Infinity Projects – Creation and Conversion of Opportunities [GRMS] • FamilySearch Support Operations

Training Video:

Creating Opportunities in GRMS

Introduction
Learning Objectives
Creating New Opportunities
Updating Old Opportunities
Creating a Value Transfer
Creating a Listing
Validating the Opportunity
Opportunity Review Stage
Creating a Pipeline Project
Updating a Pipeline Project
Move Listings from Opportunity to Value Transfer
Summary

Introduction

This is a step-by-step process for updating Rosetta projects to the Infinity process and includes step-by-step instructions for creating and updating opportunities for Infinity projects using the FamilySearch GRMS (Global Relation Manager System) in Salesforce.

Learning Objectives

After reviewing this instructional document, you will be able to:

Identify the difference between a new opportunity and an old opportunity.
Navigate to GRMS and switch to lightning experience.
Use GRMS to create new opportunities and update old opportunities to Infinity.

Creating New Opportunities

Salesforce is used to create new opportunities in FamilySearch GRMS. The following steps detail how to create a new opportunity:

Step 1: Sign in to FamilySearch GRMS in Salesforce.

Step 2: If you are not already using the lightning experience, in the upper right corner click your avatar and select Switch to Lightning Experience.

Step 3: Under the Opportunities drop-down tab, click New.

Step 4: Under the Opportunity Name, use the correct name and include the following information:

Country in English (Example: Switzerland)
Locality or Archive name (Example: Fribourg)
Record Type (Example: Land Records)
Initial Year-Ending Year (Example: 1481-1650)

Note: The final header should read similarly to the following example:

Switzerland, Fribourg, Land Records, 1481-1650

Step 5: Under Details, click the General Information drop-down box and enter all required information for this section.

Step 6: In the required Agreement Draft Deadline field, select the appropriate date.

Step 7: In the right side panel under the Related Contacts drop-down, verify the following required contacts:

Camera Capture Location Contact
Record Custodian
Main Contact

Note: If a donor copy is required, also create a Donor Contact. The address added as a donor contact is the address where the donor copies will be delivered. If the donor contact changes after the creation of the traveler, you should immediately communicate the change to the Contracts and Compliance and teams.

Updating Old Opportunities

The following steps detail how to convert old opportunities:

Step 1: Log in to FamilySearch GRMS in Salesforce.

Step 2: If you are not already using the lightning experience, in the upper right corner select Switch to Lightning Experience.

Step 3: Select the Opportunities tab.

Step 4: Select the opportunity you wish to convert by clicking the appropriate link under Opportunity Name.

Note: You may also find the opportunity by using the search box option.

Step 5: Under the Opportunity Name, use the correct name and include the following information:

Country (Example: Switzerland)
Locality (Example: Fribourg)
Record Type (Example: Land Records)
Initial Year – Ending Year (Example: 1481-1650)

Step 6: Ensure the Agreement Draft Deadline includes an appropriate date.

Step 7: In the right side panel under the Related Contacts drop-down, verify the following required contacts:

Camera Capture Location Contact
Record Custodian
Main Contact

Creating a Value Transfer

Step 1: Click Value Transfers in the right side panel. The listings will be created in this section.

Step 2: Use the drop-down arrow to select New.

Step 3: In the New Value Transfer pop–up window select which type of value transfer is needed for this opportunity and click Next. Options include:

Create Images – Creating new or importing existing images using cameras or scanners
Create Records/Indexes – Creating records/indexes by transcribing genealogical artifacts
Receive Images – Receiving images from a 3rd party
Receive Records/Indexes – Receiving records/indexes from a 3rd party

Step 4: Use the drop-down to select the appropriate Image Acquisition Method from the following:

We will photograph or scan artifacts using DCAM – use when DCam will be used to capture. This value transfer will generate an Image Capture Infinity project.
We will import existing images into DCAM – use when DCam will be used to import images given to us by the custodian. This value transfer will generate an Image Capture Infinity project.
We already have the film and will scan
They will send us film we can keep after scan
They will send us film to return after scan

Step 5: Under the Score section, select the appropriate Estimated Rights.

Step 6: Fill in the Camera Operations (for MAF) plan.

Note: Be sure to click Save to keep the changes.

Creating a Listing

Step 1: On the details page of the opportunity, under the Value Transfers section in the right side panel, click the value transfer number link to create the listings inside.

Step 2: In the details tab of the value transfer, go to the Deliverables section in the right side panel. Click the drop-down and select New.

Note: If donor copies are required, create a Donor Deliverable inside the value transfer and save changes before exiting.

Step 3: Click the Opportunities tab and select the Opportunity.

Step 4: Click the value transfer number link in the right side panel to open the value transfer.

Step 5: In the right side panel, click the drop-down arrow next to Listings and select New.
Note: You may notice that the record type section in the listing is different.

Step 6: Fill in the information for General Information, Archival Reference, Dates, and Languages.

Localities

Select the localities using the five different locality levels. Localities are also selected from a list linked to a database. If the level of locality needed is not present in the list, enter it in the Locality Not Found box.

Note: Always enter the lowest level of locality that covers all the records in the listing.

The Content Strategist will request or create the needed locality. This process may take several days to complete.

If the listing covers more than one Level 1 locality (state/province/department), leave this field blank and add a note in the Locality Not Found box. For example, if the listing covers a whole diocese and the diocese includes parishes in two states, you could enter the name of the diocese, or the name of the two states in the Locality Not Found box.

Note: If no Locality 1 is entered, this box cannot remain empty because the validation will fail.

The Content Strategist will request or create the needed locality. This process may take several days to complete.

Note: If no Locality 1 is entered, this box cannot remain empty because the validation will fail.

Record Types

Select the record types from the Controlled Vocabulary using five different record type levels. Always enter the most granular record type possible.

Note: If you cannot find the record type you need, type it in the Record Type Not Found box.

Record Type Names

Record type names and where they are found might be different. See the following examples for ways in which the record types have changed.

Example 1

Record Category: Naturalization and Citizenship
Record Type: Naturalizations

Current:

Record Type 1: Migration Records
Record Type 2: Naturalization Records

Example 2

Record Category: Cemetery Records
Record Type: Burial Register

Current:

Record Type 1: Vital Records
Record Type 2: Death Records
Record Type 3: Cemetery Records
Record Type 4: Burial Registers

Creating a New Record Type

If you did not find the record type needed, a new record type may need to be created. The Content Strategist over your area will submit the request to the Controlled Vocabulary Council. This process may take several weeks to complete.

Once the new record type has been created, it will appear in the Record Type drop-down lists within the listing. The Content Strategist or the FRM (Field Relations Manager) will have to select the correct record type in the listing.

Validating the Opportunity

Once the listings are ready and all necessary specifications are in place, the FRM must validate the opportunity to make sure it is ready for Content Strategy and Legal approvals. To validate the opportunity, click the Validate button on the opportunity page.

Note: If the opportunity is not ready, an error message will indicate what needs to be fixed. For example, a message stating, “This Listing must have a Record Type 1 value” may appear in the Request Opportunity Review.

Opportunity Review Stage

Once the validation is passed, the FRM sets the opportunity status to CS 1st Review under the Opportunity Review Stage. The opportunity then follows the path of approval(s) until the Contracts and Compliance (Legal) Team approves it.

If Content Strategy finds Not Found record types or localities, they submit the request for a new record type or a new locality and change the Opportunity Review Stage status to Standards.

Once the request(s) are fulfilled, Content Strategy will change the Opportunity Review Stage status to MS Review and the opportunity continues the approval process.

When creating a new opportunity, once the Legal Team approves it, they set the Opportunity Review Stage status to Operations Management.

When updating an opportunity, once Content Strategy and Legal approve the newly migrated listings, Legal will set the Opportunity Review Stage status to Operations Management.

The OXM will click the Pipeline Projects drop-down arrow and select New to create a new Pipeline Project in the opportunity.

Creating a Pipeline Project

To create the Pipeline Project, the OXM performs the following steps:

Step 1: Under the Information section, select the correct Value Transfer number.

Step 2: Under the Rosetta section, confirm that the Rosetta Stone status is set to None.

Step 3: Under the RMS section, set the RMS Status to Queued.

Step 4: Click the Save button.

Step 5: The Infinity Pipeline Project is now created and available in the Camera Supervisor Dashboard.

Note: How quickly the project becomes available to the operator will depend on how quickly Camera Operations assigns the operator and finishes other related tasks.

Updating a Pipeline Project

If a Rosetta Stone Project already exists, the OXM will edit the existing Rosetta Project and update the project into an Infinity Project using the following steps:

Step 1: In the Pipeline Projects section, click the drop-down arrow and select Edit.

Step 2: In the RMS section, change the RMS Status to Queued.

Step 3: Click the Save button.

Note: This will make sure the project is created for Infinity use and that the Metis information in GRMS is populated.

Step 4: The project is now available in the Camera Supervisor Dashboard.

Note: How quickly the project becomes available to the operator will depend on how quickly Camera Operations assigns the operator and finishes other related tasks.

Move Listings from Opportunity to Value Transfer

To move the listings from the opportunity to the value transfer, perform the following steps:

Step 1: Next to Change Owner, click the drop-down arrow and select Migrate Record Listings.

Note: You may need to click the drop-down arrow next to the buttons at the top of the opportunity page.

Step 2: Select the value transfer number you wish to migrate the listings to.

Step 3: Select the listings you wish to migrate by checking the appropriate boxes.

Note: To select all listings, check the box next to Name. To select only the approved listings, click the Select Only Approved link.

Step 4: Click the Transfer button.

Note: The listing approvals and the record types in the listings will not transfer during the migration. Bib check results will migrate.

Step 5: Once you have migrated the listings into the value transfer, click each listing and select the record types.

Step 6: The Record Type section in the listing is now different. Previously, Record Categories and Record Types was used.

Step 7: Select the record types from the Controlled Vocabulary using five different record type levels. Always enter the most granular record type possible.