Best Practice: One Organization - Two Addresses and Contacts - Gift Receipts

Tracy LaneHall

We have organizations where the Stated Clerk receives all mail but the gift receipts.  the gift receipts often, but not always go to another person.  How can I accomplish this task?  thank you in advance from a newbie.

JoAnn Strommen

Are you using Mail for your receipts/mailings? I would put in a contact type for the receipts on that person's info. Then when you run receipts, set it to pull "receipt" contact before the other relevant contact types.

Kathleen Eastman

I use contact attributes to track Mail Types, for instance, Invitations, Publications, Acknowledgements, etc. Whatever mail template you use, you just need to go to the Org Address tab, click on Contact Information button, and then Contact Attribute button and select the mail type you are sending to. You can also track this in the Contact Address Attributes, and if so, you would click on the Contact Address Attributes button on the Org Address tab to select the mail type. You'll need to set these up in configuration. Hope this helps!

Tracy LaneHall

The young lady who is running the receipts says she uses different queries to get the receipts.  I went into config and set up an alternate mail attribute for receipts with the individuals name.  is this correct?  how will it get pulled to generate receipts

 

JoAnn Strommen

So what does she do with the query? Export the data to excel or outside function or use Mail in RE? You'll need to get that attribute in your query and use it. Not sure how an attribute will work for you if only on select records. You may still be doing manual filtering. Not sure a mail attribute will get what you want easily. 

Cindy Shanks

Tracy LaneHall:

We have organizations where the Stated Clerk receives all mail but the gift receipts.  the gift receipts often, but not always go to another person.  How can I accomplish this task?  thank you in advance from a newbie.

We use Attributes for setting mailing preference codes for each contact to an organization, so they don't get too many mailings from us. As for gift receipts, we use Contact Type: Primary Contact for gift receipts. Primary Contact is generally addressed to the President/CEO or finance officer. This method works well for us, because we have too many managers setting mailing preferences without understanding that we only allow one receipt per gift. Hope this helps.