In this article you will learn how to create a series of queries and triggers that will automatically create actives and send reports to solicitors and members of your organization to encourage proper donor follow up after donating. The below outlines the steps that will be taken to achieve your goals
Table of Contents
An important part of donor management is following up with donors after they have made a gift. This could be a personal email, a phone call, or even a gift to say thank you for their donation. This extra step encourages donors to continue giving and ensure them that their gift is appreciated.
Creating the Queries
The first step in creating this workflow is to create 2 queries, one to identify the transactions and one to identify the contacts and their solicitors.Note: You may need to create several transaction queries if you have different giving levels that require different type of activities to be created. For example, a first time giver may receive an email, but someone who gave a major gift of $5,000 may receive a phone call or a gift.
Transaction Query to Identify Population
To create the transaction query that will be used as a subquery, navigate to Automation & Workflow > General > Queries and select Donations from the filter dropdown and select the transaction radio button.
Add the Transaction Id, Payment Amount, Contact Id, and Date to the selected fields section.
To the filter section, add the criteria you want to filter by. For example if you are targeting major gifts of $1,000 or more that gave today, add Payment Amount to the filter box, select Greater than or Equal to from the dropdown, and enter $1,000 into the text box. Then add the transaction date filter and set to last 24 hours, as shown below.
If you are targeting first time givers, use the Contact Frist Transaction Date field and set to today:
Contacts Query to Identify Contact and Solicitor
The next query you will create will be used to create the activity trigger and will contain the transaction query you just created. Navigate back to Automation & Workflow > General > Queries > Create New and select Contacts from the filter dropdown and the contacts radio button.
In the selected fields section, add Contact Id and Solicitor Id
Note: Solicitor must already be assigned to the contact for the activity to be assigned correctly.
To the filter section, add contact Id and click on the icon to add an external query
Search for the transaction query you made and select that query. You will also need to select Transaction Contact. Id from the dropdown as shown below.
Click Save and name your query.
Creating and Scheduling Activity Query
Creating the Trigger
Once you have created both queries, you will be able to create the trigger to auto assign the activity. Navigate to Automation & Workflow > Workflow > Triggers > Create New and select Create Activity from the type dropdown
Select your Contacts query as the data source, select the Contact Id as the Participating contact, and the Solicitor Id as the assigned Contact.
You will then need to name the trigger job and under Activity settings you will name the activity and set the type and status. For example, if your activity is to call the donor, you could title the activity “Call Donor for $1000+ Gift”, then select Phone call as type, and status as pending.
Scheduling the Activity Trigger
To schedule the trigger to run daily, navigate back to the trigger listing screen (Automation & Workflow > Workflow > Triggers) and locate the trigger you just created. Under Actions, click Schedule.
On the General tab, enter in the name of schedule, then click Save.
Once you click Save, the notifications and triggers tabs will appear. On the notification tab, enter the emails of the recipients that will receive an email when the job has been run.
Note: The recipients will only receive notification that the job has been run. This will not include information on who was assigned what activities.
On the Triggers tab you will be able to set the frequency that the trigger will run. If you want the trigger to run daily, select day from the first dropdown and select the time of day that it will run.
Then click add to assign the trigger and then save your scheduled job.
Creating and Sending Reports for Solicitors
Solicitors will be able to see any activities assigned to them on the home dashboard under the Activities widget when they log into CharityEngine.
However, you can also create a report that can be sent out to all solicitors that will inform them of the activities that have been assigned to them. This is helpful if your solicitors do not log into CharityEngine on a daily basis.
To create this report, navigate to Contacts > Activities > Activities and use the filters to segment the activities. For example, you can use the date filter to only show activities assigned today for all solicitors
Or you can use the advanced filter to segment by solicitor by entering in the solicitor in the assigned text box.
Using the report builder, you can then create a report that contains any fields necessary and schedule the report to be sent to the solicitors. For help in using the report builder read this article and for help scheduling the reports to be sent, read this article.