no reminders were sent at all (as we do not have email addresses on our Org Records) then I think that this shows that it does not work in this way.

I hope this clarifies and it would be great if you could test this method too as a way to confirm. I am going to do it another time with a different membership type just to be sure.

Renaee.

#upperholm and #petednz
I wanted to let you know that we are now using Memberships on the organisational record for our larger membership types, with the permission relationship of Employer/Employee and with one person from the org having the special permissions to update the org record and the org record to update them.

Renewal reminders via the scheduled letters are starting to be sent, and what is happening is that a reminder is being sent to the Org record AND the permissioned member.

There has been no need to use smart groups.

So it seems that it was not neccesary for me to have copied the email address and the physical address onto the Org record, as the reminder would have been sent to the nominated member rep anyway. 

Any questions about this let me know.
Renaee.

Hi Graham - we are on 4.4.9 and it is definitely going to both the Org record and to the permissioned relationship. I don't know if this is unexpected behaviour but it is not really a problem for us. Mostly we have the billing address on the Org record as the same email as the primary rep with the special permission, but sometimes it is a different billing address so I am quite happy with it being sent to both, as we operate with one person from that org being responsible for contacting their finance dept and getting it paid.

No other employees are getting it either which is the main problem on the earlier versions.

Yep - and turns out this is not what we need after all! as we use the civi ID number to make up unique invoice numbers in our renewal reminder invoices for membership, so now they are getting two invoices with 2 different numbers, so I am going through and deleting the email addresses off the org record - live and learn, just posting this in case it helps anyone else out in the same boat.
Renaee.