Engagement Plans¶

Engagement Plans provide task-based workflow templates that enable nonprofits to automate multi-step engagement processes. When an engagement plan is applied to a contact, account, opportunity, or campaign, the system automatically creates a set of tasks with configurable timing, assignments, and dependencies.

Overview¶

Engagement Plans enable standardized, repeatable engagement workflows:

Templates: Reusable task templates with timing and assignment rules
Plans: Instances of templates applied to specific records (contacts, accounts, etc.)
Dependent Tasks: Chain tasks so some don't start until others complete
Automated Assignment: Assign tasks to specific users or to the record owner
Email Notifications: Send task assignment emails automatically
Progress Tracking: Monitor completion across multiple engagement plans

Core Objects¶

Engagement_Plan_Template__c¶

Reusable workflow templates:

Field	Purpose
`Name`	Template name
`Description__c`	Template purpose and use cases
`Owner__c`	Template creator/owner
`Default_Assignee__c`	Who gets tasks (user, record owner, etc.)
`Status__c`	Active, Inactive, Archived
`Send_Email_On_Create__c`	Whether to email assignees when tasks created

Engagement_Plan_Task__c¶

Task definition within a template:

Field	Purpose
`Engagement_Plan_Template__c`	Parent template
`Name`	Task name
`Description__c`	Task details
`Subject__c`	Task subject line
`Comments__c`	Notes for assignee
`Days_After_Plan_Start__c`	How many days after plan creation this task starts
`Send_Email__c`	Send email to assignee when created
`Parent_Task__c`	Task that must complete before this
`Priority__c`	High, Normal, Low
`Type__c`	Task type (call, email, meeting, etc.)
`Reminder_Days__c`	Days before due date to remind assignee

Engagement_Plan__c¶

Instance of a template applied to a record:

Field	Purpose
`Engagement_Plan_Template__c`	Which template this plan uses
`Contact__c`	Contact this plan applies to
`Account__c`	Account this plan applies to
`Opportunity__c`	Opportunity this plan applies to
`Campaign__c`	Campaign this plan applies to
`Start_Date__c`	When the plan started
`Status__c`	In Progress, Completed, Cancelled
`Comments__c`	Notes about this plan instance

Only one of Contact, Account, Opportunity, or Campaign should be populated.

Template Builder¶

Managing Templates¶

Engagement plan templates are created and managed through the EP_ManageEPTemplate_CTRL controller and related LWC components:

Features:

Create and edit templates without code
Add tasks to templates
Set task sequence and timing
Configure task assignments and email options
Preview task hierarchy
Activate/deactivate templates

Template Structure¶

Templates follow a hierarchical structure:

Engagement Plan Template: "New Donor Stewardship"
├── Task 1: "Initial Thank You Call" (due immediately)
├── Task 2: "Send Donation Receipt" (due day 2)
├── Task 3: "Schedule Second Meeting" (due day 7, depends on Task 2)
├── Task 4: "Annual Giving Proposal" (due day 30, depends on Task 3)
└── Task 5: "Follow-up Call" (due day 45, depends on Task 4)

Tasks within a template are processed in: 1. Days offset order (day 0, day 2, day 7, etc.) 2. Dependency order (parents before children)

Task Creation and Assignment¶

Automatic Task Generation¶

When an Engagement_Plan__c is inserted, the EP_EngagementPlans_TDTM trigger:

Validate Plan: Ensures exactly one lookup field is populated (Contact, Account, Opportunity, or Campaign)
Load Template: Retrieves Engagement_Plan_Template__c and related Engagement_Plan_Task__c records
Create Tasks: For each task in template, creates a Task record:
Sets subject and description
Calculates due date based on plan start date + Days_After_Plan_Start__c
Assigns task based on template Default_Assignee__c
Sets task type/priority from template task

Task Assignment Rules¶

The EP_EngagementPlans_UTIL class determines task ownership:

Assignment	Behavior
Specific User	Task assigned to that user
Record Owner	Task assigned to owner of Contact/Account/Opportunity/Campaign
User Creating	Task assigned to user who created the engagement plan
Blank	Task assigned to default user or current user

Email Notification¶

For tasks with Send_Email__c enabled:

Task is created with email option
Salesforce sends email to assignee with task details
Email includes task subject, description, and due date
Parent tasks (dependencies) don't send emails automatically

Dependent Tasks and Sequencing¶

Task Dependencies¶

The Parent_Task__c field creates task dependencies:

Task 1: "Send Proposal" (Parent_Task__c = null)
Task 2: "Follow-up Call" (Parent_Task__c = Task 1)
Task 3: "Close Meeting" (Parent_Task__c = Task 2)

Dependencies prevent parallel task execution:

Task 1 must complete before Task 2 is created
Task 2 must complete before Task 3 is created
This ensures sequential workflows

Dependency Logic¶

The EP_TaskDependency_TDTM trigger:

Monitors task completion on related tasks
When a parent task is marked complete, creates child task
Calculates child task due date relative to completion
Sends emails if configured

No Parallel Tasks¶

Unlike some workflow systems, dependent tasks are sequential:

Parent task must be Completed status
Child task creation is triggered by parent completion
Organization controls timing through task due dates

Task Status and Rollup¶

Task Status Tracking¶

Tasks created from engagement plans have standard Salesforce status values:

Open: Task not started
In Progress: Task actively worked
Completed: Task finished
Deferred: Task postponed
Waiting on Someone Else: Task blocked

Engagement Plan Completion¶

The EP_EngagementPlans_TDTM tracks engagement plan completion:

Engagement plan is "Completed" when all tasks are completed
"In Progress" while tasks are open
Can be manually set to "Cancelled"

Task Rollup¶

The EP_TaskRollup_TDTM provides:

Count of open tasks on each engagement plan
Count of completed tasks
Task completion percentage
Last activity date

Engagement Plan Validation¶

Validation Rules¶

The EP_EngagementPlanTaskValidation_TDTM enforces:

Single Lookup: Exactly one of Contact, Account, Opportunity, Campaign is populated
No Duplicate Types: Can't have both Contact and Account populated
Valid Template: Referenced template exists and is active
No Update of Lookups: After creation, can't change which record the plan applies to

Duplicate Task Prevention¶

Tasks are not automatically deduped, but:

Organizations should carefully plan templates to avoid redundant tasks
Task descriptions should clearly distinguish similar tasks
Template testing should validate no unintended duplicates

Template Examples¶

New Donor Stewardship Template¶

"New Donor Stewardship"
├── Day 0: "Send Thank You Email" (assigned to record owner)
├── Day 3: "Log Donor Call" (depends on email)
├── Day 7: "Submit Donation Profile" (depends on call)
├── Day 14: "Schedule Next Meeting" (depends on profile)
└── Day 30: "Send Annual Report" (depends on meeting)

Campaign Execution Template¶

"Campaign Execution Workflow"
├── Day 0: "Create Campaign Materials" (assigned to marketing)
├── Day 5: "Review Materials" (depends on creation)
├── Day 10: "Launch Campaign" (depends on review)
├── Day 21: "Report Results" (depends on launch)
└── Day 45: "Post-Campaign Analysis" (assigned to director)

Volunteer Onboarding Template¶

"Volunteer Orientation"
├── Day 0: "Send Welcome Kit" (assigned to volunteer manager)
├── Day 1: "Schedule Training" (depends on welcome)
├── Day 3: "Conduct Training Session" (depends on scheduling)
├── Day 5: "Assign First Task" (depends on training)
└── Day 30: "30-Day Check-in" (depends on first task)

Key Classes¶

EP_EngagementPlans_TDTM¶

Main trigger handler for engagement plans:

BeforeInsert: Validates single lookup field populated
AfterInsert: Creates tasks from template
BeforeUpdate: Prevents changing target record (Contact, Account, etc.)

EP_Task_UTIL¶

Task creation utility:

createTask(Engagement_Plan_Task__c, Engagement_Plan__c): Creates task record with timing
assignTask(Task, targetId): Sets WhoId or WhatId based on target object
Task due date calculation from Days_After_Plan_Start__c
Email sending logic

EP_EngagementPlans_UTIL¶

Engagement plan utilities:

getTargetObjectField(): Determines which field (Contact, Account, etc.) is populated
targetObjectIdMap: Maps engagement plans to their target record IDs
targetOwnerMap: Maps target records to owners for task assignment
templateMap: Cache of templates and related tasks

EP_TaskDependency_TDTM¶

Dependency management trigger handler:

Monitors task status changes
Creates dependent child tasks when parent completes
Calculates child task due dates

EP_TaskRollup_TDTM¶

Task rollup trigger handler:

Counts open/completed tasks
Updates engagement plan status
Calculates completion percentage

Integration Points¶

Contacts/Accounts/Opportunities/Campaigns: Engagement plans apply to any of these
Tasks: Creates Salesforce task records
User Assignments: Assigns tasks to users/record owners
Email: Sends notifications to assignees
Completion Tracking: Task status drives engagement plan completion

Use Cases¶

Major Donor Cultivation: Create multi-step engagement plan ensuring consistent stewardship touches (thank you call, newsletter, annual meeting invite, proposal).

Event Workflow: Apply engagement plan to event campaign to automate pre-event setup (send invitations, confirm attendance, prepare materials) and post-event follow-up.

Volunteer Onboarding: New volunteers get engagement plan that sequences training, background check, assignment, and 30-day check-in.

Grant Management: Track grant application workflow from prospect research through proposal, submission, award notification, and project kickoff.

New Member Integration: Membership organizations create engagement plans that sequence welcome, orientation, benefit enrollment, and first event invitation.

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