To fix this permanently, the entire automation approach was redesigned using custom development. First, the Lead conversion process was automated using a custom function. When a child’s Lead is created and the Primary Sponsor’s name is entered, the system automatically creates an Account and Contact for the donor and converts the Lead into a Deal. This removed all manual effort from the conversion process and ensured that every child was correctly linked to the right donor structure.

For service and billing automation, instead of relying on background workflows, SSK adopted a widget-based approach. A custom widget was introduced and connected to the Deal subform through an action button. Now, whenever the team needs to create a service entry, they open the widget, enter the required service details, and submit the form. If the service is marked as sponsored, the system immediately creates both the Schedule Service record and the cost document and links them back to the correct subform row. If the service is marked as awaiting sponsorship, only the Schedule Service is created at that time.

Since many services are such that sponsorship may come later, a second widget was developed specifically to handle those services where sponsorship was awaited. This widget displays only those entries. When contribution is received and the status is changed to sponsored, the cost document is created automatically and linked back to the correct service and Deal. This ensured that no service cost is missed and no duplicate records are created.