Proposals Cleanup Automation

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Douglas Foley
Douglas Foley
Fifth Anniversary 5 Likes Photogenic Inquirer Level 1
in SKY Developer General Discussions

Description – Review active proposals / opportunities to see if actions have been taken towards fulfillment if either gift entry or gift officer forget to update status. Also move proposals which my fall outside gift boundaries as Campaign is not required in proposals to a category that can be matched

Required Connections

  • Blackbaud Raisers Edge NXT Prospects
  • Blackbaud Raisers Edge NXT Gifts
  • Blackbaud Raisers Edge NXT Constituents
  • Blackbaud Raisers Edge NXT

Suggested skill level required to use this template: Beginner to Intermediate

Category: Automation and Data Management.

Instructions:

Prior to adding this template you will need 4 NXT lists.

Left Side

For what is the left-hand side of the automation; mine are listed below and how they are setup.

  1. (Automated) Funded & Closed Status Change – Filters Closed or Funded status.
  2. (Automated) Proposals W/ No Status – Filters No Status
  3. (Automated) Open Proposals match applicable gifts – Filters Open Status
  4. (Automated) Pending to be reviewed for donations – Filters Pending

Numbers correspond to numbers above.

  1. The left most scope: If marked funded or closed by staff move to inactive – Once if is funded or closed proposals are rarely reviewed again so this cleans up constituent profiles so only active are displayed.
  2. Second from the left scope: Fix Blank status to Open – Proposal added by anyone with no status. This is utilized to push proposals into the next two for review.
  3. Third from the left scope: Open to Pending or Funded – If gift entry does not know there is a proposal open for a constituent as they are not always visible this looks at open proposals and determines based on the gift what action to take. Gift Campaign must match Proposal Campaign if not it is ignored. If there is a match one of the following actions occurs:
    1. Gift is a pledge if so move the proposal to pending with the pledge amount
    2. Gift is a form of cash and greater than 0.00 Proposal is moved to funded and inactivated. (If you don’t see any gift as funded alterations would need to be made in accordance with how you see a proposal as funded)
  4. Right most on the left scope: Pending Opportunities review for payment – Review Pledges to see if any payment has occurred Pledge balance and Amount are not equal if so proposal has been funded if balance and amount are the same no payment has been received so ignore.

Right Side

This utilizes a static list that is refreshed nightly through the queue for constituents who have proposals with no campaigns listed. This refreshes an NXT list called (Automated) QC Proposals Missing Campaign. (the reason it is created this way is because there is no way to filter on NXT directly for proposals with no campaign only with campaigns).

You can remove this portion if you don’t believe it is applicable to you. The reason I added this later was to correct errantly added proposals that fall outside the other side of the automation. In general our proposal purposes match a campaign with minor tweaks. This arm pushes the required field in proposals and converts it to a campaign which can later be utilized on the left-hand side. This would be specific to your location but these can be mimicked to correspond to your location

ProposalsCleanup.zip

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