Volunteer Matrix - NeonCRM integration directions
 
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NeonCRM Integration Directions
If you are a current Volunteer Matrix client, please review these integration directions from within your Volunteer Matrix account since the items referenced here but not shown will add context to these directions. You can locate the NeonCRM configuration page in your Volunteer Matrix system under System Options, Third Party Integrations, NeonCRM.
 
Profile Adding/Updating from Volunteer Matrix to NeonCRM
Acronyms used in this document:
   VMX = Volunteer Matrix
   NCRM = NeonCRM©

Please take this link to the NeonCRM help site, which will give you step by step directions on where to get your Organization ID and API Key.
Once you get Organization ID and API Key, you will copy/paste them into the fields below labeled for those items.
Example:

 
 
Next, you will want to add a couple of fields to your NCRM system for Individuals: (these allow for future functionality to access Volunteer Matrix profile/data from within NeonCRM)
  • go to Settings gear icon > Global Settings
  • Then under "Accounts", "Custom Fields", click on the "All Accounts" item.
  • Click "New custom field" button
  • Enter "VMX_CODE" in the Field Name, then select "One-Line Text", Data Type select "Text", then check the "Read Only" checkbox, then click the Save button.
  • Click "New custom field" button
  • Enter "VMX_ID" in the Field Name, then select "One-Line Text", Data Type select "Integer", then check the "Read Only" checkbox, then click the Save button.

 If you want to use the Batch options (lifetime hours, recent schedule, etc), scroll down to those directions below, and continue adding the new fields indicated there.
  
It's important to note:
  • Deleting a volunteer from VMX does not delete a matched constituent from NCRM.
  • Changing constituent data in NCRM does not update or add to VMX by default. Using the "webhook" feature below, specific details in VMX can be updated when you update in NCRM. See the lower directions about the webhook if you want this NCRM -> VMX update feature.
  • To avoid an entry in VMX from incorrectly blanking out existing data in NCRM, a blank field saved in VMX does not blank out data in NCRM. This means if you want to delete something from a field in VMX that already exists in NCRM, setting to blank in VMX and saving will not blank out that corresponding field in NCRM. You could enter something like "deleted" in the field to be sure it was also set to that same word in NCRM.
  • Manually setting any volunteers NeonCRM ID value to 0 (zero) on their profile in VMX, results in that profile/data not ever being added to or updated in NCRM.
    This connector has some options so that you can control which of your volunteers are added to NCRM.
  • Match existing in NCRM & Associate = All new volunteers or existing volunteers will be looked for in NCRM, and if a match is found, they will be associated together so that future updates in VMX (and hours if enabled) are updated in NCRM. If no match found, then a new record is not added to NCRM. This means VMX create no new records in NCRM.
  • All Volunteers in VMX = All new volunteers will be checked in NCRM for a match, and if not found, they will be added to NCRM. Existing volunteers who update their record (or if you hours enabled) will be matched or added as a new volunteer in NCRM. This means VMX matches or creates a record in NCRM for every volunteer in VMX.
  • Manually triggered in VMX = A match will still be attempted if they already exist in NCRM, no new records in NCRM are created. You can use a button on each volunteers profile to manually check for a match which then updates their record (or create a new record). After you do this, it will automatically update this volunteer in NCRM. This means VMX creates no new records in NCRM except where you manually tell it to.
  • Disable = this connector is totally disabled regardless of the settings.
  • You can also use the Minimum Age option to prevent anyone in VMX under your selected age from being added to NCRM. A match will still be attempted if they already exist in NCRM.

The errors email address is important so that if there are any configuration errors or data errors you can review those and correct accordingly (some errors are also automatically send to VMX support).
To confirm the connector is working:
Once setup on this page, edit any volunteer record and click the button to force connect that volunteer in NCRM (this will attempt a match or create a new record in NCRM as you have it configured). It should then refresh the screen showing a NeonCRM ID number. This indicates it is setup and working correctly. If you would like all volunteers to be initially matched to your NCRM constituents, request support to do a batch-match for NCRM for you (doing this AND using the webhook feature can result in a 'synced' system with NCRM).
Please click here for additional information for new VMX clients, about matching, when updates are made, etc.

 
Volunteer hours/historical data
The batch option can update daily in NeonCRM some of the volunteer hours and shift details. If order for this feature to function, you must add some custom fields to NeonCRM, and indicate those field names and config below.
 
Go to Settings gear icon > Global Settings (if not already there)
    • Click "New custom field" button
    • Enter "VMX First Time Volunteered" in the Field Name, then select "One-Line Text", Data Type select "Text", then check the "Read Only" checkbox, then click the Save button.
    • Click "New custom field" button
    • Enter "VMX Hours - Lifetime " in the Field Name, then select "One-Line Text", Data Type select "Text", then check the "Read Only" checkbox, then click the Save button.
    • Click "New custom field" button
    • Enter "VMX Hours - This Year" in the Field Name, then select "One-Line Text", Data Type select "Text", then check the "Read Only" checkbox, then click the Save button.
    • Click "New custom field" button
    • Enter "VMX Recent Schedule" in the Field Name, then select "One-Line Text", Data Type select "Multi-Line Text", then check the "Read Only" checkbox, then click the Save button.

 
Next, group together these VMX fields on the admin side so that they are displayed together on your admin side Account profile page.
Go to Settings gear icon > Global Settings (if not already there)
Click the "New Custom Group" button.
For the "Display Name" box, enter: Volunteer Matrix Information.
For the "Description" box, enter: These items are automatically updated by Volunteer Matrix, any changes you make here will be overwritten.
Lower down, you will see the list of "non-grouped fields". It's not clear here, but you click on each of the VMX new fields, and drag them to the left side. Put them in the desired order.
Click the bottom "Save" button.
 
 
 
All of these VMX fields will be overwritten when updated by VMX, so if your team changes the values in those fields in NCRM, they will at some point be erased.
These are updated with correct data each night when a volunteer has volunteered in the past 14 days. If you mark a volunteers shift as canceled or no show, that is updated on their record as long as they have volunteered in the past 14 days (or updated when they volunteer next).

 
Webhook
A NeonCRM Webhook is where when a record is updated in NCRM, the NCRM profile fields are sent to VMX as updates, and if they do not yet exist in VMX, they can be added (a new volunteer profile) if you have selected so.
It's possibly not a good idea to create new volunteers in VMX from the webhook. If you update a donor-only in NCRM, then it would create a new record in VMX, which may not be what you want to happen. Although you could create a button in NCRM to intentionally trigger the webhook for a constituent when you do want a record created (and so it would NOT also be set to do the webhook on-update or on-new in NCRM).
 
If you wish to create new records in VMX from new records in NCRM, do the same steps above again, this time in Trigger, select 'Account- Create Account'. All other items will be the same.
 
The Update in NCRM after new field is used where you might be storing values like the VMX volunteer ID or 'code' (used to make special links for volunteers) back in NCRM, and so after a volunteer would be created new in VMX from the webhook, VMX then updates the record in NCRM with those values from the new record. If you are not creating new volunteers from the webhook, then this has no effect. An example special link - you could create the volunteers 3rd party hours verification link in NCRM so that your staff could click that button on a profile in NCRM, and it would launch the volunteers full history for your staff to review (no VMX admin login necessary).
 
The Webhook Inbound Value Replace table is provided since NeonCRM may not send actual stored values to VMX - but their text counterparts.
For example, in VMX volunteers may select state "Ohio" from the list, but NCRM only accepts "OH" for this value. So VMX does correctly send NCRM the OH value. But on the webhook, NCRM is not able to send the correct OH to VMX, but instead they send VMX Ohio, but VMX needs to store OH. So, this table allows you in this example to set VMX field "state" then "local value" = "OH" and "incoming value" = "Ohio". For the state example, you would have to have all 50 states listed in this map.
 


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