PatronManager Help

July 2019 Release Notes

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July 2019 Release Notes: https://help.pm.leapevent.tech/a/1096091

What's New in This Release

We’re excited to bring all of your financial reporting into one report - yes, one report for all fundraising and ticketing income! Besides simplifying your accounting process, you’ll also now have a much stronger audit trail on all your Donations, including those paid with cash and check.

That and much more in this release:

Donation Transaction Records

We are excited to announce a long-awaited product improvement that will have a major impact on your ability to run comprehensive financial reports!

With this release, PatronManager will now create Payment Transaction records for all processed Donations.

Credit card Donations have always received Payment Transaction records; this is an extension of that functionality to encompass all your Payment Types.

What this means to you:

  • Donation transactions will be fully reportable alongside ticketing transactions in financial reports. This enables commonly-requested reports, like:
    • A single report for “my auditor needs to see a report of all money transacted in PatronManager last year”
    • A single report for "I need to see all the money transacted in PatronManager at the end of each day"
  • Donations will have an audit trail, which:
    • Shows when they were processed/refunded and by whom
    • Forces them to be refunded/re-processed rather than simply deleted or substantially edited after they've been submitted

Preparation guide

When this release takes effect, you may need to adjust some of your donation processing habits. To help you prepare, we've put together this guide.

It's important you review this guide to ensure you're adhering to donation entry best practices.

Considerations for previously-entered Donations

Donations you've entered previously will not be affected by this feature, which means those non-credit card Donations will not have Payment Transaction data, and cannot be included in your new, comprehensive financial reports. You will still be able to report on those older Donations as you do now.

If you would like Payment Transaction records created for previous Donations so you can include them in future comprehensive financial reports, our data specialists can help you out with a paid data project. Submit a support request for more information, and let us know how far back you'd like to go (for example, you may wish to backfill for your current fiscal year, if it started prior to July 1).

Comprehensive financial reporting

Brand new packaged financial reports are coming soon to allow you to use your new Donation transaction data easily. Stay tuned for more in the next PatronManager release!

In the meantime, custom financial reports will be able to include the new records, and your existing Donation-based reports will continue to work just as they have in the past.

More information

We've prepared a comprehensive overview of what's changing now that Donation Transaction Records will exist for all Payment Types. Read more about it here.

Improvements to the New Public Ticketing Site

As we continue to iterate on the new public ticketing site (aka the new PTS), we're incorporating your feedback into updates and improvements. You're an important part of the process! As you upgrade to the new PTS and start exploring, we welcome your input via support requests.

Haven't transitioned to the new public ticketing site yet? Here is an article for you - jump in today!

See all the PTS updates in this release

Choose a default view (Calendar vs List) for the Events page

Previously, if you had enabled both Calendar view and one of the list views (Expanded or Condensed), the Events page on the PTS always defaulted to the list view.

Now, a new setting within the Theme Builder allows you to choose the default view:

Calendar updated to use brand colors and optimized for small screens

Heads up! If you've already activated the new PTS, you'll need to re-publish your theme to take advantage of this update. Here's how.

We've adjusted the display on the calendar view so that you can see the full name of the Event on large screens, with the time clearly marked on its own line. The calendar cells will also expand vertically to fit multiple performances and Events with longer names.

Mobile devices will clearly show the available performance times in the limited available space on the screen:

And clicking on a day brings up all Event Instances for that day (on any screen size), with links to purchase:

The calendar will also now utilize the brand colors you specify in your theme:

We want your new PTS to look great! When you click the "Manage Content" button on a Ticketable Event to add images, you'll now see the recommended image dimensions on the upload page:

Common audio players are now supported in iframes

As of the last release, you could embed video from YouTube or Vimeo in rich text fields on the new PTS (for example: the Events Content field, the Ticketable Event Detail, and the Donation Landing Copy).

This release allows you to incorporate audio files from Spotify, Bandcamp, Soundcloud and Apple Music in the same way, to better support our clients who are music-first.

Adjusted the Buyer Info page in the checkout flow to reduce scrolling

Previously, the Buyer Info page in the checkout flow displayed all fields in a single column, which led to lots of scrolling. Now the layout on that specific page gives more space to the fields the patron needs to fill out, so that they can more easily see what's needed from them:

PatronPortal improvements

The last PatronManager release included PatronPortal functionality on the new public ticketing site. This release improves that functionality, so that Portal is cleaner, clearer, and easier for your patrons to use.

Not sure what PatronPortal is? Click here to learn more!!

Review all the Portal adjustments in this release

Ticket Order Status labels

Previously, the "Orders" page within PatronPortal showed the actual Order Status values, but some of those use internal language that could be confusing for patrons (such as "To Be Qualified" for Ticket Orders containing unqualified Donations).

Now Portal users will see labels instead, to help them understand the status of their Orders in simplified language. The labels your patrons will see in Portal correspond to the following internal Order Status values:

PatronPortal Label Internal Order Status(es)
Completed To Be Qualified, Complete
Partially Paid Partially Paid
Reservation Reservation
In Review Payment Exception, Confirmation Exception, Chargeback Pending
Refunded Fully Refunded

Only Donations with >=90% Probability are visible in Portal

Previously, the "Donations" tab within PatronPortal included all Donations, including those with low Probability percentages. The Probability percentage is related to the Stage field. For example, a "Posted" Donation has a Probability of 100%, meaning you've received it, while a "Pledged" or "Pending" Donation has a Probability of 90%, meaning you expect to receive it but it hasn't yet come in.

Other Stages have lower Probability percentages: for example, the "Prospecting" Stage that's often used with Major Gifts has a Probability of 10%. Now patrons will not be able to see those lower-Probability gifts in Portal, which is especially important if you're using Moves Management and tracking those future asks in PatronManager.

If you're not yet using Moves Management, click here to read more about it!

Adjusted the Donations tab in PatronPortal to sort records by Close Date

Previously, the new PTS was sorting the records on the Donations tab in Portal in alphabetical order. Now the sorting goes by Close Date instead! Completed Donations will show the most recent first, while the list of upcoming Donations will start with the next one.

Bug fixes on the new PTS

We've also resolved some issues that were specific to the new public ticketing site.

Learn about PTS bug fixes in this release

Odd scrolling behavior

The new PTS previously exhibited some unexpected scrolling behavior. For example:

  • Scrolling to the bottom of one page (e.g. the Events list) and clicking on a link landed you on the bottom of that page, instead of the top
  • Scrolling on a seat map and then selecting a seat caused the seat map to reload in the default scroll position, making it difficult to find the seat you had selected.

These issues have been fixed.

Section grouping for a subset of PYOS venues

Pick-Your-Own-Seat (PYOS) venues have an option to "Group Sections in Legend", which, if checked, combines sections on the section map into one large section. That allows the patron to click through to the seat map and view the entire venue (for example, balcony and orchestra all at once).

Previously, the new PTS mishandled some venues where that option was not selected, and treated them as if the box were checked. This has been resolved, so the new PTS now obeys that checkbox on the venue record.

Time zone for the calendar view

There was a bug that caused Event Instance Times on the calendar to display based on the time zone setting on the patron's computer, rather than the actual time of the show in the org’s time zone. This has been fixed, so that an 8pm show will always say 8pm on the calendar, regardless of the patron's time zone.

Calendar navigation while an Event pop-up is visible

Clicking on the calendar gives a small pop-up with more information about the Event Instance and a link to buy. Previously, clicking navigation buttons on the calendar itself (to change the month view) without first dismissing that pop-up would fail. Now, it works.

Box Office Improvements

The new public ticketing site is exciting, but we haven't forgotten about the rest of the box office experience!

Review box office updates in this release

“Refunded” and “Did Not Renew” Orders no longer appear in the “Awaiting Fulfillment” view in the PatronTicket Orders tab

One of your more frequent requests! Previously, Subscription Orders that hadn’t been fulfilled showed up in the “Awaiting Fulfillment” dropdown view in the PatronTicket Orders tab, even if those Orders couldn’t be fulfilled because they’d already been refunded.

This meant that most clients could never empty that view / complete that task, because the list would include old refunded Orders, often from previous seasons.

Now everything in that list will need attention, making it more useful for keeping on top of subscription fulfillment.

Users can now clone Events, Instances, and Discount Codes that were created by since-deactivated users

Previously, if a user created a Ticketable Event, Event Instance, or Discount Code and then left the org and had their user deactivated, another user could not clone that record and would receive an error.

Now users can clone these records regardless of the status of the original record's owner.

To Be Qualified Ticket Orders now prevent removing or changing the Contact without qualifying the Order first

Prior to this release, a user could change the Contact on a To Be Qualified Ticket Order without actually qualifying the Order. This would leave the Order 'stuck' in an unqualified state; attempting to qualify the Order led to an error message that the Contact had already been qualified.

Now, users must first qualify the Order before they can associate it with a different Contact record.

While the Order is connected to the placeholder To Be Qualified Contact, it is possible to correct Contact information (e.g. misspellings) by editing the Buyer Info fields.

After the Order has been qualified, changes to those fields affect only that Ticket Order.

Bug Fixes and Other Updates

With each release, we tidy up bits of unexpected behavior and make minor adjustments to the product.

Learn more about bug fixes and other updates in this release

PatronMail CRM Snapshot retirement

The CRM Snapshots tab previously included a sub-tab called "Campaigns" with Snapshot options that were specific to PatronMail, our legacy email marketing tool retired in 2017. We have removed that section of CRM Snapshots to avoid confusion with other kinds of Campaigns.

If you need to report on legacy PatronMail data, this is still possible via the standard Reports tab.

Custom “Phone” fields are now allowed in PatronManager Box Office

Previously, PatronManager Box Office was not compatible with custom Ticket Order "Phone"-type fields. This mainly affected clients who use integrations like Mogli to text their patrons, and therefore wanted to collect mobile phone numbers during checkout. It has been fixed so custom phone fields will work.

To learn more about Mogli and other recommended apps, click here.

The Event Summary Report now allows grouping by Allocation in Lightning

Previously, clicking the link to group the Event Summary Report by Allocation resulted in an error in Lightning. Now it works.

Clear error message in PatronManager Box Office if the Events in an Order don’t share a common Delivery Method

In PatronManager Box Office, if you added Events that didn’t have a common delivery method (for example, one Event only allowed Emailed tickets and another only allowed Shipped tickets), you couldn’t complete the Order, but there was no explanation as to why.

Now this scenario gives a clear error message so that the user can solve the problem (by processing separate Orders, or adjusting the selected delivery methods on one or more of the Events).

Salesforce Summer Updates

Salesforce released their Summer 2019 update earlier this month. Here are some highlights from their 502-page release notes! Note that all of these features are available in Lightning only.

Need to make the move to Lightning? Check out our Transition Guide.

Check out our top picks among the Salesforce Summer '19 updates

Keep record context when switching from Salesforce Classic to Lightning

Previously, any time you switched from Salesforce Classic to Lightning, you would always land on the Lightning home page. Now you can switch into Lightning from anywhere in PatronManager, and land (in Lightning) in the same place you were before you switched.

Enhanced Email Letterheads and Templates are now available in Lightning

Previously, the ability to create HTML email templates and letterheads with images, a standard header/footer, organization information, etc. was only possible in Salesforce's Classic interface. Now admins can create enhanced templates and letterheads in Lightning, too. Note that your existing letterheads (ones created in Classic) will be found in a new place in Setup, under the renamed menu option "Classic Letterheads". You can create new letterheads by typing "Enhanced Letterheads" in the App Launcher.

Toss some virtual confetti when a Major Gift or Grant comes through!

Virtual confetti is a fun way to celebrate your success when a Major Gift or Grant comes in. This feature works with the Sales Path in Lightning, and is triggered when an Opportunity/Donation is set to a certain "Closed Won" Stage.

You can enable this feature by searching for Path Settings in the Quick Find box in Setup. Once there, you can enable Path if it's not already enabled, or edit your existing Paths to control the conditions for when and how often the celebration happens (always, or only sometimes, to keep the element of surprise!).

Conditional report subscriptions are now available in Lightning

This valuable reporting feature allows you to get notified (or notify others) when report results meet certain conditions. Previously this was only possible in Salesforce Classic, but now it's possible to set up your conditions in Lightning too.

Conditional formatting of reports is now available in Lightning 

If you've used Conditional Formatting in Salesforce Classic (where it's known as "Conditional Highlighting"), or even in Excel, you know how great it is to have a visual indicator that certain value breakpoints have been met. Now that this feature is available in Lightning, you can apply up to five formatting rules to a report (in Classic it was only three).

You can also use either a standard color palette to highlight your data, or customize your highlighted cells with colors of your choosing. Conditional formatting rules can still only be used on summary or matrix reports, where they are applied to summaries, like totals or subtotals, or custom summary formulas.

Search within a report

This feature lets you search for specific records and values in the results of your report.  A new search icon will appear on the report's run page, and the results of your search will be highlighted in yellow directly on the report.

The report table search returns results only on the records that are rendered, which is a maximum of 2,000 records and 100 columns.

Quick filters let you find the information you need in a long related list on a particular record more quickly. Just open the related list and select the funnel icon to add your filters. This is great if you're on the phone with a patron who lost their tickets and needs you to resend them, or wants to do an exchange.

That's it; you made it to the end!

Here's a present:

Remember!

Your feedback helps us improve PatronManager for everyone. Have ideas or comments for us? We'd love to hear from you. Submit a Product Idea to send us your feedback.

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