Configure Affiliations Settings

Verify the Default Primary Affiliation Mappings

The Primary Affiliation fields on a Contact record each map to an Account record type, according to the Affiliation Mappings on the Affiliation Settings page.

Verify the mappings for the default Account record types (1) and their corresponding Primary Affiliation fields (2).

On the HEDA Contact Layout, only the Primary Business Organization and Primary Household fields are included by default.

Note An Affiliation mapping for an Account record type can also be configured to automatically create related Program Enrollment records. By default, these auto-enrollment settings are enabled for the Academic Program record type only. For details, see Verify Auto-Enrollment Settings for Program Enrollments.

Add Affiliation Mappings for Custom Record Types

If you're using a custom Account record type that corresponds to a Primary Affiliation field on the Contact page layout, create an Affiliation mapping to sync their data.

For example, let's say that you enroll students in a Summer Learning Program, a custom Account record type similar to the default Academic Program Account record type.

1. Verify the API name of the custom Account record type. In our example, it's Summer_Learning_Program.

2. Verify the field label of the corresponding Primary Affiliation field on the Contact page layout. In our example, it's Primary Summer Program.

   

   Note Ideally, the Account record type and Primary Affiliation field are similarly named for consistency.

3. Create the Affiliation mapping.

   1. In EDA Settings, click Affiliation Mappings.

   2. In the Affiliation Mapping section, click New and then select an Account Record Type and Primary Affiliation Field on Contact. The API names automatically appear below the selection.

   3. Save your changes.

4. Test the newly created Affiliation mapping.

   1. Create an Account record with the Summer Learning Program record type. For example, call it Summer Learning Program '21. 

   2. On the student's Contact record:

      1. From the Affiliated Accounts related list, click New. 

      2. In Organization, select Summer Learning ‘21.

      3. Select Primary.

      4. Save your changes.

         When you view Lucy's Contact record, Summer Learning '21 is her Primary Summer Program.

         

         

         Note If you also want a related Program Enrollment record to be created automatically for Lucy, be sure to specify her Role in the Affiliation as Student. For more information, see Verify Auto-Enrollment Settings for Program Enrollments.

Prevent Affiliation Mapping Errors

Affiliation mappings and Table Driven Trigger Management (TDTM) automation help keep data in Contacts' Primary Affiliation fields up-to-date. However, without additional configuration, it's possible for users to create erroneous Primary Affiliation data on Contact records. To guard against an Account record type without an Affiliation mapping, enforce record type validation.

1. In EDA Settings, click Record Type Validation.

2. If the setting isn't turned on, click Edit, select it, and click Save.

   

   Note If you installed K-12 Architecture Kit before version 1.119 (Summer '22), you can't edit Accounts if Record Type Validation is enabled and your language isn't set to English. To edit Accounts, disable Record Type Validation or remove your existing Affiliation mappings and add them again.

Configure Affiliation Mappings to Use Translated Values

As of EDA version 1.114 (Summer '21), Affiliation mappings and their related API names are automatically associated for you, so no additional work is needed to translate these values. If you created translated labels in Translation Workbench before EDA version 1.114, we recommend that you refresh your settings so that translations display properly.

Verify Auto-Enrollment Settings for Program Enrollments

The Academic Program record type is different from other Account record types with Affiliation mappings—it's the only one with Auto-Enrollment settings specified by default.

When you create a Primary Affiliation for a Contact with values that match values in the default Auto-Enrollment Mappings in EDA Settings, you also create the following Affiliations:

• Academic Program Account Record Type (1)

• Current Auto-Enrollment Status (2)

• Student Auto-Enrollment Role (3)

• Program Enrollment

In other words, Auto-Enrollment mappings control how EDA K-12 Architecture Kit handles Program Enrollments when Primary Affiliations are created. Contrast this automation with the other Program Enrollment settings, which affect Affiliations related to Program Enrollments that are deleted or created. These settings take effect only if the PREN_Affiliation_TDTM Trigger Handler is enabled. For Trigger Handler details, see Apex Class Descriptions for EDA .

For Account record types besides Academic Program (or custom versions of Academic Program), the Auto-Enrollment settings are likely not relevant.

Configure Affiliations Related to Deleted Program Enrollments

Control how K-12 Architecture Kit handles Affiliations when their related Program Enrollments are deleted.

1. In EDA Settings, click Program Enrollment Deletions.

2. Review these settings:

   Affiliations Related to Deleted Program Enrollments

   By default, this setting is turned off. When a Program Enrollment is deleted, its associated Affiliation isn't deleted, but its status is set to the value specified in the next setting. If this setting is turned on and the related Affiliation has no other associated Program Enrollments, the Affiliation is deleted.

   Status for Affiliations Not Deleted

   If the related Affiliation isn't deleted with the Program Enrollment, set its status to the value specified here. This setting applies only if Affiliations Related to Deleted Program Enrollments is turned on and if the Affiliation has no other associated Program Enrollments.

3. To change the default settings, click Edit, and then make and save your changes.

Configure Affiliations Created with Program Enrollments

Control how K-12 Architecture Kit handles Affiliations when Program Enrollments are created without an existing Affiliation.

1. In EDA Settings, click Program Enrollments.

2. Review these settings:

   Role for Created Affiliations

   By default, this setting is set to None, and Affiliations that are created when a Program Enrollment is created have no role specified. If a value is selected for this setting, Affiliations created have the role specified here.

   Status for Created Affiliations

   Set the status of Affiliations created to the value specified here.

   Affiliation End Date

   By default, this setting is turned off. Affiliations created don't specify an end date. If this setting is turned on, the End Date value is copied from the Program Enrollment.

   Affiliation Start Date

   By default, this setting is turned off. Affiliations created don't specify a start date. If this setting is turned on, the Start Date value is copied from the Program Enrollment.

3. If you need to change the default settings, click Edit, and then make and save your changes.

Disable Contacts to Multiple Accounts

If the Contacts to Multiple Accounts feature is enabled in your org, we recommend that you disable it and use Affiliations instead.

The feature doesn't automatically relate a Contact and an Account based on a field's value (such as a Primary Business Organization) and doesn't support automated soft credits. If you leave Contacts to Multiple Accounts enabled, it doesn't prevent the use of Affiliations.

1. Remove the Related Contacts related list from any Account page layout where it appears.

2. Remove the Related Accounts related list from any Contact page layout where it appears.

3. From Setup, enter Account Settings in the Quick Find box, then select Account Settings.

4. Click Edit, then deselect Allow users to relate a contact to multiple accounts.

5. Save your changes.