An initial Screening Form creates a Parent and a Historical Salesforce Intake Form. Each time a new screening form is submitted, the Parent Intake is updated with the most recent information, and a new Historical Intake is created. Over time, you can expect to see multiple historical intake records.
Heads-up!: A NEW Salesforce Contact and Primary Intake is created if an applicant submits a new Screening Form with a different email address. This will create duplicate Applicants
on the waitlist, and it is advised to monitor for this periodically.
Work with the Parent or Primary Intake Record
, which always reflects the most recent Screening Form submission and updates accordingly.
- Parent Intakes Record Type = Intake “History” does not appear in the Intake Name.
- The Intake Name contains the date of the initial submission and does not update after creation.
- The Parent Intake Field on the form is blank
The Historical Intakes are attached to the Parent Intake and are available to maintain an accurate historical record.
- Historical Intake Record Type= Intake History
- “History” and the date of submission is appended to the Intake Name
- The Parent Intake Field on the historical Intakes links to the Parent record.
Helpful Tips:
- If you need to edit the applicant information for any reason, make sure to update the Parent Intake and not the Historical Intake Form! Editing a Historical Intake does not update the Parent Intake
- For easy SalesForce reporting and list views, exclude ‘history’ from the Intake Name as a criteria to only report on Parent Intake Forms
Screening Form Submission | ||
First Screening Form Submission | Creates a Parent Intake and creates a child Historical Intake | Campaign Members
created with Member Status = Prospect are created for eligible Intakes |
Subsequent submission for the same Campaign | A new Historical Intake Record
under the original Parent Intake Record
is created. Parent Intake is updated with the same new Screening Form details. | Last updated date on Campaign Member is updated |
Subsequent submission for a new Campaign | A separate, new Parent and Historical Intake linked to the new Campaign | Creates a new Campaign Member for that Campaign |