Acknowledgements Tool

The Acknowledgements tool allows you to compile activities based on a common thread of your choosing (e.g. Campaign, amount of donation, donations by members of a Group, etc).

Overview

There are 4 different actions you can take when Acknowledging donor activity.

  • Email
  • Snailer (printed letter)
  • Call
  • Visit

Think of your Acknowledgement List as a "net" that is set up to "catch" certain activities as they happen, and prompt you with an action item.  Once you set up the Acknowledgement List, it is designed to only look forward.  If you'd like to cast the "net" backwards, you'll need to prompt the tool to do so.  You'll learn about how to do all of this as you continue to read. 

Note: If you're creating an Acknowlegement that has the action of Call or Visit, you can skip the step of creating a template.


Creating a template

To send an Acknowledgment via either email or snailer, you need to have an email/letter template created for the Acknowledgement to generate from.

Go to Communication then Email/Letter Templates and Create a New Template.

Email: If you intend to email using this template, make sure you choose Email/Letter Type:Acknowledgement.

Print: If you want to print this template using the Acknowledgements feature, make sure you choose Email/Letter Type:Acknowledgement.

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In the body of your email, insert the Last Transaction Info tag to generate a receipt block, or use the Transaction Amount and Transaction Date tags to place values in-line (e.g. $25 / November 15, 2015). 

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One Acknowledgement template will be used for many contacts, so these tags will allow for all corresponding gifts to be acknowledged respectively.

Click Create Template to save it.



Set up Acknowledgement

Go to Communication, then Acknowledgements. Here you'll see previous Acknowledgement Lists you've created (if any), and you can create a New List.

When you're creating a New Acknowledgement List, you'll see a filter bar very similar to the Activities page.

You can title your Acknowledgement where it says Filter Name, then Select Type such as Email or Call to denote what type of action this Acknowledgement will take. If you choose Email or Snailer, then Select Snailer Template to be used. This will show the template you created in the first step.

Before you save this Acknowledgement, you'll need to set a filter. You can filter for things like what Campaign the gift is attributed to, the amount, etc. If you don't have any criteria like a Campaign or amount, and your list is date related, you can skip adding a filter and click Save

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Generating the Acknowledgement

When you're back on the Acknowledgement List page, your Action Needed will most likely read "0."  This is because upon creation, this Acknowledgement List is set up to "catch" future activities as they occur.  Once those activities happen, items will populate in your Action Needed column.

If you would like to acknowledge activities that occurred prior to the creation of this Acknowledgement List, you'll need to Rebuild all Lists from Date in the bottom left.  This is how you can "cast your net" backwards, to populate the Action Needed column for activities that happened in the past. This will get prior activites to run through this Acknowledgement filter and generate your letter.

Click on Historical Date, select the date, and Rebuild all Lists from Date. This may take a few minutes to match all the transactions, depending on how many you have. 

Once you have a count showing in the Action Needed column, look to the Actions column and you'll see either Preview & Send To E-mail or Generate Letter (depending on whether it's a snailer or email).

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Clicking Generate Letter will take you to the Mail Merge (Mailings) page, where you can print out envelopes and letters of those you wish to send Acknowledgements to. By clicking Preview & Send To E-mail you will see a preview of the email you created, with contextual information based on the tags you inserted.

 

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