Acknowledgment to tribute acknowledgees

Mary GaetzScholtz · July 2015

Does anyone have any quality control measures in place to make sure acknowledgments are being sent to tribute acknowledgees? Also, from the tribute record, how do I tell whether the acknowledgement letter was sent to the acknowledgee and the date it was sent ?

Heather MacKenzie · July 2015

We struggled with this for quite a while, and have come up with the following:

When the acknowledgement card is sent, the person sending it goes into the tribute within the gift and changes "Not Acknowledged" to "Acknowledged." Occasionally, it will be set to "Do Not Acknowledge" if it's in honor of their dog or something like that. There's still no place to enter the date that it was sent, but that's better than nothing, and you can still see when that was last changed, which has been useful.

Then, once a month, we have a query that is run to find those that have been potentially missed. Usually, it's just that the change in RE has been missed, but we have also caught where it was truly skipped.

Jenny Norton · July 2015

I use Mail, Honor/Memorial Acknowledgement Letter linked to a query. I run mine every time we enter a gift batch so I have an <ask> batch number query but you could set yours how you want it. When you run it, it asks you "Do you wish to change the Acnowledged status on the tribute? This will also update the "Acknowledged on" field to today's date." I click yes and my letters merge and I print and I'm all set.

Jenny

Mary GaetzScholtz · July 2015

Thanks Jenny! This is how our data entry people should be producing these letters but we just discovered that a lot of letters to acknowledgees are NOT being sent. The manager wants me to set up a query (or other method) that could be run regularly to make sure the tribute gifts are in fact being acknowledged to the acknowledgee. So I was wondering if there is some other way (other than Mail) that the manager could run a quick quality control check on this. Does that make sense?

Mary GaetzScholtz · July 2015

Thanks Heather. Is the same person that enters the tributes etc, running this query? Or is it a different individual?

Elizabeth Rich · July 2015

Because so many of our tribute recipients are not in the database, we have made a gift note identifying the tributee and an export with a letter for the acknowledgement. We run it every week.

Liz

Mary GaetzScholtz · July 2015

Thanks Elizabeth! Good idea!

Nicole S · July 2015

I have a dashboard set up to based on a query that looks for gifts linked to a tribute and the acknowledgee is still marked "not acknowledged." It automatically updates each time letters are generated through mail. THis works for making sure that the letters are generated.

Elizabeth Rich · July 2015

Mary Gaetz-Scholtz:

Thanks Elizabeth! Good idea!

You are welcome to contact me if you would like more information on the process.

Mary GaetzScholtz · July 2015

I always forget to think about Dashboards. Great idea! Thx!

Acknowledgment to tribute acknowledgees

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