Member Management

Before you add Member Management to your SharePoint site, consider the following:

• IMPORTANT: the app cannot be used on a "Modern" site template.  Modern sites do not include some classic features like Document Set Libraries that are required for the app to function properly. Microsoft has indicated that modern sites may get these features in the future.
  
• We recommend that you create a new site or site collection using the classic Team Site template.
• During the deployment process, many lists and libraries will be created on your site. Apply permissions to each list using your own SharePoint security groups.
• The deployment process requires that Site Columns and Content Types be created at the Site Collection level. You must have the appropriate permissions to complete the deployment.
  

Open the gear menu, and select Site Contents.

In the Classic Experience, click add an app.

In the New Experience (the Modern UI), select New > App.

Click the icon for Member Management. The icon will be different if you are using the new experience.

If this is the first time you are adding the app to your site, you'll need to grant permissions. Click Trust it. The following permissions are required:

• Site Collection. Site Columns and Content Types are created at the root website of your site collection. In addition to being SharePoint best practice, it allows the app to be installed on multiple sites.
• Site. Lists and Libraries are created on the current site to store data for the app. Your data is stored on your site, not with Bulletproof.
• Users. The app needs to know information about the current user such as display name and email address.
  

Information about data and privacy can be found at https://bulletproofapps.azurewebsites.net/Home/Privacy.

No step-by-step instructions for this topic.

The app will open to the Administrator Dashboard page. This is the default page for App Administrators. Everyone is considered an App Administrator until lists and libraries are deployed to your site.  After deployment is completed, administrators must be added to the Member App Administrators list.

Please note that most users would never see administrative pages. The default page for non-administrative users is the Member Profile page.

Before you can start using the app, you must deploy site columns, content types, lists and libraries to your site. Click Go to Deployment Options, then proceed to the next help topic.

If you are not already on the Deployment Options page in the Member Management app, click Deploy in the top navigation menu.

Under the heading Infrastructure Definitions, you can review a list of all Site Columns, Site Content Types, Lists and Libraries that will be deployed to your site. Site Columns and Content Types are deployed to the Site Collection, and Lists and Libraries are deployed to the site where the app is installed. You must have appropriate permissions to these locations or the app will not deploy successfully.

Under the heading Deployment Status, click Deploy Now.

The deployment may take a while, please do not navigate away from the page before the deployment is completed. The page will be dynamically updated with status messages during the deployment process.

When the deployment is completed, the status indicator will read Deployed.

In the upper left-hand corner of the screen, click the link Go back to [your site name].

Click Site Contents using the gear menu or from the left-hand navigation.

You should see sixteen (16) new lists and libraries:

• Articles. A list for articles from collective agreement(s).
  
• Case Files. A "Document Set" library for case file information and related documents.
  
• Change Requests.  A list for member name change requests.
  
• Education Sessions. A list for educational courses that members have attended.
  
• Funding. A list for funding requests.
• General Correspondence. A document library for correspondence (except phone calls).
• General Files. A document library for any documents not uploaded to another specific library.
  
• Grievances. A "Document Set" library for member grievance information and related documents.
• Locals. A list of local chapter information.
• Member App Administrators. A list of users who can access app administration pages.
  
• Member Locals. A list that contains member associations with one or more local chapters.
• Members. A list for core contact information for members.
• Notification Directory. A list you can use for your own custom workflows.
  
• Phone Correspondence. A list for member phone calls.
• Results. A list of possible outcomes for case files and grievances as they relate to specific bargaining units.
• Staff. A list for staff members and labour relations officers (LROs).
  

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.

Click Site Settings.

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)
  

On the site where the app is installed, open the gear menu and select Site Contents.

Click Articles. This is the icon used in the Classic Experience. If you are using the New Experience, you will see a list of smaller icons.

If you are using the Classic Experience, click New Item.

If you are using the New Experience, click New.

Enter the following data, and click Save. Repeat for each Article.

• Article. Enter the name, title, or section number of the Article.
• Bargaining Unit. Select the applicable Bargaining Unit.
  

If you would like to enter data in bulk (similar to Excel), click the List ribbon tab and click Quick Edit (this is the Classic Experience).

Using the New Experience, click Quick Edit in the toolbar.

Go back to Site Contents. Click Results.

Click New Item (Classic Experience) or click New (New Experience). Or, use the Quick Edit functionality for Results.

Enter the following data, and click Save. Repeat for each Result.

• Result. Enter an outcome for a Case File or Grievance.
• Bargaining Unit. Select the applicable Bargaining Unit.
  

On the site where the app is installed, open the gear menu and select Site Contents.

Click Staff. This is the icon in the Classic Experience. If you are using the New Experience, you will see a smaller list of icons.

If you are using the Classic Experience, click New Item.

If you are using the New Experience, click New.

Enter the following data, and click Save. Repeat for each staff person.

• Staff. The name of the staff person as you would like to see it appear in drop down lists.
• Position. Must be "LRO" for the person to appear in the LRO drop down lists used on various app pages. Everyone in the Staff list will appear in the Staff drop down lists.
• Staff Email Address. (optional) Enter the staff email address.
• Comments. (optional) Enter any additional comments.
  

You can also use the Quick Edit functionality as described in the Enter Articles and Results help topic above.

NOTE: the Member Management app was originally developed for a unionized membership-based organization in the health care industry. However, the app was developed to be flexible and customizable so that any organization can use it.

In the Member Management app, click Configure in the top navigation menu.

Under the Options heading, you'll see a series of checkboxes and buttons.

• Each checkbox represents a package of functionality that you may or may not want to use. Unchecking a module will hide the related tabs and forms in the Member Profile page and Local Profile page.
• Click any button to show a list of configurable data columns. Many columns allow you to change (1) the display name of the column and (2) if the column is required, optional, or hidden.
  

If the Column Display Name is editable, you may customize the display name. If the Column Status is editable, you may choose between Required, Optional, and Hidden. If a data column is used in multiple modules or is critical to app functionality, then the column may not be configurable.

Click Save after you make updates to each module. We recommend saving frequently to avoid losing your changes due to page timeouts or other internet-related issues.

Click Add New Local.

Enter the required information, and click Submit.

If for any reason you do not want to enter local chapter information, then just create one (1) entry with information about your organization. You can simplify the data requirements for Locals using the Configuration Options page.

The following data columns are enabled by default. Of course, you have some ability to enable/disable columns, add custom columns, rename columns, and make columns required/optional.

• Local (Facility Name)
• Bargaining Unit
• Health Authority
• Zone
• Constitution Number
• Local Code
• LRO
• Balance Sheet - Cash On Hand Amount
• Balance Sheet Received
• Balance Sheet Received Year
• Certification Date
• Covers Extra Mural
• Withholding Dues
• Election Results Received
• Election Results Received Year
• A/R Contact
• HR Contact
• Payroll Contact
• Comments
  

In the Member Management app, click Member Profile in the top navigation menu.

Click Add New Member.

Enter the required information, and click Submit.

The following data columns are enabled by default. Of course, you have some ability to enable/disable columns, add custom columns, rename columns, and make columns required/optional.

• First Name
• Last Name
• Middle Initial
• Gender
• Language
• Address
• Address 2
• Address 3
• City
• Country
• Province/State
• Postal/Zip
• Primary Email
• Secondary Email
• Mailing Instructions
• Home Phone
• Cell Phone
• Work Phone
• Payroll
• Publication
• Comments
  

After you save a new member, a search is automatically executed to display the member data.  To browse member data: (1) select the member by clicking anywhere in the row of data, and (2) click any of the module buttons to display related information.  The following modules can be enabled on the Member Profile page:

• Member Local
• Grievances
• Case Files
• General Files
• Correspondence
• Phone Calls
• Funding
• Education
  

NOTES: there are many lists and libraries that manage member data and documents. The following recommendations describe how to set up simple permissions (one security group for Read Only users, and one security group for Editors). To give users a mix of read only and edit permissions, you'll need to create additional security groups and modify the permissions on each list and library.

If you just want to run some quick tests, simply add all test users to the built-in SharePoint Members security group for the site where the app is installed.

The icons displayed in this help topic are from the Classic Experience. If you are using the New Experience, you will see a smaller list of icons.

The Member App Administrators list contains a list of all users who are administrators of the Member Management app. Administrators can see all of the administrative pages and menu items. Regular users can only see the Member Profile page and the Local Profile page.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
  

The Articles list contains articles from collective agreement(s) as they relate to specific bargaining units.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Case Files "Document Set" library contains case file information and related documents.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data and uploading documents, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Change Requests list where Member Name Change Requests are processed.

• Regular users don't require any permissions to this list.
• For users who are responsible for submitting or approving change requests, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Education Sessions list contains educational courses that members have attended.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Funding list contains member funding requests.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The General Correspondence document library contains documents related to member correspondence (except phone calls which are saved in the Phone Correspondence list).

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for uploading documents, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The General Files library contains all member-related documents that don't get uploaded to any other specific library on the site.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for uploading documents, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Grievances "Document Set" library contains member grievance information and related documents.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data and uploading documents, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Locals list contains information about each local chapter.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Member Locals list contains member associations with one or more local chapters.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Members list contains contact information and other data for each member.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Notification Directory list is not used by the app itself. We have provided this list for you to save custom notification information, then use a tool like Flow to create custom workflows that respond to events and send notifications.  Examples of workflows we have created are:

• Notify users whenever a member name change request is made
• Notify users whenever a member is added or removed from a local executive position
• Notify users whenever a member's address has changed
• Notify users whenever a new grievance has been created
• Etc.

If you would like assistance creating custom workflows, please don't hesitate to contact us at https://www.bulletproofsi.com/contact/

The Phone Correspondence list contains information from member phone calls.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Results list contains a list of possible outcomes for case files and grievances as they relate to specific bargaining units.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

The Staff list contains the name and position of all staff members.

• Regular users should only have read-only permissions to this list. The built-in SharePoint Visitors group with Read permission level can be used.
• For users who are responsible for editing data and uploading documents, the built-in SharePoint Members group with Edit permission level can be used.
  
• Administrators should be able to edit this list. The built-in SharePoint Members or Owners groups with Edit or Full Control permission levels can be used.
• If you have some users who require unique permissions to this list, you can create your own SharePoint security groups and apply those permissions directly to this list.
  

No step-by-step instructions for this topic.

No step-by-step instructions for this topic.

No step-by-step instructions for this topic.

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).
  

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).
  

In the app navigation menu, click Local Profile.

To add a new local, click Add New Local.

To edit an existing local, go to the Actions column for the selected local and click the edit button (pencil icon).

Enter all required information in the data entry form, and click Submit.

A search will be automatically executed to display the new Local.

In the app navigation menu, click Member Profile.

To add a new member, click Add New Member.

To edit an existing member, go to the Actions column for the selected member and click the edit button (pencil icon).

Enter all required information in the data entry form, and click Submit.

A search will be automatically executed to display the new member.

On the Member Profile page, search for the member and select the data row.

Click Add Member Local.

Enter the required information in the data entry form, and click Submit.

The new item should be automatically displayed. Click the Member Local button at any time to display all data.

A grievance file can be created on both the Member Profile page (for a member) and the Local Profile page (for a non-member related grievance). Browse to the page most applicable to the grievance.

This is a two-step process.

• The grievance file is created from the Member Profile page or the Local Profile page.
• Related documents are uploaded directly to the SharePoint Document Set library.
  

Search for the member or local, and select the data row.

Click the Grievances button.

Click Add New Grievance.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

The new grievance will be displayed on the page. In the Actions column, click the document icon.

The SharePoint Document Set Welcome Page for the grievance will open in a new window.

Scroll down to the documents area. Click Upload to upload a new file.

In the Add a document dialog box, click Choose File and select your document. When ready, click OK to continue.

After the file is uploaded, you'll be asked to enter some information about the document. Enter all required information, and click Save.

By default, you can select a Document or Correspondence Document as the Content Type. For Correspondence Document, which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

A case file can only be created on the Member Profile page. Click Member Profile in the navigation.

This is a two-step process.

• The case file is created from the Member Profile page.
• Related documents are uploaded directly to the SharePoint Document Set library.
  

Search for the member, and select the data row.

Click the Case Files button.

Click Add New Case File.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

The new case file will be displayed on the page. In the Actions column, click the document icon.

The SharePoint Document Set Welcome Page for the case file will open in a new window.

Scroll down to the documents area. Click Upload to upload a new file.

In the Add a document dialog box, click Choose File and select your document. When ready, click OK to continue.

After the file is uploaded, you'll be asked to enter some information about the document. Enter all required information, and click Save.

By default, you can select a Document or Correspondence Document as the Content Type. For Correspondence Document, which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

General files can be uploaded from both the Member Profile page (for a member) and the Local Profile page (for non-member related files). Browse to the page most applicable to the file.

Search for the member or local, and select the data row.

Click the General Files button.

Click Add New General File.

Click Choose File, and select a file to upload.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

A correspondence document can be uploaded from both the Member Profile page (for a member) and the Local Profile page (for non-member related correspondence). Browse to the page most applicable to the correspondence.

Search for the member or local, and select the data row.

Click the Correspondence button.

Click Add New Correspondence.

Click Choose File, and select a file to upload.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

A phone call can be entered on both the Member Profile page (for a member) and the Local Profile page (for a non-member related call). Browse to the page most applicable to the phone call.

Search for the member or local, and select the data row.

Click the Phone Calls button.

Click Add New Phone Call.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

A funding request can be entered only on the Member Profile page. Click Member Profile in the navigation.

Search for the member, and select the data row.

Click the Funding button.

Click Add New Funding.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

An education session can only be entered on the Member Profile page. Click Member Profile in the navigation.

Search for the member, and select the data row.

Click the Education button.

Click Add New Education Session.

Enter the required information, and click Submit.

Which data columns are displayed, required, or optional will vary depending on the selections you make on the Configuration Options page. You can customize each module to fit the requirements of your organization.

In the navigation menu, click Member Profile.

Search for the member, and select the data row.

Go to the Actions column, and click the edit button (pencil icon).

Click Submit Name Change Request.

Enter the required information, and click Submit.

• First Name
• Last Name
• Middle Initial
• Staff
• Change Request Date
  

Once the name change has been approved, the new member name will be updated in all lists and libraries in the SharePoint site.

NOTE: the approver must have at least Edit permissions on all member-related SharePoint lists and libraries. Also, the approver must be added to the Member App Administrators list to be able to view pending name change approvals.

In the heading of the Member Profile page, click the link to go to the Name Change Approval Page.

A message will be displayed if no new requests are found.

If new requests exist, each one will be displayed in it's own row. Click Approve to update the member's name in all related SharePoint data. Click Reject to deny the request.

IMPORTANT: all member files and documents must be checked in to SharePoint. Otherwise, an error will be generated on approval and the member name will not be updated consistently. If an error does occur, check in all files and approve the name change.

Messages will be displayed when the approval or rejection process has completed.

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.

No step-by-step instructions for this topic.

Here are some links to the Microsoft online help which have a lot more detail than we've included in this help topic.

• List of Microsoft online help topics for SharePoint Views
• Create, change, or delete a view
  

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.

The Administrator Dashboard gives you a quick status update on the following:

• Deployment Status - shows if required lists and libraries have been deployed to the site.
• Contact Information - shows if contact information and communication preferences have been entered.
• Current License - shows your current license level and messaging when upgrades are available.
• Payment Status - shows the current payment status and messages when payment is due.
  

The Deployment Options page is where you deploy Site Columns, Content Types, Lists and Libraries to your site.  There are many lists and libraries required to be installed on your site to hold member data and documents.  All data remains on your SharePoint site, so that you have complete control over your data.

The Configuration Options page is where you can enable or disable various modules that come with the Member Management app. Disabling any module will hide related elements on both the Member Profile page and the Local Profile page.

The Contact Information page is where you enter primary contact information and communication preferences. This person will receive notifications regarding product updates and maintenance.

The Upgrade Options page is where you can purchase a paid subscription and manage upgrades. This page also provides status indicators and messaging regarding Current Version, Current License, and Payment Status.

The Online Help page provides all online help topics and also includes a form to submit a request to Bulletproof Support.

The More SharePoint Add-Ins page lists additional apps you may be interested in. Bulletproof also offers Security as a Service, Managed Services, Professional Services, Educational Services, and more.

When the Member Management app is first added to any site, the Deployment Status will show as Not Deployed.

After you have completed deployment of Site Columns, Content Types, Lists and Libraries, the Deployment Status will change to Deployed.

Contact Information will show as Not Verified until you confirm a primary contact and choose communication preferences.

You will start with a Free license as the Current License.

When you purchase a subscription, the Current License will show the license level. You will also see messaging about when your subscription will expire.

When using the Free version, Payment Status will show as No Payment Required.

Once payment is completed and you have an active subscription, Payment Status will show as Paid.

In the app navigation menu, click Configure.

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.
  

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
  

No step-by-step instructions for this topic.

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.

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.

DataTables MIT license copyright notice and permission notice.

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).
  

In the app navigation, click Upgrade.

Click Pay Now to start the payment process.

A new browser tab will open, and you will be redirected to the secure Bulletproof Apps for SharePoint website to verify your address. Enter your company address, then click Verify and Save.

Click Buy Now to confirm, and you will be redirected to a secure PayPal site to complete the purchase. A variety of payment methods are available.

After you complete your purchase, PayPal will notify us of the payment. The Payment Status on the Administrator Dashboard and Upgrade Options pages should be immediately updated to Paid. If your payment status is not updated within 24 hours, please contact Bulletproof Support for assistance.

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.

No step-by-step instructions for this topic.

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.

No step-by-step instructions for this topic.

No step-by-step instructions for this topic.