When your organization receives transaction such as a pledge or donation payment, you should send an acknowledgement to thank the constituent for the revenue. From Marketing and Communications, you can manage a process to send acknowledgement letters to constituents based on revenue transactions. To use the process effectively, you must perform several steps.
| □ | From Revenue, configure the reporting filters to determine the types of transactions and applications your organization considers as revenue activity. |
| □ | From Marketing and Communications, create the name format option to use with the process. The name format option determines the addressees and salutations to use with constituents included in the process. You can use a standard option for use with all communications, or you can create an option for only acknowledgements. For information about how to configure name format options, see Name Format Options. |
| □ | Create the address processing option to use with the process. The address processing option determines which types of addresses to use with constituents included in the process. You can use a standard option for use with all communications, or you can create an option for only acknowledgements. For information about how to configure address processing options, see Address Processing Options. |
| □ | Configure the options for the acknowledgement process. When you configure the process, you select the default name format and addressing processing options to use and which constituents to exclude based on solicit code. You can also schedule when to run the process. For example, you can run the process daily to acknowledge revenue transactions added to the database each day. For information about how to configure the process options, see Edit Options for the Acknowledgements Process. |
| □ | Add the letters to use with the process. You can use multiple letters with the process, such as to target constituents differently based on revenue amount or activity. When you add a letter, you can create content for each channel of mail or email and select the type of revenue transactions to acknowledge with the letter. After you add your acknowledgement and receipting letters, arrange them in the order in which to generate for constituents. For example, you can generate letters for major givers and board members before you generate the letter used to acknowledge all other transactions. For information about how to add and arrange acknowledgements and receipting letters, see Acknowledgement Letters. |
| □ | From Revenue, when you add a revenue transaction such as a payment or pledge, select whether to acknowledge the transaction. To exclude a transaction from the process, select Do not acknowledge. |
| □ | From Marketing and Communications, to generate letters to send to thank donors for recent transactions, run the acknowledgement process. When you set up the process, you can select to run the process automatically at a scheduled daily or weekly interval. For information about how to run the process, see Start the Acknowledgement Process. |
| □ | To print and send the acknowledgement letters, generate a Microsoft Word document of the merged mail content. To send the merge information to a mail house, download the acknowledgement output as a comma-separated value (*.csv) file. |