Using Profile Builder for Student and Contacts

Step 1: Confirm Versions of Base Package and Recruitment Manager

Profile Builder requires you to have the following minimum versions:

• Base Package 1.37 or higher.
• Recruitment Manager 2.66 or higher.

To obtain the latest versions, please see the TargetX Recruitment Suite: Admin Group.

Step 2: Create Tabs to Access Custom Objects

Search for Source to Master Objects from the App Launcher. If it's available, proceed to the next step. ​If it's not available, follow these steps to create a tab: 

1. Navigate to Setup and search for Tabs.
2. In the Custom Object Tabs section, click New.
3. For Object, choose Source to Master Objects object, assign the 'Wrench' Tab Style or other - as desired, and click Next.  
4. Assign Default Off tab security to all profiles and click Next.

Step 3: Enable Profile Builder Triggers

1. Navigate to the RM Preferences tab.
2. In the Profile Builder Rollups section, activate all or any of the desired triggers according to your preferences. Enabling a trigger for the specified object allows data from those records to be rolled up to the Contact record.
3. The Batch Rollup Object and Batch Rollup Context fields allow you to run a batch job to create rollups.

• Batch Rollup Object - Select the object to run the batch rollup. The batch rollup job can be performed on one object at a time. Please wait for the confirmation email that batch rollup has been completed before running the batch rollup on another object. The Run Rollup button runs a batch job to perform a rollup on the selected object in the "Batch Rollup Object" field.
• Batch Rollup Context - Select "Process All" to run rollup on all records. Select "Process Tracked" to run rollup on all records with values in tracked fields.

Notes:

• These Settings should only be enabled for objects already set up to use Source to Master.
• Before running batches, uncheck the Related Contacts Async checkbox in Base Custom Settings and recheck once the batches complete.

Step 4: Edit Page Layouts

1. Navigate to Setup and select Object Manager.
2. Select the Source to Master Object object and edit the default layout to include all fields.
3. Add a Related List for Tracked Field and edit the default layout to include all fields.

Note: it is recommended that you include Tracked Field Name, Source Field, and then the Target Field.

Step 5: Create Target Fields on Contact Object

1. Navigate to Setup and select Object Manager.
2. Locate the Contact object.
3. Select Fields & Relationships.
4. Create a New custom field on the Contact object for each field that will be rolled up from a related record. The following is an example using the Application object: 
   1. Data Type = Roll-up Summary
   2. Field Label = User defined, such as Total Applications (Roll-Up)
   3. Summarized Object = Applications
   4. Roll-up Type = COUNT
   5. Filter Criteria = All records should be included in the calculation

Note: Name fields and set security appropriately.

Step 6: Create Source to Master Objects Records

1. Search for Source to Master Objects from the App Launcher.
2. Configure each object that has a relationship to the student/contact record:

• Select 'New'
• Enter the 'Source object' field value as the fully qualified 'Relationship Name.' The Relationship name value can be built by following the steps below:
  • In a separate browser tab, navigate to the object you wish to roll up data (e.g., Inquiry, Application, etc.).
  • Click the Field Label for the Contact Lookup field on the object.
  • Concatenate the following information from the Contact Lookup field to build the 'Source object' field value. (Note: this is standard SoQL syntax for referencing child relationship fields):
    • First, add the Namespace Prefix from the Field Information section:
      
    • Add double underscore ( __ ) after the above value.
    • Next, add the Child Relationship Name from the Master-Detail Options section:
      
    • Finally, add double underscore + the ‘r’ character ( __r )

For example, the Relationship Name for the Application Object would be:
    TargetX_SRMb__Application__r

Note: if you're unsure of these steps, please contact TargetX Support.

• Enter an Order By clause - of 'CreatedDate DESC.'
  
  Note: you can customize the 'Order by' clause, depending on your needs. When ordering by multiple fields, the order by clause should not contain spaces before and after the comma. For example, TargetX_SRMb_Stage_c ASC,CreatedDate DESC  
   

Examples:

• CreatedDate DESC
• TargetX_SRMb__Application_Submit_Date__c DESC
• TargetX_SRMb__Start_Term_Year__c DESC

Step 7: Configure Roll-Up Field Mappings

Note: only one source to master record per source object is supported - meaning you cannot have one source to master rolling up Application data based on order by clause A and another source to master rolling up Application data based on order by clause B. You can roll up multiple source fields from the source object in one source to master record, and all must use the same logic criteria.

1. For each 'Source to Master Object' record, add tracked field records for each field to be rolled-up from the related object to the contact object.

• Select 'New Tracked Field' on the Source to Master record
• Enter the API name of related Source Field (on related object)
• Enter the API name of related Target Field (on Contact object)
• Select Save or Save & New to add more fields for the same source object.

Note: Field updates will fire based on the Create Date on the related object records. Each field from the child object can only be mapped once; you cannot map the same field twice to two different fields.

In this example, the Possible Academic Major from the Application will roll-up to the Contact field Anticipated Major: