Being flagged in batch when a constituent is deceased?

shani traum · December 2015

So, are we missing something here? Is there a way to get RE to notify us, in batch, when the constituent we're trying to add a gift to is deceased? You can set it up in Business Rules to notify you if there is an open proposal, outstanding pledge, and event registration (I believe those are the 3), but there doesn't seem to be a way to have it say - hey, the person you are adding to batch is deceased - are you sure this is the right person? We had a case where NCOA changed the address incorrectly on a record. That person then died. And then a gift came in from someone with the same name and address, so the gift was added to the dec'd record. Had RE said - hold it - we would have known there was an issue, investigated, and created a new donor record. Unfortunately, that wasn't the case.

So, are we missing anything? And if not, any thoughts of a work around?

Thanks!

Jen Claudy · December 2015

Build a Gift Query with Criteria: Deceased equals Yes (you may also want to add: OR Inactive? equals Yes OR No Valid Addresses? equals Yes).

Then go to Config > Business Rules > User Defined Rules > Gift and create a Business Rule based on the above Query.

I just tested this, and it works in Batch (as well as on Gifts created from the Constituent Record).

You can create a similar Rule as a Consituent Rule, but it won't pop in a Gift Batch, only a Constituent Batch.

I use Gift Rules to tell me which Constituents got which Appeal/Package so I don't have to go look at the Appeals Tab if they don't send back the reply card with the code on it...or use a generic reply envelope from a newsletter.

shani traum · December 2015

I think you are my new favorite person! Love the idea of the appeal version as well as it is very annoying have to check who has what appeal. Thank you!!!

Cammi Derr · December 2015

Jennifer Claudy:

Build a Gift Query with Criteria: Deceased equals Yes (you may also want to add: OR Inactive? equals Yes OR No Valid Addresses? equals Yes).

Then go to Config > Business Rules > User Defined Rules > Gift and create a Business Rule based on the above Query.

I just tested this, and it works in Batch (as well as on Gifts created from the Constituent Record).

You can create a similar Rule as a Consituent Rule, but it won't pop in a Gift Batch, only a Constituent Batch.

I use Gift Rules to tell me which Constituents got which Appeal/Package so I don't have to go look at the Appeals Tab if they don't send back the reply card with the code on it...or use a generic reply envelope from a newsletter.

We were talking about adding a gift rule to notify our processor when a constituent only wants an annual receipt, but our thoughts were that using a query might increase the processing time when creating the batch because the system will be searching through the records looking for an attribute (we are hosted). Have you noticed that your rule increases processing time?

Jen Claudy · December 2015

Cammi,

Honestly I don't do much entry with Batch, and at the moment, I'm the sole person who has any clue how to do any data entry in RE at all. However, we are Hosted, and in my test scenario it didn't seem to take any longer than normal. You can easily set up a Query and Rule and if it ends up causing a problem, you can turn that Rule off during peak entry periods when saving every second counts or turn if off permenantly. Rules can be turned on for only specific Security Groups, so if you have staff who sometimes help out with data entry when there is heavy volume or as a backup for vacations, it might be good to have for them, even if the Rules aren't on for the regular data entry staff.

JoAnn Strommen · December 2015

We are not hosted and do all gift entry by batch. I have several business rule pop-ups and yes they can slow processing by a couple of seconds. How long could depend on your database size I suppose. We use them for appeals, donors with a particular recognition plaque giving level etc. As the number of records which generate pop-ups is fairly small, the extra couple seconds is worth the notification to me for correctly entering the gift.

You'd have to test it to see what it does to your processing. Is it an option to have the attribute where you've recorded the 'annual receipt' data as part of your batch or the constituent window? Depends on where you have it probably. Just trying to think of other options.

Stephen Walsh · December 2015

In addition to a business rule you can also add the "deceased" field to the constituent window so that when you pull up the constituent you can see right away if the donor is deceased or not.

Cindy Avery · December 2015

Jennifer Claudy:

Build a Gift Query with Criteria: Deceased equals Yes (you may also want to add: OR Inactive? equals Yes OR No Valid Addresses? equals Yes).

Then go to Config > Business Rules > User Defined Rules > Gift and create a Business Rule based on the above Query.

I just tested this, and it works in Batch (as well as on Gifts created from the Constituent Record).

You can create a similar Rule as a Consituent Rule, but it won't pop in a Gift Batch, only a Constituent Batch.

I use Gift Rules to tell me which Constituents got which Appeal/Package so I don't have to go look at the Appeals Tab if they don't send back the reply card with the code on it...or use a generic reply envelope from a newsletter.

Jennifer, I am having a meeting with other staffers on Tuesday about how to deal with donors who reply without the response device (and coding) we provided or use, either, their own envelope or an envelope/response device from a previous solicitation. I am curious to know more about your suggestion about using Gift Rules as mentioned above. Thanks!

shani traum · December 2015

Jennifer Claudy:

Build a Gift Query with Criteria: Deceased equals Yes (you may also want to add: OR Inactive? equals Yes OR No Valid Addresses? equals Yes).

Then go to Config > Business Rules > User Defined Rules > Gift and create a Business Rule based on the above Query.

I just tested this, and it works in Batch (as well as on Gifts created from the Constituent Record).

You can create a similar Rule as a Consituent Rule, but it won't pop in a Gift Batch, only a Constituent Batch.

I use Gift Rules to tell me which Constituents got which Appeal/Package so I don't have to go look at the Appeals Tab if they don't send back the reply card with the code on it...or use a generic reply envelope from a newsletter.

Thank you again for this! Our gift processor was entering a gift today and up popped the warning. And then after looking further, discovered that the this WAS the correct person, BUT we had previously marked him as deceased in error.

So, doublely useful.

Rachel Parker · January 2016

Jennifer Claudy:

Build a Gift Query with Criteria: Deceased equals Yes (you may also want to add: OR Inactive? equals Yes OR No Valid Addresses? equals Yes).

Then go to Config > Business Rules > User Defined Rules > Gift and create a Business Rule based on the above Query.I created a GIFT query as you suggested and then went to Config to set up the Business Rule.

I just built a Gift Query like Jennifer suggested, but when I tried to set up the Business Rule, the only "relevant" query types were Constituent or Giving Score. I couldn't access my Gift type query. What am I missing?

Thanks!!

Rachel

Jen Claudy · January 2016

Rachel:

Config > Business Rules > User Defined Rules > Gift

to add a new one, you must be clicking on [New Adding Gift Rule] not [New Opening Constituent Rule]

If this isn't where you've gone wrong, message me and we'll set up a quick phone call & screen share and I'll walk you thru it.

Jen Claudy · January 2016

Opps...I misspoke (mistyped)...use a Constituent Query as the basis for your Gift Business Rule.

Linda Allen · January 2016

You would create a USER DEFINED gift business rule, I have a query off all deceased and it pops up a message constituent is deceased if I pull them into a batch. Hopefully it displays the screen shot below for you.

Heather MacKenzie · April 2016

Hi everyone,

I'm finding this thread while searching for something else, and I find it very interesting. We have long struggled with how to make this happen in our office - we have had multiple gifts get entered onto deceased records and it's a pain to "fix" them.

I see that our (hosted) database has this gift rule you're talking about, and it is not working in batch for us, only if we were to be going and adding the gift record directly in the gift tab. Are any of you using this gift business rule now, in a hosted RE environment, and it's working? I'd love to compare if your answer is yes.

Thanks!

Nicole S · April 2016

You'll need to be sure it's a GIFT rule and not a CONSTITUENT rule.

Jen Claudy · May 2016

Heather MacKenzie:

Hi everyone,

I'm finding this thread while searching for something else, and I find it very interesting. We have long struggled with how to make this happen in our office - we have had multiple gifts get entered onto deceased records and it's a pain to "fix" them.

I see that our (hosted) database has this gift rule you're talking about, and it is not working in batch for us, only if we were to be going and adding the gift record directly in the gift tab. Are any of you using this gift business rule now, in a hosted RE environment, and it's working? I'd love to compare if your answer is yes.

Thanks!

GIFT Rule based on CONSTITUENT Query...see screenshot & notice highlighted selections:

3130333ce35ce16a96512926f9d5f271-huge-bu

Heather MacKenzie · May 2016

Nicole S:

You'll need to be sure it's a GIFT rule and not a CONSTITUENT rule.

Yep, I've checked that many times, and it's a gift rule, not a constituent rule, and dang it, it just doesn't work in my database. :-)

Heather MacKenzie · May 2016

Jen Claudy:

Heather MacKenzie:

Hi everyone,

I'm finding this thread while searching for something else, and I find it very interesting. We have long struggled with how to make this happen in our office - we have had multiple gifts get entered onto deceased records and it's a pain to "fix" them.

I see that our (hosted) database has this gift rule you're talking about, and it is not working in batch for us, only if we were to be going and adding the gift record directly in the gift tab. Are any of you using this gift business rule now, in a hosted RE environment, and it's working? I'd love to compare if your answer is yes.

Thanks!

GIFT Rule based on CONSTITUENT Query...see screenshot & notice highlighted selections:

Yep, that's exactly how our is set up. I was so hoping you had figured it out for me!! Thank you though. :-)

Heather

Jen Claudy · May 2016

Heather, do you have that "Apply Rule to Selected Security Groups Only" box checked? If so, are you testing the Rule from a User that is in a group on the right side of that window? (Supervisor Rights means the Rule won't work for that User.)

If that's not it, and no one else has any ideas on here, I would definitely start a Support Chat with BB and see if they can come up with something we've all missed...or if they can find something with your specific database that's causing it not to work properly.

Heather MacKenzie · July 2016

Jen Claudy:

Heather, do you have that "Apply Rule to Selected Security Groups Only" box checked? If so, are you testing the Rule from a User that is in a group on the right side of that window? (Supervisor Rights means the Rule won't work for that User.)

If that's not it, and no one else has any ideas on here, I would definitely start a Support Chat with BB and see if they can come up with something we've all missed...or if they can find something with your specific database that's causing it not to work properly.

Hi Jen, yes it is applied only to selected security groups, and yes, I have tested it with a user from within one of those groups, so I guess I'm off to BB Support next. Thanks for your assitance and feedback!!!

Jennifer Lucarelli · July 2016

Stephen Walsh:

In addition to a business rule you can also add the "deceased" field to the constituent window so that when you pull up the constituent you can see right away if the donor is deceased or not.

We currently use this option, but users seem too often to "forget" to check, even though it's right there. I love the Gift Business Rule idea and will be implementing it today!

Being flagged in batch when a constituent is deceased?

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