Using RedHen CRM

RedHen CRM enables your Drupal site to also be your contact management system, allowing small groups to effectively collect and store important information about contacts and members without having to set up a second system. RedHen is built natively within Drupal, so its integration is seamless.

Getting started with Debut RedHen

  • If you haven’t already done so when installing Open Outreach, enable Debut RedHen through the Features interface.
  • Once enabled, you will have a new tab on the top of page toolbar for RedHen. Clicking on this link will take to to the CRM Dashboard, which will be your key entry point for using the CRM.

  • The structure link should be your first starting point. (This can also be reached via admin/structure/redhen).
  • The Debut RedHen feature starts you off by having created one contact type which has been called “General”. This contact type comes with fields for first and last name; email address(es); address; type of contact as well as an additional information field which can be temporarily used for a phone number (until this feature is added to RedHen) or other information.
  • The type of contact is set by using a “Contact type” vocabulary which comes with the initial terms of Funder, Media, Staff and Volunteer. These terms can easily be added to, altered or removed under admin/structure/taxonomy/contact_type.
  • You will only need to add a new contact type if you require different fields than are present for the General contact. For example, perhaps you want to use your CRM for additional information about staff. To do so you would add a new contact type (admin/structure/redhen/contact_types/add), and then add the additional fields you need. Note: you need to ensure that the Field UI module is enabled to be able to add fields. You would probably also delete the term Staff under General contact so as not to create confusion.
  • You can also add additional fields to the general contact should there be additional information you wish to collect for all contacts.
  • The same approach has been taken for organization, where there is a General organization type and then organization type vocabulary terms for Business, Foundation, Government and Nonprofit.
  • For membership types, a Standard membership exists. If you have different types or classes of membership, you can add them here. For example, a professional organization may have regular members, student members and retired members.

Adding contacts

  • Once you have done the basic configuration of your types of contacts, memberships and organizations and their related terms and fields, you can begin to add contacts.
  • Navigate to your CRM dashboard, and select the applicable link. For example redhen/contact and then select the add contact link.
  • For contact, the first and last name and email are required fields, while others are optional. For an email you can add both a home and work email, by completing one, then selecting the Add another item button.
  • Note: the email field is a required field due to a setting on RedHen that links an email address to a Drupal user account. If you want the email field to be optional, you need to change this setting (admin/config/redhen/crm).
  • As mentioned above, a phone field does not yet exist in RedHen (due to the complexity of handling the verification of phone numbers over a wide array of countries), so in the short term the Additional information field can be used for phone numbers.
  • Save your contact.
  • If the email address matches a Drupal user account already on your site, RedHen will link the contact to the user account.
  • Once your contact record has been created, you can now take advantage of some of RedHen’s tools. The record for a contact will have tabs for Summary, Connections, Memberships, Engagement, Notes and Activity.
  • You can connect a contact to an organization by selecting the Connections tab.  Choose between connection types of Affiliated with or Personal connection. Then start typing in the name of an organization that exists in your CRM and select from the list of matches that appear. You then need to choose if this is an admin connection or a membership connection.
  • You also similarly add membership status by selecting the membership tab and configuring.
  • Notes can be added to a contact, and to those notes can be added engagement scores. So for example, if you are writing up the notes of a meeting with an individual, you might add an engagement score of high which will, then be automatically scored for this contact.
  • Notes comes with a Note vocabulary but no terms have been created, so if you want to categorize note types, go to the Note vocabulary and add terms.
  • The tabs for Engagement and Activity let you see what has been generated for this contact for both engagement and activity.

Adding contacts when a user registers on the site

RedHen has some additional features that you can choose to enable allowing the user registration process and contact creation process to be merged.
Under the RedHen CRM settings page (admin/config/redhen/crm), you can check options under user registration to:

  • Create a contact during user registration
  • Update and link existing contacts

You can also select an option to:

  • Display username as contact label.

Creating a contact during registration will display all the fields that you have on a particular contact type and will have the user fill them in as part of the registration process.

Adding organizations

  • Organizations are added in much the same way as contacts, with the organization’s name being the required field. There is also a field for the organization’s website, as well as address and the type of organization (based on either the default terms in the Organization type vocabulary or those that you have added or edited.)
  • For organizations, you can add connections with contacts.
  • You can also add a membership to an organization and can also add notes (but organizations do not have engagement scores.)

Debut RedHen roles and permissions

  • The roles and permissions for the CRM are somewhat different than for other Debut features.
  • The roles CRM Manager and CRM Viewer are created. They will need to be granted to users in addition to their other roles (such as editor or blogger as appropriate.)
  • It is assumed that in an organization, many people will need to be able to view the CRM and so creates  this quite limited role but one that allows them to view contact, organizations, activity etc.
  • Anyone who needs to be able to add or edit contacts should be given the CRM Manager role.

Debut RedHen event registration

  • To allow event registration functionality using RedHen, enable the Debut RedHen event registration sub-project on the modules page (you will also need to enable the RedHen Registration and Registration modules.) You also need Debut Event enabled.
  • Now when you create an event, you have the option of adding registration.
  • If you do so, then once you have created an event, you will see a tab Manage Registrations. Select this tab and then Settings to be able to configure the registration settings for your event.
  • Check the enable registration box to allow registration.
  • Set the capacity if there is one.
  • Configure open and closing dates for registration should you desire.
  • You can also set to send a reminder message and configure the message.
  • Select whether an individual can register for more than one space.
  • Enter the email address to use for these messages and save.
  • Now a viewer will see an option to register on the event node.

  • You can administer registration types and states at admin/structure/registration.
  • You can mange registrations via the CRM dashboard or via the node for any event with registration enabled.