Flags: Tracking CAC Board Members, Alumni and Employees

Board membership, Alumni and employment at CAC is tracked using the Affiliations object. Affiliations record a relationship between a person (Contact) and an organization (Account). This is a standard feature of the Nonprofit Success Pack that we are leveraging and getting some additional use of, as you'll see below.

When you put an account in the Primary Affiliation field on a contact an Affiliation record is automatically created (with whatever was in the Title field on contact in the Role field on Affiliation, a Start Date of today, a status of Current, and the Primary box checked). If you later replace that Primary Affiliation with a new one, the existing is marked Former with an End Date today. So you can see that this makes it easy to track people coming and going as employees with a primary affiliation to the Clean Air Council account.!

Board members should get non-primary affiilations, since we usually reserve Primary Affiliation for a person's place of employment. But you can simply make a new Organization Affiliation record to the Clean Air Council Board of Directors account with the proper role (board member, chair, treasurer, etc), status, and dates.

There is automation that looks at affiliations to see if there are any to either of those accounts:

- If there is an affiliation to the board of directors, it's counted in two fields on Contact (one for Former affiliations, one for Current). The contact field CAC Board Status will indicate if this is a current or former board member based on those counts. This field is not included on page layouts, but can be used for reporting and also is used to hide or display a board member flag on the record page.

- In the same manner, if there is an affiliation to the CAC account itself, the CAC Employee Status field will indicate current or former employee. This field also is not on page layouts, but it can be used for reporting and controls a flag on the record page.