Recording that a mailing (and what level) was sent to a donor when the mail is not generated from RE

Anja Spears

Our organization has recently decided to create a 'Welcome Package' for any new donors. In addition, repeated donors will get the last two pages of this package that has some up-to-date information and stats. Because of the nature and quality of the package, we are having it printed from an outside source. I am trying to figure out the best practice for indicating in RE that a donor has received the welcome package and what level of the package received, so that I can continue using the Batch function for gift entry and not have to go into each constituent record and look at the giving history to determine what they should be receiving while I am printing receipts. I also want to be able to later export reports on this outside mailing, so I thought about creating an Appeal, but in terms of not duplicating packages and indicating who has received what so that RE knows while I'm doing the gift entry, I am unsure of what to use. I am also unfamiliar with the 'attribute' function. 


Thanks! 

Karen Stuhlfeier

You can create an appeal and then create a query of everyone receiving this appeal. You then go to Business Rules and set up  a user defined rule for gifts. You attach the query to this rule and then when you enter a gift for this person in a batch the rule will pop up. This rule will also show up if you enter a gift directly from the record.


 

Nicole S

Ditto to what others have said about setting up a business rule to pop up when entering the gift. YOu can base it on something like no previous gifts. Also, I'd use an action to record this mailing. For me this works a little better than an appeal because it's more individual and you may want to follow up. I typically use appeals for large mass mailings.

Karen Stuhlfeier

I use a user defined business rule for a lot of situations for things like a first time donor and for different constituent groups who receive different acknowledgement letters. It works great.


And it's true that you can do it different ways - an appeal or an action. Whatever makes sense for your organization.