Overview

Setup is a state-level feature where you build the foundational pieces that the rest of FutureFund Connect relies on. Everything you create here — Positions, Triggers, Document Types, and Document Generators (with Addendums) — is defined once at the state level and made available to your districts, councils, and units.

Setup is only available at the state level. District, council, and unit volunteers use what you configure here, but they cannot change these settings. This keeps your whole state consistent and helps your PTAs stay compliant without guesswork.

Each area is its own section in the state navigation. You can work on them in any order. Below is what each one does and how to set it up.

Positions

Positions are the board roles your PTAs use, like President, Treasurer, and Secretary. They appear when entities build their board rosters.

Each position has both an English name and a Spanish name, plus a few options that control how it behaves.

Add or edit a position

1. Open Positions from the state navigation.
2. Click Add Position (or open an existing one to edit it).
3. Enter the English name and the Spanish name. Both are required, and each can be up to 50 characters.
4. Set the options you want:
   • Term limits — the number of terms allowed for this role (the default is 2).
   • Require address — turn this on if board members in this role must provide a mailing address.
   • Require phone — turn this on if board members in this role must provide a phone number.
   • Restrict entries — limits how this position can be filled.
5. Save. Positions are sorted by their position order and are available across your hierarchy.

Archive a position

If a role is no longer used, archive it instead of deleting it. Archived positions stay attached to past board members but are no longer offered when adding new ones.

Import and export positions

You can manage positions in bulk with a spreadsheet.

• Export: from the Positions list, download the CSV. It includes the columns name_en, name_es, position, archive, require_address, and require_phone.
• Import: open Import Positions, then upload a CSV or XLSX file with those same columns. A position is matched by its English name, so importing updates an existing position with the same name_en or creates a new one.

Triggers

Triggers automatically create tasks (called activities) for your PTAs. Triggers are an advanced feature — if you would like a hand setting them up, please reach out to FutureFund Support.

Each trigger does three things: it decides which level it applies to, when the task is created, and when the task is due.

Choose the level

A trigger targets a single level — either units, councils, or districts. It does not apply to a combination of levels. Pick the one this trigger is meant for.

Choose when the task is created

The creation date uses one of these strategies:

• Manual — the task is only created on demand. Nothing is scheduled automatically.
• Calendar — created each year on a specific month and day (for example, June 15).
• Fiscal — created a set number of days relative to the entity’s fiscal year end. Use a negative number for before, positive for after.
• Anniversary — created on an anniversary of an entity date (for example, every few years on the anniversary of when the unit was organized).

Choose when the task is due

The due date uses one of these strategies:

• Relative — due a number of days after the task is created.
• Calendar — due on a specific month and day.
• Fiscal — due a set number of days relative to the entity’s fiscal year end.

Other trigger options

• Allow manual creation — lets users create a task from this trigger themselves, even when it is also scheduled.
• Completion message — a message shown when the task is completed.
• A trigger can attach a Document Generator or a Document Type so the task asks for the right submission.

There is no monthly/quarterly/annual setting. Schedules are built from the creation and due strategies above, which gives you the flexibility to match almost any compliance calendar.

Document Types

Document Types (shown in the app as Document Types) define the kinds of documents your PTAs submit, such as an annual financial report or an insurance certificate.

Create a Document Type

1. Open Document Types from the state navigation.
2. Click Add Document (or open an existing type to edit it).
3. Enter a Name.
4. Add a Description using the rich-text editor. This is where you explain what the document is and any guidance for the people submitting it.
5. Optionally attach a sample to help people understand the type. The sample can be a PDF or an image (PNG, JPEG, GIF, or WebP), up to 25 MB.
6. Save.

Archive a Document Type

Use Archive to hide a Document Type from the list of available types. Archiving does not delete any documents that were already submitted under it — it simply removes the type from the choices going forward.

Merge Document Types

If you end up with two types that mean the same thing, use Merge Document Types to combine them.

1. Open Merge Document Types.
2. Choose a Target Document Type (the one you keep) and a Source Document Type (the one that will be deleted).
3. Enter a new name for the merged type.
4. Confirm the merge. All documents, tasks, and document generators tied to the source are reassigned to the target, and the source is then deleted.

This action cannot be undone, so double-check your selections before confirming.

Document Generators

Document Generators (shown in the app as Document Generators) turn a real PDF into a guided form. You start with a base PDF, then place fields directly onto the page so that answers print in exactly the right spot.

A Document Generator is created for a single language — English or Spanish — and the list shows English and Spanish generators separately.

Create a Document Generator

1. Open Document Generators from the state navigation.
2. Click Add Generator.
3. Enter a Name, the Filename of the base PDF, and the Language.
4. Optionally add a Description and link it to a Document Type.
5. Save.

Place fields with the visual editor

Open Edit Fields to open the visual editor. Here you see the actual PDF, and you draw boxes where each field belongs.

• Draw a box to create a field.
• Double-click a field to edit its settings.
• Press Delete to remove a selected field.
• Press Esc to deselect.

Each field has a name, a data type (such as text, number, amount, date, checkbox, or a select list), and a data source. The data source controls where the value comes from — a question you ask the user, or information pulled automatically from the unit, council, or district record. Fields can also be calculated or use a fixed value.

Liquid is used only inside individual fields — for example, to calculate a value, build a list of options, or decide when a field should appear or hide. The overall PDF itself is your uploaded file, not a Liquid-built page.

Import fields from a spreadsheet

If you have many fields, you can add or update them in bulk by importing a CSV or XLSX file instead of drawing each one by hand. Fields are matched by their import reference, so importing updates existing fields or creates new ones.

Copy a generator to another state

Admins can copy a Document Generator — along with all of its fields and addendums — to another state. Use Copy on the generator, choose the destination state, and confirm. This is helpful when states share similar forms and you do not want to rebuild everything from scratch. (Copying to another state is limited to admins.)

Addendums

Addendums are extra PDF pages that are added to a generated document only when a condition is met. They are managed from inside a Document Generator.

Add an addendum

1. Open the Document Generator, then choose Add Addendum.
2. Enter the Filename of the addendum PDF.
3. Enter a Formula — a Liquid condition that evaluates to true or false. The addendum is included only when it evaluates to true (or “yes” or “1”).
4. Set Insert After Page — the page number the addendum should be inserted after. Leave it blank to add the pages at the end.
5. Set the Position to control the order when there are multiple addendums.
6. Save.

Like the main generator, an addendum has its own Edit Fields visual editor so you can place fields on the addendum pages.

Tips

• Plan your Positions list before your PTAs build their rosters. Renaming a role later can be confusing once it is in use — archive instead of delete when a role is retired.
• Build your Triggers around your real compliance calendar using the creation and due strategies, and test with a single entity in mind before relying on them.
• Use a clear Description and a sample on each Document Type so the right files come in the first time.
• For Document Generators, start by uploading the correct base PDF, then place a few fields and preview before filling in the whole form.
• Remember that everything in Setup flows downstream and Setup is state-level only, so coordinate with your team before making big changes.