Installation
The RedHen project contains most of the RedHen modules, but if you want the RedHen Membership module, it is a separate project. You can see a list of requirements broken down by module here.
Basic Tour
Once you have RedHen installed and enabled, there are four important places to find RedHen settings and data on your site.
1. Settings
/admin/config/redhen
The following settings are available when the full suite of RedHen modules is enabled:
- Treat RedHen paths as administrative
Enabling this will cause the RedHen CRM user interface to use the administrative theme for your site. CRM data can be quite dense, and this can make RedHen a lot easier to look at for your users. - Connect users to Redhen contacts
If you enable this, whenever a RedHen contact is created or updated, RedHen will look for a Drupal User with the same email address as the contact. If one is found, RedHen will tie the Drupal User to the RedHen Contact. If the User has the proper permissions, this will also allow them to update their own RedHen Contact record's fields. - Mirror RedHen Contact email to Drupal user
When this is enabled, any Drupal User that is tied to a RedHen Contact will have its email address automatically updated to match the RedHen Contact's primary email address whenever that address is changed. This also causes the Email Address field on the Drupal User's page to be greyed-out, such that it can only be edited on the connected RedHen Contact. - Automatically enable memberships on their Start date
This activates a cron task to set Membership states to Active when appropriate. - Automatically expire memberships on their Expiration date
This activates a cron task to set Membership states to Inactive when appropriate.
2. Structure
/admin/structure/redhen
This is where you configure the data structure for your RedHen CRM instance. You can create and customize any RedHen entity types you have enabled from here, such as Contact Types or Notes.
You will need to visit this page before you add any data to your CRM for Contacts, Organizations, Engagement Scores, or Membership Types to instantiate a Type (Bundle) for any of these Entities that you want to use. This is also where you go to add custom fields to Notes.
The interface for configuring these data types is Drupal's standard entity-configuration interface, including tabs for managing custom fields and view modes.
You can learn more about configuring each Entity in the appropriate Module section below.
3. Permissions
/admin/people/permissions#module-redhen
Most of the permissions are self-explanatory, but here are some functionality-related permissions that are particularly important or unusual:
- Access RedHen, Manage RedHen %, Access RedHen %
Unless you give some of these permission to your Users, RedHen won't be terrible useful, but be careful not to provide access to any roles for Constituents with login access. - Administer RedHen % Types
This is how you give your Users access to the Structure area for a given Entity Type. Handle with care. - Access Own Redhen Contact, Edit Own RedHen Contact
These are useful when you link RedHen Contacts to Drupal Accounts. If you want your Constituents to be able to edit their own RedHen contact data, be sure to enable both of these.
4. RedHen CRM
/redhen
This is the central point for accessing all RedHen data. This landing page will have links allowing Users to view, manage, add, and search instances of whatever RedHen content entities are enabled on your system. If a user has the appropriate Permissions, they will also see a "Settings" or a "Structure" link to jump into the RedHen CRM Settings or Structure pages. This is the area of the site impacted by the Treat RedHen paths as administrative setting, which you should strongly consider enabling.
Module Details and Configuration
Fields
The redhen_fields module contains custom field types used in RedHen. As of version 1.3, this only includes one field type: RedHen Email (redhen_email). This multi-value field is used by the RedHen Contact entity, and allows for tracking email addresses along with some useful CRM metadata. Each email address in a RedHen Email includes the following fields:
- A Label drop-down with 2 options: Home and Work. You can add more by editing the field settings on a given Contact Record Type (Bundle).
- A Primary checkbox, which can only be enabled for one of the email addresses, and is then used to match a RedHen Contact to a Drupal User if you enable that function.
- A Hold checkbox, which can be set independently for each address to indicate that emails to this address should be suspended.
- A Bulk checkbox, which can be set independently for each address, and indicates that this is one of the Contact's preferred addresses for bulk email.
Contact
Provides the central RedHen Contact entity.
User Interface:redhen/contact
Configuration:admin/structure/redhen/contact_types
Record Types
Like a Drupal Content node, the entity's structure is largely defined by the site builder. You must create at least one Contact Record Type (or "Entity Bundle" in Drupal-speak) before you can create any Contact records ("Nodes" in Drupal). For most use cases, creating a single Contact Record Type is recommended -- you can always distinguish varieties of contacts using a custom field.
All Contact Types start with two basic data fields: the Contact Name and the multi-value RedHen Email field (see Fields). RedHen will enforce uniqueness on your system amongst RedHen Contact Email addresses. Contact Types have some more complex fields baked in as well, some of which only appear if you have other modules enabled:
user: If you are connecting RedHen Contacts to Drupal Users, this is the field that connects them.
state: This can be either "Active" or "Archived". Archived is an alternative to deletion which keeps the contact's data around but is otherwise the same as deleting them: any associated access is disabled and they stop appearing in reports, but the contact's information can still be viewed in the RedHen User Interface.
engagement score: If you are using the engagement module, this is the field that aggregates the Contact's engagement score.
Any other data points that you would like to track can be added to your Contact Types as fields just as you would with any Drupal Entity Type or Bundle. This can include any custom or contributed field types, including references to other Entities.
Each Record Type has its own display settings, which you can customize just as you would any content record type's display.
Drupal User Connection
Contacts can be tied directly to Drupal Users on a one-to-one basis. If enabled, this gives you the option to let Drupal Users update their own contact data in RedHen based on their Drupal Role. This is quite useful if you want your constituents to be able to update their own data, or to attach site access permissions to RedHen-based data using the RedHen Membership module.
The link between Drupal Users and RedHen Contacts can be created (or removed) manually from the RedHen Contact Record's page under Edit -> Drupal User. RedHen can also match up your Contacts with Drupal Users automatically, based on their primary email address, and keep those addresses in sync once the records are linked. This automation is enabled on the RedHen settings page.
This matching is attempted whenever a RedHen Contact is created or edited, and tries to match the Contact with existing Drupal Users who are not already tied to a RedHen Contact. The reverse is not true, however: if you create a Drupal User with an email address that matches the email field of an existing RedHen Contact record, the records will not be connected automatically unless the RedHen Contact record is later edited or a connection is created manually.
For more on connecting RedHen Contacts to Drupal Users, see the RedHen Membership Module. Most of the functionality in RedHen is built around Contacts, so read the sections on the other Modules to get a complete picture of how you can use RedHen Contacts.
Organizations
Provides the RedHen Organizations Entity for tracking Organizations.
User Interface:redhen/org
Configuration:admin/structure/redhen/org_types
Record Types
Like Contacts, Organizations are an Entity type for which you must create one or more Record Types (Bundles), which you can add custom Drupal fields to. Also like Contacts, a single Organization Record Type is recommended for most use cases.
Organization Types start with a name field and a state that operates like the state on Contacts.
Any other data points that you would like to track can be added to your Organization Types as you would to any other Drupal Entity Type or Bundle. This can include any custom or contributed field types, including references to other Entities.
Each Record Type has its own display settings, which you can customize just as you would any content record type's display.
Much of the functionality of the Organizations module is in its interaction with other modules, particularly Relation, Membership, and Groups.
Note
Provides the RedHen Note Entity for adding Notes to Contacts and Organizations.
_User Interface:_ redhen/contact/%/notesredhen/org/%/notes
_Configuration:_ admin/structure/redhen/notes
When the Note module is enabled, a tab appears on Contact and Organization records allowing users to attach any number of notes to them. This is intended for tracking offline interactions with Contacts and Organizations.
Record Types
Unlike Contacts and Organizations, which ask you to create one or more Record Types (Bundles) for your CRM, Notes have a single Bundle included, and multiple Note Record Types as different Bundles are not supported. You can add custom fields and configure custom views for Notes, however.
Notes also installs a Vocabulary on your system called Note Type. You must add your own terms, but common ones might include "Phone Call" or "Conversation".
Notes have the following built-in fields:
note type: This field is installed by default and is a reference to the Note Type Vocabulary.
author: Points at the Drupal User who created this note.
body: A rich text area for the primary content of the note.
created date: Self-explanatory-- this is an automated date field, not an input field.
If the Engagement Module is enabled, Notes also have a field for attaching an Engagement Score to each note, called engagement score.
Engagement
Provides a system for attaching Engagement Scores to various interactions with website visitors, primarily through use of the Rules module or API calls.
User Interface (view only):redhen/contact/%/engagements
Configuration:admin/structure/redhen/engagement_scoresadmin/config/workflow/rules/
Note: The term "Engagement Score" is used in this explanation, and in the RedHen Interface, to mean a few different things. Just like an American Football team has a "score" at the end of the game which is the sum total of all the individual "scores" they made during the game, many of which were worth different amounts of points than one another because they are different types of scores (touchdowns, field goals, etc). In RedHen Engagement, each Contact, like a Football Team, has an Engagement Score which is the sum total of a bunch of individual Engagement Scores, which are individual instances of certain types of Engagement Scores. Confused yet?
When the Engagement module is enabled, each RedHen Contact in the system is given an auto-calculated Engagement Score field. It's value will be 0 until you create some types of Engagement Scores through the Configuration interface and attach instances of those scores to Contacts in some way. An Engagement Score type consists of a text Label and a numeric Score (like saying "a Touchdown is worth 6 points"). The Score can be negative, but it must be an integer. Once you have created some Engagement Scores, you can start to attach them to your Contacts.
There are a number of reasons for creating labeled Engagement Scores with numeric values assigned rather than simply attaching a numeric value to each interaction. One is that it centralizes the value judgement, so that whoever is deciding how to rate engagements can do so abstractly and from a single place in the system. Similarly, it separates the act of judging engagement from setting up engagement tracking automation, or adding an engagement score to a Note. Best of all, it allows you to re-evaluate the value of a particular type of interaction by changing the Score at a later date, and having all past interactions reflect the new value.
Example: Let's say you want to track 3 types of engagement: forum comments; an event registrations; and newsletter signups. You have 2 types of events, and you consider one to be a higher level of engagement. So you create four Engagement Scores: "Newsletter Signup", worth 2 points; "Forum Comment", worth 5 points; "Event Registration", worth 15 points; and "Major Event Registration", worth 25. After a few months of watching the Engagement Scores on your contacts in RedHen as you track each of these types of interaction, you decide that a Newsletter Signup is worth more than 2 points: you can go in and adjust the value of this score without having to edit each engagement created by a newsletter signup.
There are 3 ways to connect Engagement Scores to your Contacts:
- The simplest is by using Notes. When you create a Note with the Engagement module disabled, you'll see a drop-down at the bottom of the Note's edit screen to select an Engagement Score. This allows you to integrate tracking of engagement interactions that occur offline.
- Of course, the point of Engagement tracking is to have automated scoring. Engagement is built to integrate with the Rules module, so you can use Rules to automatically attach Engagement Scores to Contacts based on any Rule-enabled action. (requires the Rules Module.
- If you want to get fancy, have a closer look at the API functions in the RedHen Engagement module, and code your own custom Engagement tracking automation to complement the built-in functions.
Registration
Provides integration with the [Entity Registration module](http://drupal.org/project/registration), allowing you to track registrations in RedHen.
_User Interface:_ redhen/contact/%/registrations
When enabled, the RedHen Registration module adds an additional tab to each RedHen Contact's page titled "Registrations." This page displays an auto-populated chart of Registrations for this Contact. There are two possibilities for how this chart is populated:
If the Contact is connected to a Drupal user, that User's registrations will be listed on this page.
If the Contact is not tied to a Drupal user, the Contact's primary email address is matched against the email addresses attached to anonymous registrations to generate the list.
Note that this means any Contact that is connected to a Drupal User will list only the registrations for that user, not anonymous registrations using the Contact's email address.
There are no configuration options for the RedHen Registration module, it is simply enabled (on) or disabled (off). If you want to add Engagement Scores based on Registrations, this can be done through the Rules interface whether you have enabled RedHen Registration or not.
Activity
Using the Message module, provides a log of activity in your RedHen instance.
User Interface (view only):redhen/activityredhen/%/%/activity
Configuration:admin/people/permissions#module-redhen_activity
Enabling the Activity module provides a log of actions taken in RedHen by all users, including creation and editing of all manner of RedHen Records. This activity is displayed on an Activity tab for Organizations and Contacts, listing only Activity related to that Record, or on a central page displaying all RedHen Activity. The interface offers additional filtering options to help you find what you are looking for.
Like RedHen Registration, RedHen Activity requires little configuration because it is informational. However, access is controlled by a permissions setting.
Relation
Provides the RedHen Relation Entity for connecting Contacts to Organizations or other Contacts.
User Interface:admin/content/relationredhen/contact/%/connectionsredhen/org/%/connections
Configuration:admin/structure/relation
Record Types
A RedHen Relation provides a fieldable connection between two Records of particular types. This connection can be bi-directional or not. Bi-directionality and the types of Entities that are able to be connected are determined by the Relation Record Type, along with the fields for that connection.
RedHen comes with two built-in Relation Record Types. One is a bi-directional Relation between RedHen Contacts ("Personal Connection"), the other a one-way connection between Contacts and Organizations ("Organizational Affiliation"). Both have a Status check-box field to denote whether a connection is currently active, and the Organizational Affiliation has a selection list for Organizational Role. These two Relation Record Types serve as good basic examples of the functionality of RedHen Relations, and with the addition of a few fields will be sufficient for most basic CRM needs.
Relations are not limited to RedHen Contacts and Organizations, although that is what they were initially designed for. In fact, you can create connections between any Entity types using RedHen Relations, and as such the configuration for Relations sits outside the RedHen menu area, directly under Structure.
Once you have created or customized some Relation Types, your Users can create Relations on Contacts and Organizations from a tab on each individual Record labeled "Connections".
Users can also assign a single Contact as the "primary" Contact for an Organization on the Organization's Connections tab.