Create a Contact Report

Learning Objectives

After completing this unit, you’ll be able to:

• Create an interaction summary.
  
• Create an interaction.
  
• Add attendees to an interaction.
  

Work with Contact Reports

In this unit, you focus on how to capture, summarize, and share engagement insights using contact reports. You already know the essential objects and workflow, so let’s dive into the steps, which start with signing up for a Developer Edition org.

Sign Up for a Developer Edition Org with Agentforce Education

To complete this badge, you need a special Developer Edition org that contains Agentforce Education and our sample data. Get the free Developer Edition and connect it to Trailhead now so you can complete the challenges in this badge. Note that this Developer Edition is designed to work with the challenges in this badge, and may not work for other badges. Always check that you’re using the Trailhead Playground or special Developer Edition org that we recommend.

1. Sign up for a free Developer Edition org with Agentforce Education.
   
2. Fill out the form:
   
   • For Email, enter an active email address.
     
   • For Username, enter a username that looks like an email address and is unique, but it doesn’t need to be a valid email account (for example, yourname@example.com).
     
3. After you fill out the form, click Sign me up. A confirmation message appears.
   
4. When you receive the activation email (this might take a few minutes), open it and click Verify Account.
   
5. Complete your registration by setting your password and challenge question. Tip: Save your username, password, and login URL in a secure place—such as a password manager—for easy access later.
   
6. You are logged in to your Developer Edition.
   

Now connect your new Developer Edition org to Trailhead.

1. Make sure you’re logged in to your Trailhead account.
   
2. In the Challenge section at the bottom of this page, click the org name and then click Connect Org.
   
3. On the login screen, enter the username and password for the Developer Edition you just set up.
   
4. On the Allow Access? screen, click Allow.
   
5. On the Want to connect this org for hands-on challenges? screen, click Yes! Save it. You are redirected back to the challenge page and ready to use your new Developer Edition to earn this badge.
   

Create an Interaction

Once you’re logged into your Developer org, create an interaction record to store information about the alumni meeting.

1. From the App Launcher , find and select Interactions.
   
2. Click New.
   
3. Enter these details in the Information section:
   
   • Name: Capital Campaign Discussion
   • Account: Sophia Alumni
     
   • Start Time: today’s date and 2:00 PM
     
   • End Time: today’s date and 3:00 PM
     
   • Interaction Type: In Person
     
   • Location: Astro University
     
4. Save your work.
   

Alternatively, you can create the interaction directly from the interaction summary setup page, which you visit in the next step.

Create an Interaction Summary

Next, create an interaction summary record to capture the details of the conversation with the donor, including discussion points, decisions, and follow-up actions.

1. From the App Launcher , find and select Interaction Summaries.
   
2. Click New.
   
3. Enter these details in the Information section:
   
   • Title: Capital Campaign Meet and Greet
   • Interaction: Capital Campaign Discussion
     
   • Meeting Notes: During the meet and greet, Sophia showed strong interest in contributing to the capital campaign fund within the next few weeks.
   • Account: Sophia Alumni
     
   • Confidentiality Type: Public
     
   • Next Steps: Sophia would like us to put together some gift concepts for her and her advisor to review.
     
   • Status: Published
     
   • Interaction Purpose: Meet and Greet
     
   • Offering: Campaign Priorities
     
4. Save your work.
   

Notice that you can connect related records to the interaction summary. For example, associate a party philanthropic assessment, indicator, or milestone so that the summary appears on the Related List of that record.

Add Interaction Attendees

The final step is to add attendees who participated in the meeting to the interaction record. This list includes Sophia, Rachel, her financial advisor, and, of course, you!

Here’s how you add them:

1. Navigate to the Capital Campaign Discussion interaction record you created in the first step. You can find a link to it in the interaction summary record you just created.
   
2. Click the Related tab.
   
3. In the Interaction Attendees related list, click New.
   
4. Enter these details:
   
   • Interaction: Capital Campaign Discussion
     
   • Attendee Type: External
     
   • Contact: Sophia Alumni
     
5. Click Save & New.
   
6. Enter these details:
   
   • Interaction: Capital Campaign Discussion
     
   • Attendee Type: External
     
   • Contact: Rachel Moore
     
7. Click Save & New.
   
8. Enter these details:
   
   • Interaction: Capital Campaign Discussion
     
   • Attendee Type: Internal
     
   • User: Yourself
     
9. Save your work.
   

The Related tab of the interaction record now includes a full list of the attendees, and a summary of the meeting.

Notice that you can also add notes and attachment files to the interaction.

Good job! You’ve created a contact report that holds all of the important information about an individual alumni engagement. By including who was present, what was discussed, and next steps, you and your advancement teams will be well prepared for future meetings with the alum.

To learn how to share your interactions with fellow team members so they can act upon contact report insights, check out the Share an Interaction and Compliant Data Sharing articles in Salesforce Help.

Wrap Up

With contact reports, Delaney and her team are able to develop their relationship with Sophia as it evolves, and record every detail along the way.

In this badge, you learned how the contact report is designed to capture a specific point in the evolution of your learner relationships. As time marches on, these reports culminate in an in-depth narrative that helps your advancement team quickly identify the right actions to deepen donor connections, ensure personalized engagement, and identify important opportunities and trends.

Resources

• Salesforce Help: Work with Interaction Summaries
• Salesforce Help: Share an Interaction
• Salesforce Help: Compliant Data Sharing