Member Management
This SharePoint Add-in allows member-based organizations to manage complex member information in a SharePoint site.
Bulletproof Apps are no longer available for download in the Microsoft AppSource store and will be retired permanently on December 1, 2022.
Please contact Bulletproof for custom app development
services using Microsoft 365 and Microsoft Azure.
Click on any category or help topic to expand.
Update drop down list choices to fit your organization
Many drop down lists (SharePoint "choice" columns) used by the app are deployed with generic values (Status One, Status Two, etc.). Customize the values for each one to fit your organization. Follow these steps:
NOTE: you can skip this step if you just want to quickly test the app. Once you are familiar with how the app works and you decide which modules you would like to use, you can always update the appropriate Site Columns later.
Go to the root site of your Site Collection, open the gear menu, and select Site Contents.
IMPORTANT: do not edit these choice columns from any list or library. Always follow these steps to get to the Site Column definitions.
Under the Web Designer Galleries heading, click Site Columns.
Select Member App Columns from the Show Group drop down list.
Scroll down the page to find the Choice column that needs to be updated. For this example, click on Bargaining Unit.
In the section Additional Column Settings, update the choices with values meaningful to your organization.
Click OK.
A message will be displayed asking if you are sure you want to continue. Click OK again.
The following choice columns are customizable. Repeat the steps above to edit the choices in each column. Depending on which modules you decide to use, you may not need all of these columns.
- Bargaining Unit
- Case File Status
- Case File Type
- Class
- Correspondence Type
- 20 "Custom" choice columns (can be enabled in Configuration Options)
- Education Provider
- Employee Status
- File Type
- Funding Type
- Gender
- Grievance File Status
- Health Authority
- Language
- Member Status ("Active" and "Inactive" are required, but you can add other values)
- Member Type
- Position on Local Executive
- Province/State (Remove items if your members are only in specific locations)
- Requested For
- Type of Leave
- Zone
DO NOT UPDATE the following choice columns. These are necessary for the Member Management app to function correctly.
- Balance Sheet Received (must be Y/N)
- Call Follow-up (must be Y/N)
- Change Request Status (used in the Member Name Change Approval process)
- Covers Extra Mural (must be Y/N)
- Country (controls the Province/State drop down lists)
- Election Result Received (must be Y/N)
- Payroll (must be Y/N)
- Publication (must be Y/N)
- Receipts (must be Y/N)
- Type of Change (used in the Member Name Change Approval process)
- Withholding Dues (must be Y/N)
What if we need additional modules to manage our member data?
If the Member Management app doesn't quite meet all of your data requirements, please contact us. We can customize the app to fit your needs. If you decide to purchase a subscription, we can discuss options such as discounts or cost sharing on custom app functionality. https://www.bulletproofsi.com/contact/
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Do you provide data migration services?
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Why does the app redirect me to "azurewebsites.net"?
Bulletproof Apps for SharePoint use the SharePoint Provider Hosted Add-In Framework. This means that Bulletproof hosts a website in Microsoft Azure cloud services that contains all of the app's web pages and web parts. Every website in Microsoft Azure is assigned a web address like "myapp.azurewebsites.net". When you click on the app in your SharePoint site, you get redirected to this site. All apps are secure and authenticated by your SharePoint site.
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Member Management - User Guide
How do I use the Member Profile page?
The Member Profile page gives you instant access to member-related data and documents. The Configuration Options administration page allows app administrators to disable modules that you may not need. Here is an overview.
In the Member Management app, click Member Profile in the top navigation menu.
In the search box, enter a portion of the member name, and click Find Member.
- For best results, only enter a portion of the member's last name or first name
- If you enter the member's full name, it must be in the format "LastName, FirstName"
- The search results are limited to 100 records, so in some cases you may need to refine your search
Select the member you are looking for by clicking anywhere in the row of data. You must select the row, even if the search only returns one member. Clicking the member name or the plus (+) icon will expand the row to show additional data.
In the Actions column, there are icon buttons to edit data (pencil icon) or go to the SharePoint list (list icon) to see views/reports.
By selecting a member, the other search results will be hidden. To show your previous search results, click the Show All Results button.
After you have selected a member, you can show member-related data by clicking on the appropriate button. These modules can be enabled or disabled using the Configuration Options administration page.
- Member Local
- Grievances
- Case Files
- General Files
- Correspondence
- Phone Calls
- Funding
- Education
If no data is found, a message will be displayed.
If data is found, it will be displayed beneath the member information.
In the Actions column for all member-related data, there are up to three (3) icon buttons:
- Click the pencil icon to edit data
- Click the list icon to see views/reports
- Click the document icon to upload documents
A new member can be added by clicking the Add New Member button. Each section of member-related data has it's own "add new" button.
When editing member data, the member name is not editable because member name changes require approval. Click the Submit Name Change Request button to submit a request.
Every section on the page has its own set of functions.
- Copy. Copies the data grid to the clipboard.
- CSV. Exports the data grid to a comma separated value file.
- Excel. Exports the data grid to Excel.
- Print. Prints the data grid only (without other web page data and formatting).
How do I use the Local Profile page?
The Local Profile page gives you instant access to local chapter-specific data and documents. Any modules you have disabled on the Configuration Options page will be disabled on both the Member Profile and Local Profile pages. Here is an overview:
In the Member Management app, click Local Profile in the top navigation menu.
In the search box, enter a portion of the local chapter name, and click Find Local.
- For best results, only enter a portion of the name
- The search results are limited to 100 records, so in some cases you may need to refine your search
There is a secondary search box above the Actions column. This search box can be used to drill down on the original search results.
NOTE: the secondary search box is only a filter for the original search. Use the main search box to re-query the entire Locals list in SharePoint.
Select the local you are looking for by clicking anywhere in the row of data. You must select the row, even if the search only returns one local. Clicking on the local name or the plus (+) icon will expand the row and show additional data.
In the Actions column, there are icon buttons to edit data (pencil icon) or go to the SharePoint list (list icon) to see views/reports.
By selecting a local, the other search results will be hidden. To show your previous search results, click the Show All Results button.
After you have selected a member, you can show member-related data by clicking on the appropriate button. These modules can be enabled or disabled using the Configuration Options administration page.
- Grievances
- General Files
- Correspondence
- Phone Calls
If no data is found, a message will be displayed.
If data is found, it will be displayed beneath the local information. The local modules will show ONLY independent data related to the local. To see data for specific members, use the Member Profile page.
In the Actions column for all local-related data, there are up to three (3) icon buttons:
- Click the pencil icon to edit data
- Click the list icon to see views/reports
- Click the document icon to upload documents
A new local can be added by clicking the Add New Local button. Each section of local-related data has it's own "add new" button.
Every section on the page has its own set of functions.
- Copy. Copies the data grid to the clipboard.
- CSV. Exports the data grid to a comma separated value file.
- Excel. Exports the data grid to Excel.
- Print. Prints the data grid only (without other web page data and formatting).
Member Management - Reports
Are there any built-in reports?
SharePoint uses the concept of "Views" on all lists and libraries, which is a pre-filtered and pre-sorted "view" of the data. You can use these views as your own custom reporting system. To navigate to the views from the Member Management app, follow these steps:
When using the Member Profile and Local Profile pages, each row of data in every module has an Actions column. Click the list icon to browse Views/Reports related to that module.
For example, clicking the list icon in the Actions column for any Grievance will open the Default View ("All Documents") of the Grievances list. SharePoint views (reports) are displayed underneath the "new item" button (for lists) or underneath the toolbar (for document libraries). Only the first few are shown. All other public views are found by clicking the ellipsis (...) button.
The Member Management app configures the default view for every SharePoint list and library with a pre-defined set of data columns. You can customize the default views and create new views to meet your own requirements.
Can I modify the built-in reports?
Absolutely. SharePoint Views are used as the reporting engine. Simply choose Modify this View from the ellipsis (...) menu on any view (report), and you can choose which data columns are displayed, sort order, filters, grouping, and more. Read the next help topic for more information on creating views.
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How do I create a new view on a SharePoint list?
This is a big topic, so we've included some links to the Microsoft online help. Here are the basic steps you need to know:
Here are some links to the Microsoft online help which have a lot more detail than we've included in this help topic.
On the SharePoint site where the app is installed, open the gear menu, and select Site Contents.
Click on the list or library that contains the applicable data. For this example, we'll be using the Member Locals list. This list contains member associations with local groups along with additional member information.
Open the ellipsis menu (...) and select Create View. This is the same menu where you go to modify an existing view.
To create a normal list of data, click Standard View. There are many types of views which you can create, or you can start from an existing view (as a template).
Enter a short, but descriptive, View Name. There are also options for public and private views.
Check the boxes next to all Columns you wish to display on the page, including the column order (from left to right).
Apply a Sort Order, if needed. You can have up to two (2) sorted columns (more if you add grouping, which adds a sort level for each group).
Add one or more Filters. There are special tokens to filter by the current user ("[Me]") or by the today's date ("[Today]").
Note: if there's a lot of data in your list or library, select an indexed column as the first filter. Also, you may not be able to use "Or" logic on large lists. Microsoft has recently updated the definition of a large list to be over 20,000 items.
There are many other options. See the Microsoft online help links above for more information.
Click OK to save the new view.
Member Management - Administration
Can I disable modules or customize data columns?
Yes. The app was originally developed for a membership-based organization in the health care industry with local union chapters. However, the app is customizable using the Configuration Options page. You can disable entire modules and customize data columns. Follow these steps to customize the app to fit your organization:
In the app navigation menu, click Configure.
To disable an entire module, simply uncheck the box and click Save. For example, if you disable the phone calls module, all functionality related to phone calls will be hidden on the Member Profile and Local Profile pages.
To customize individual data columns, click the button Click here to show/hide configurable data columns for..., make your changes, and click Save.
- Column status can be changed to Required, Optional, or Hidden.
- The column display name can be updated to fit your requirements.
- If a column name is grayed out, that means it's used in multiple modules or has some functionality that prevents it from being fully customizable.
- Every module has six (6) extra custom columns that you can use: two choice columns, two date columns, and two text columns.
Can I edit data directly in a SharePoint list?
Generally, you should always use the app pages for Member Profile and Local Profile to enter or edit data, because data is synchronized across multiple lists at the same time. There are a few exceptions; here is a summary.
When you add or edit data using the Member Profile and Local Profile pages, data is synchronized across all SharePoint lists and libraries. At a minimum, the Member Name, Member ID, and Local chapter are synchronized. Some address information and other administrative data is also synchronized.
If you simply need to make a quick edit (for example, to a date, choice, or status field), you can safely edit the data directly in SharePoint. This is because the Member and Local information has already been saved.
WARNING: if you manually add new data directly in a SharePoint list or library, be aware that the data will NOT automatically be associated with a member or local.
You must use the SharePoint interface when uploading or editing documents for Document Set libraries. The Case Files and Grievances modules both use Document Set libraries. Detailed instructions can be found in the Member Management - User Guide category in the online help.
The following lists must be edited directly in SharePoint and can be accessed from the Site Contents page. There are a variety of topics in the online help that cover this information in more detail.
- Articles
- Uploading documents for Case Files
- Uploading documents for Grievances
- Member App Administrators
- Notification Directory (optional for your own use with workflows)
- Results
- Staff
Can I see version history for data and documents?
Yes, with a few limitations. By default, Version History is enabled on all SharePoint lists and libraries when the app is deployed. Version history will be automatically captured for all content except Document Sets. Here are the details:
To see version history for any item, browse to the SharePoint list or library, select the item, and click Version History in the ribbon.
NOTE: this screenshot is from the ribbon using the Classic Experience. If you are using the New Experience, the menus and toolbars will have a different look and feel.
In the version history details, you can see all updates over time. You can also view and restore older versions of data and documents.
Document Set libraries DO NOT automatically create versions (even when version history is enabled in the library settings). Because Case Files and Grievances use document set libraries, you will need to manually capture version history by clicking Capture Version in the ribbon.
This is how SharePoint document set libraries work. Unfortunately, the SharePoint Add-in framework does not allow us to program the app to capture version history for you.
How do I manage user licenses?
User licenses for Bulletproof Apps are managed on the Configuration Options administration page. Here are some guidelines for managing licenses:
In the top navigation menu for your app, click Configure.
Scroll down to the User Management section.
If your Total Licenses shows Unlimited, then your app can be used by an unlimited number of users. No user management is required. Please note that depending on the app, there may be restrictions on the number of users allowed per site.
Otherwise, Total Licenses will show the maximum number of user licenses available, and additional options will be visible.
- Total Licenses. The maximum number of users who can use the app.
- Automatically Add Users. When this box is checked, users will be automatically granted a license and added to the Authorized Users list.
- Authorized Users. The list of users who are authorized to use the app.
To manually add a new Authorized User, enter their email address in one of the textboxes and click Save.
- At first, just the email address will be visible on the Configuration Options page.
- When the user first browses the app, their SharePoint display name will be added to the page.
- If you have a license level with hundreds of users, this list could be very long. Use your browser's "Find on Page" functionality to search for individual user names (on Microsoft Windows web browsers, this can usually be found by pressing Ctrl-f).
What happens if I exceed the number of members for my subscription?
You will receive a warning notice on the Member Profile page when you approach the maximum number of members allowed by your subscription. Once you exceed the maximum number of members allowed, you will no longer be able to add new members.
A warning message will appear when you are within 50 members of exceeding the total number of members allowed for your subscription. For example, if your subscription allows a maximum of 5,000 members, you will receive the warning at 4,951 members.
When you exceed the maximum number of members allowed, a message will be displayed and the Add New Member button will be disabled. You will be able to view/edit member information and upload documents. However, you will not be able to add new members until you upgrade your subscription.
How do I submit a request to Bulletproof Support?
The app administrator can submit a request by filling out the form on the Online Help page. Follow these steps:
Go to your SharePoint site where the app is installed and click on the app. Then click Get Help in the navigation menu.
Under the heading Submit a Request, fill out the form and click Save. A member of the Bulletproof support team will contact you.
Does Bulletproof offer additional SharePoint support?
Yes, Bulletproof has a team of SharePoint Support staff and offers support contracts as a Managed Service. Bulletproof also has a team of SharePoint Consultants in the Professional Services division who can assist you with planning, architecture, custom development, and general consulting. Go to https://www.bulletproofsi.com for more information.
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Does Bulletproof make any other apps?
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