CRM Integration: Rock RMS

Integrate your Overflow transaction and donor data into Rock RMS to have all giving information in one place and seamlessly manage donor relationships.

Watch the video below or follow the step-by-step walkthrough to learn how to activate the integration within your Overflow Dashboard. HINT: Skip to minute 4:13 for a brief explanation of how the integration works and how you can maximize its functionality!

How to Activate the Rock Integration

Buckle up - there are quite a few steps in this process to generate a Rest Key and find your unique URL within your Rock RMS. Both of these will be necessary to activate the Rock RMS integration within Overflow. Let's start within your Rock account:

STEP 1: Generate a Rock RMS Rest Key.

1. Open a separate window and log in to your Rock RMS instance
2. Find the "Security" tab within the Admin Tools Menu

3. Next, select the button "Rest Keys"

4. Create a Rest Key which is how Overflow will sync your data over to Rock RMS

• Click the Plus (+) button at the far right of the page
• Name your key anything you would like. Within the demo video we use OVERFLOW as an example so that we can easily locate the newly created Rest Key

5. Select "Generate Key" and then click "Save" to save the newly created Rest Key

STEP 2: Set Correct Permissions in Rock

NOTE: These steps will walk you through the process of setting up full Admin permissions for the Overflow integration. If you would like to customize the permission set instead, please scroll down for instructions on how to set up the role so that the integration will have all necessary permissions. 

1. Navigate back to the "Security" menu

2. Select "User Accounts"

3. Find the User or "Person" that you created and click on the name to open the profile view

4. Select the "Security" Tab

5. Within the Security Tab, find the "Security Roles" section and click the plus (+) symbol on the far right side of the page to add a new security role

6. Under ADD TO GROUP, select Rock Administration. Make sure that the "role" is set to "Member" then select "Save".

• • This allows your user the correct permissions to use the Rest Key and activate the integration.

STEP 3: Find Your Unique Rock URL

1. Go back to the Admin Tools section and select "Security" again

2. Select Rest Keys

3. Find your web search bar at the top of the webpage and copy your Rock URL instance

• • Please only copy the first portion of the URL ending at ".com"
  • Ex. https://rock.rocksolidchurchdemo.com

STEP 4: Enter Your Rest Key and URL in Overflow

Phew - that was a lot! Now you have your Rest Key and unique instance URL, both of which you will use within your Overflow Dashboard to set up the integration. Stick with us - there's just a few more steps!

1. Open the Integrations tab within your Overflow Dashboard:

1. Sign into the Overflow Dashboard
2. Click on your name in the top right corner of the page
3. Click on Organization Settings
4. Select the Integration tab on the right

2. Find the Rock RMS Integration and select "Connect"

3. Paste your Rock RMS Instance URL that you copied in Step 3 into the appropriate section

4. Go back to your Rock RMS and copy the Rest Key you created in Step 1. Paste this key in the second section of the Overflow authentication window labeled "Rest Key". 

5. Under Campus/Fund Configuration, you have three possible configurations. Select the one that fits with your Rock RMS configuration:

• Overflow Campaign as Rock Campus - this will create or update any Campus currently in Rock with the Overflow campaigns you've created. Subcampaigns will be created or updated within Rock Financial Accounts.
• Overflow Campaign as Rock Financial Account - this will create or update Rock Financial Accounts with Overflow campaign information. Subcampaigns will not be synced over.
• Overflow Campaign Unmapped - Overflow Campaigns will not be synced to Rock at all, and Overflow Subcampaigns will be created or updated within Rock Financial Accounts.

6. Click "Authenticate" to activate the integration.

STEP 5: Configure Integration Settings

After selecting Authenticate, you will need to configure the settings so that Overflow can sync over the contributions data to Rock RMS

1. Check to make sure that the "Status" of the integration is showing as "Active" in green

2. Under the "Crypto Non-Cash Asset Type" select "Other"

3. Under the "Non-Cash Asset Type" select "Stocks and Bonds"

4. Lastly, select "Update"

Once you've completed all 5 steps of the process, your Overflow contributions will sync to your Rock RMS when they reach the status "complete". 

CUSTOMIZING INTEGRATION ACCESS

Depending on your comfort level, you can either grant the new REST API key person Rock Administration permissions (easier) or limit the person to only have access to the necessary API endpoints (more complicated).

How to set up a custom security role

1. Create an Overflow Integration security role by navigating to Admin Tools → Security → Security Roles, and click the “+” icon to create a new security role. You may name this whatever you’d like, we recommend “Overflow Integration,” but you’ll need this name in step 2. You can leave all settings to their defaults besides setting a name and optional description.
2. To set up least privilege permissions for the Overflow Rock RMS integration, navigate to Admin Tools → Security → REST Controllers, and using the Secure menu represented by the lock icon, ensure the new role you created has the following access:

   REST Controller	View Access	Edit Access	Usage	Specific Endpoints
   Rock.Rest.Controllers.PeopleController	✅	✅	Used to search for people to match with Overflow donors when creating FinancialTransactions. Also used to create new People if matches don’t exist.	* GET /api/People/Search * POST /api/People * PATCH /api/People/{id}
   Rock.Rest.Controllers.DefinedTypesController	✅		Used to retrieve IDs for DefinedTypes in your Rock RMS instance.	* GET /api/DefinedTypes
   Rock.Rest.Controllers.DefinedValuesController		✅	Used to create Overflow-specific DefinedValues for donors and contributions.	* POST /api/DefinedValues
   Rock.Rest.Controllers.FinancialTransactionsController		✅	Used to create FinancialTransaction from confirmed Overflow contributions.	* POST /api/FinancialTransactions
   Rock.Rest.Controllers.FinancialPaymentDetailsController		✅	Used to create FinancialPaymentDetail objects associated with FinancialTransactions for Overflow contributions.	* POST /api/FinancialPaymentDetails
   Rock.Rest.Controllers.CampusesController	✅	✅	Used to match existing Campuses to map to Overflow campaigns. Also used to create Campuses if match cannot be found.	* GET /api/Campuses * POST /api/Campuses
   Rock.Rest.Controllers.FinancialAccountsController	✅	✅	Used to match existing FinancialAccounts to map to Overflow subcampaigns. Also used to create FinancialAccounts if match cannot be found.	* GET /api/FinancialAccounts * POST /api/FinancialAccounts

Assigning your REST Key the new security role

1. Navigate to Admin Tools → Security → User Accounts. Click the Person column value under the REST Key person you created for the Overflow integration. Open the Security tab, and under Security Roles, click the “+” button to assign a new security role. Under “Group” select the role you created above and click “Save.”

If you have any questions during this process, please feel free to reach out to our team at [e-mail]. We would be more than happy to assist you further!