How to tag assistants especially for invitations...

Aldera Chisholm 2

I've come across this a few times, but haven't really ever come up with an answer. Am at a new organization, and we very commonly run invitation lists where we have executives who have requested to receive their invitations, but ALSO have their EA get a copy of their invitations.


Do you have any best suggestions on how to set this up? We do use an attribute "invite to x" that we tag people with to ensure they get pulled into an invite list if they don't meet other criteria (for example, giving history, etc.)  If  had the EA set up as a constituent with this attribute, that seems to be my best idea so far, but... any advice would be very much appreciated.


The current process at my new workplace is that at an organization, employees/contacts are NOT added as constituents, which makes pulling them a bit more challenging if you want to pull them in queries if there is criteria involved.


Thanks in advance!

Ali

Deb Greenberg

Hi Aldera,


We have a few records like that. We handle it by simply adding the EA's email address to the donor's record, and when we create mail or invite lists, pull all valid email addresses, so both the donor's and the EAs emails are pulled into the list. 


deb

Aldera Chisholm 2

Thanks Deb,

We can for sure do that when they are individual donors, I'll add that to the process. In many cases, it's an organization, and we are pulling based on relationship (contact type). In that case, perhaps we flag Mr. Smith as Primary contact, and then also flag Mr. Smiths EA as a Primary contact, so that they both pull? Are there any downsides to doing it that way?


Cheers

Ali

Debra Holcomb

I had to figure out something similar to this for sending our donor magazine to selected contacts at organizations.  I created a contact type to use on the relationship record.  I create a relationship to the individual on the record (it doesn't have to be a constituent), select them as a contact, and then select the contact type to receive our magazine mailing.  So far it's working for us.  The toughest part is remembering to review the organizations to make sure the contacts are still correct.  Good luck!     

Aldera Chisholm 2

Hi Debra,

That's a great and simple solution. I like the idea of a contract type that is dedicated to people who always get copied... especially as it's easy to output contact type, because I like being able to see in the output "why" someone ended up on a list. 


Cheers