Revision history for AppendixBThankYouMailing
Additions:
**How:** Use the report titled “End of Year” in the report center.
Recurring Donors report to run:
DPFLAGS.FLAG = 'MEM'
And DPGIFT.GIFT_DATE BETWEEN '01/01/20XX' AND '12/31/20XX'
And DPGIFT.SOLICIT_CODE IN ('RECXX','WEBRECXX')
And DP.ADDRESS IS NOT NULL
Do Not Thank report to run:
DPFLAGS.FLAG = 'DNT'
AND DPGIFT.GIFT_DATE BETWEEN '01/01/20XX' AND '12/31/20XX'
AND DPGIFT.SOLICIT_CODE <> 'WEBRECXX'
AND DPGIFT.SOLICIT_CODE <> 'RECXX'
Open these reports in separate google sheets. You will then remove any duplicates (sometimes these reports will list a member multiple times if they responded to different solicitation codes throughout the year but fall under the above reports stipulations).
To remove duplicates in google sheets: Add-ons -> Remove Duplicates -> Quick Dedupe (if you do not see this in the add-ons drop-down, select “Get add-ons” and search “Remove Duplicates in the G Suite Marketplace and install).
Be on the lookout for anyone who may have been given the DEC or RMV flag throughout the year. You may need to use ctrl-F and find these people (select the “Match case” option and google sheets should highlight anyone with the RMV or DEC flags).
THIS WILL PULL EVERYONE WHO HAS A RECURRING DONATION AND THE DNT FLAG. YOU THEN NEED TO FILTER OUT ADELAIDE’S MJD FOLKS SHE WILL BE WRITING LETTERS TO.
Flags that Adelaide will be thanking include BRD, INT, FDN, FRI, MJD, STF, TRU, VOL, WIL
The easiest way to sort these out is filter the column with each member’s individual flags, and remove anyone with any of the 9 flags above. These individuals will encompass Adelaide’s portion of the end of year mailing.
Finally, run a mail-merge in Microsoft Word (you can’t pull the letters directly from DonorPerfect because of the duplicate issue), and insert the correct fields (Address, salutation, ytd gift total) into the TY letter being used. Voila.
Recurring Donors report to run:
DPFLAGS.FLAG = 'MEM'
And DPGIFT.GIFT_DATE BETWEEN '01/01/20XX' AND '12/31/20XX'
And DPGIFT.SOLICIT_CODE IN ('RECXX','WEBRECXX')
And DP.ADDRESS IS NOT NULL
Do Not Thank report to run:
DPFLAGS.FLAG = 'DNT'
AND DPGIFT.GIFT_DATE BETWEEN '01/01/20XX' AND '12/31/20XX'
AND DPGIFT.SOLICIT_CODE <> 'WEBRECXX'
AND DPGIFT.SOLICIT_CODE <> 'RECXX'
Open these reports in separate google sheets. You will then remove any duplicates (sometimes these reports will list a member multiple times if they responded to different solicitation codes throughout the year but fall under the above reports stipulations).
To remove duplicates in google sheets: Add-ons -> Remove Duplicates -> Quick Dedupe (if you do not see this in the add-ons drop-down, select “Get add-ons” and search “Remove Duplicates in the G Suite Marketplace and install).
Be on the lookout for anyone who may have been given the DEC or RMV flag throughout the year. You may need to use ctrl-F and find these people (select the “Match case” option and google sheets should highlight anyone with the RMV or DEC flags).
THIS WILL PULL EVERYONE WHO HAS A RECURRING DONATION AND THE DNT FLAG. YOU THEN NEED TO FILTER OUT ADELAIDE’S MJD FOLKS SHE WILL BE WRITING LETTERS TO.
Flags that Adelaide will be thanking include BRD, INT, FDN, FRI, MJD, STF, TRU, VOL, WIL
The easiest way to sort these out is filter the column with each member’s individual flags, and remove anyone with any of the 9 flags above. These individuals will encompass Adelaide’s portion of the end of year mailing.
Finally, run a mail-merge in Microsoft Word (you can’t pull the letters directly from DonorPerfect because of the duplicate issue), and insert the correct fields (Address, salutation, ytd gift total) into the TY letter being used. Voila.
Deletions:
Additions:
===Step 13: End of Year Thank You Mailing=== (To take place as soon as a calendar year has ended)
**What:** Send end of year tax receipts to all of the donors who have been designated to not be thanked until the end of the year.
**Who:** All members who have a recurring donation via the web, recurring donation via check, a Wells Fargo ACH Payment, or a 'do not thank' (DNT) flag. Thus, you will need to thank all individuals who give monthly via recurring credit card donation in Cybersource, recurring check donations, monthly Wells Fargo ACH payment contributors, and members who have specifically requested to not be thanked till the end of the year.
- 2016 was a quirky year, and I actually called DonorPerfect support and they helped me to pull the correct query. This is an option that you can use!
Get ahold of RK to find out what TY letter he wants to use for this mailing!
**What:** Send end of year tax receipts to all of the donors who have been designated to not be thanked until the end of the year.
**Who:** All members who have a recurring donation via the web, recurring donation via check, a Wells Fargo ACH Payment, or a 'do not thank' (DNT) flag. Thus, you will need to thank all individuals who give monthly via recurring credit card donation in Cybersource, recurring check donations, monthly Wells Fargo ACH payment contributors, and members who have specifically requested to not be thanked till the end of the year.
- 2016 was a quirky year, and I actually called DonorPerfect support and they helped me to pull the correct query. This is an option that you can use!
Get ahold of RK to find out what TY letter he wants to use for this mailing!
Deletions:
**Who:** All members who have a recurring donation via the web, recurring donation via check, a Wells Fargo ACH Payment, or a 'do not thank' (DNT) flag. Thus, you will need to thank all individuals who give monthly via recurring credit card donation in Cybersource, recurring check donations, monthly Wells Fargo ACH payment contributors, and members who have specifically requested to not be thanked till the end of the year.
2016 was a quirky year, and I actually called DonorPerfect support and they helped me to pull the correct query. This is an option that you can use!
Additions:
===Step 13: End of Year Thank You Mailing=== (To take place after a calendar year has ended)
**When:** At the start of the new year after all donations for the previous year have been recorded and processed.
**Who:** All members who have a recurring donation via the web, recurring donation via check, a Wells Fargo ACH Payment, or a 'do not thank' (DNT) flag. Thus, you will need to thank all individuals who give monthly via recurring credit card donation in Cybersource, recurring check donations, monthly Wells Fargo ACH payment contributors, and members who have specifically requested to not be thanked till the end of the year.
**How:** You will need to run a query for those who have donated with the "recurring web donation 20xx" code and the "recurring donation 20xx" solicitation codes between 01/01/20XX and 12/31/20XX, as well as those with the "Do Not Thank until the end of the year" flag who have donated between 01/01/20XX and 12/31/20XX. In addition, you will need to pull out our 12 or so Wells Fargo ACH donors by pulling the "ACH Donations 20XX" solicitation code and pulling the letters for those people out.
2016 was a quirky year, and I actually called DonorPerfect support and they helped me to pull the correct query. This is an option that you can use!
**When:** At the start of the new year after all donations for the previous year have been recorded and processed.
**Who:** All members who have a recurring donation via the web, recurring donation via check, a Wells Fargo ACH Payment, or a 'do not thank' (DNT) flag. Thus, you will need to thank all individuals who give monthly via recurring credit card donation in Cybersource, recurring check donations, monthly Wells Fargo ACH payment contributors, and members who have specifically requested to not be thanked till the end of the year.
**How:** You will need to run a query for those who have donated with the "recurring web donation 20xx" code and the "recurring donation 20xx" solicitation codes between 01/01/20XX and 12/31/20XX, as well as those with the "Do Not Thank until the end of the year" flag who have donated between 01/01/20XX and 12/31/20XX. In addition, you will need to pull out our 12 or so Wells Fargo ACH donors by pulling the "ACH Donations 20XX" solicitation code and pulling the letters for those people out.
2016 was a quirky year, and I actually called DonorPerfect support and they helped me to pull the correct query. This is an option that you can use!
Additions:
*Note that there will also be a code for the most recent mailing. Ex. RN-3
Deletions:
Additions:
*Note that there will also be a code for the most recent mailing. Ex. RN-3
Deletions:
Additions:
Thank you codes determine which thank you letter a donor will get.
Additions:
===Current Thank you letters Codes===
01 - First gift/ renewal of the year (since renewal date)
08 - New Member
17 - Second or more gift of year (since renewal date)
19 - Memorial Giver
20 - Memorial gift family notification
API - API subscription thank you
DT- Do Not Thank
45 - Matching gift TY
16 - Gift Membership TY
*Note that there will also be a code for the most recent mailing. Ex. RN-3
01 - First gift/ renewal of the year (since renewal date)
08 - New Member
17 - Second or more gift of year (since renewal date)
19 - Memorial Giver
20 - Memorial gift family notification
API - API subscription thank you
DT- Do Not Thank
45 - Matching gift TY
16 - Gift Membership TY
*Note that there will also be a code for the most recent mailing. Ex. RN-3
Additions:
====**How to do a Thank You mailing**====
Deletions:
Additions:
4) Send the files to Adelaide via email. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
Deletions:
Additions:
- Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
- Edit code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
7) To Edit MJD Report Filter
- Go to set selection filter
- Select the edit button for MJD Report Filter
- Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
8) Now that you’ve edited the individual filters, you can run the compound filter. Go to Selection Filter -> TY Mailing Filter ->‘TY Batch minus AK with code’ and click select
- Click ‘Instant Merge’
- Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’)
9) A Word Document will automatically download with all of the letters merged
- Do a quick scan to ensure everything looks okay before you print on letterhead
10) Next, you have to print the envelopes for that TY Letter set.
- You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
11) Print all letters and envelopes. __IMPORTANT__: Make sure that the amount of letters you have matches up with what you pulled back in Step 9.
12) Sign all the letters with Richard’s name.
13) Fold and stuff with the letter and brochure. Stamp with a non-profit stamp.
14) Prepare the mailing form and get a check for USPS from the Office Manager.
- Form in drive as “Bulk Mailing form 2017” in \\membership\Mailings & Publications/mailing forms.
- Edit code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
7) To Edit MJD Report Filter
- Go to set selection filter
- Select the edit button for MJD Report Filter
- Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
8) Now that you’ve edited the individual filters, you can run the compound filter. Go to Selection Filter -> TY Mailing Filter ->‘TY Batch minus AK with code’ and click select
- Click ‘Instant Merge’
- Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’)
9) A Word Document will automatically download with all of the letters merged
- Do a quick scan to ensure everything looks okay before you print on letterhead
10) Next, you have to print the envelopes for that TY Letter set.
- You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
11) Print all letters and envelopes. __IMPORTANT__: Make sure that the amount of letters you have matches up with what you pulled back in Step 9.
12) Sign all the letters with Richard’s name.
13) Fold and stuff with the letter and brochure. Stamp with a non-profit stamp.
14) Prepare the mailing form and get a check for USPS from the Office Manager.
- Form in drive as “Bulk Mailing form 2017” in \\membership\Mailings & Publications/mailing forms.
Deletions:
Edit code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
To Edit MJD Report Filter
Go to set selection filter
TY Mailing Filters Folder
Select the edit button for MJD Report Filter
Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
Now that you’ve edited the individual filters, you can run the compound filter. Go to Selection Filter -> TY Mailing Filter ->‘TY Batch minus AK with code’ and click select
Click ‘Instant Merge’
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’)
A Word Document will automatically download with all of the letters merged
Edit the footer to reflect the TY Batch number you are working on
Do a quick scan to ensure everything looks okay before you print on letterhead
Next, you have to print the envelopes for that TY Letter set.
You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Print all letters and envelopes. IMPORTANT: Make sure that the amount of letters you have matches up with what you pulled back in Step 9.
Sign all the letters with Richard’s name.
Fold and stuff with the letter and brochure. Stamp with a non-profit stamp.
Prepare the mailing form and get a check for USPS from the Office Manager.
Form in drive as “Bulk Mailing form 2017” in \\membership\Mailings & Publications/mailing forms.
Additions:
**Pull the Letters in DonorPerfect**
4) You will be using the compound filter ‘TY Batch minus AK with code’. This filter uses:
- General TY Batch with Code
- MJD Report Filter
5) You’ll need to edit the codes for these two filters before you run them.
6)To Edit General TY Batch with Code:
- Go to Selection filter section and Click Apply
- TY Mailing Filters Folder
- Select the edit button for General Thank You Batch with Code
4) You will be using the compound filter ‘TY Batch minus AK with code’. This filter uses:
- General TY Batch with Code
- MJD Report Filter
5) You’ll need to edit the codes for these two filters before you run them.
6)To Edit General TY Batch with Code:
- Go to Selection filter section and Click Apply
- TY Mailing Filters Folder
- Select the edit button for General Thank You Batch with Code
Deletions:
Click “Show More Options” -> Ensure that Include “NO MAIL” Addresses is selected
Go to Selection Filter -> Apply
Go to the TY Mailing Folder
You will be using the compound filter ‘TY Batch minus AK with code’. This filter uses:
General TY Batch with Code
MJD Report Filter
You’ll need to edit the codes for these two filters before you run them.
To Edit General TY Batch with Code:
Go to Selection filter section
Click Apply
Select the edit button for General Thank You Batch with Code
Additions:
**Pull the letters in DonorPerfect:**
**Run Adelaide’s MJD Report:**
**Run Adelaide’s MJD Report:**
Deletions:
To Pull the letters in DonorPerfect:**
Run Adelaide’s MJD Report.
Additions:
- Click ‘Done’
5) Go to Selection Filter -> Apply
6) Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’
7) A Word Document will automatically download with all of the letters merged
- Edit the footer to reflect the TY Batch number you are working on
- Do a quick scan to ensure everything looks okay before you save the letters
8) Next, you have to print the envelopes for that TY Letter set.
9) You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Run Adelaide’s MJD Report.
1) Hover over ‘Reports’ -> Easy Reports -> MJD Report Filter
2) Include No Mail Names
3) Go to “Set Selection filter” and select MJD Report. Make sure the batch number is updated.
4) Send the files to Adelaide. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
===Step 12: General Thank You Mailing:===
5) Go to Selection Filter -> Apply
6) Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’
7) A Word Document will automatically download with all of the letters merged
- Edit the footer to reflect the TY Batch number you are working on
- Do a quick scan to ensure everything looks okay before you save the letters
8) Next, you have to print the envelopes for that TY Letter set.
9) You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Run Adelaide’s MJD Report.
1) Hover over ‘Reports’ -> Easy Reports -> MJD Report Filter
2) Include No Mail Names
3) Go to “Set Selection filter” and select MJD Report. Make sure the batch number is updated.
4) Send the files to Adelaide. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
===Step 12: General Thank You Mailing:===
Deletions:
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’
Do a quick scan to ensure everything looks okay before you save the letters
Next, you have to run/print Adelaide’s MJD Report.
Hover over ‘Reports’ -> Easy Reports -> MJD Report Filter
Include No Mail Names
Go to “Set Selection filter” and select MJD Report. Make sure the batch number is updated.
Send the files to Adelaide. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
Step 12: General Thank You Mailing:
Additions:
- Change the 1st line of the code DPGIFT.BATCH_NO = ‘XXXXX’ that is the recently closed batch number
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Deletions:
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Additions:
- Change the 1st line of the code DPGIFT.BATCH_NO = ‘XXXXX’ that is the recently closed batch number
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Deletions:
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Additions:
**Those 9 flags are:**
**
To Pull the letters in DonorPerfect:**
**
To Pull the letters in DonorPerfect:**
Deletions:
To Pull the letters in DonorPerfect:
Additions:
===Step 11: Generating Adelaide’s Letters & Envelopes:===
Deletions:
Additions:
Step 11: Generating Adelaide’s Letters & Envelopes:
*You will have to run the letters on the computer with Microsoft Word
Adelaide will personalize letters to members with specific flags, so we need to weed those letters out of the main batch.
Those 9 flags are:
- Board Members (BRD)
- Interns (INT)
- Foundation (FDN)
- Friend (FRI)
- Major Donor (MJD)
- Staff (STF)
- Trust (TRU)
- Volunteer (VOL)
- Will (WIL)
To Pull the letters in DonorPerfect:
1) Go to Mailings -> Mail Merge
Click “Show More Options” -> Ensure that Include “NO MAIL” Addresses is selected
2) Go to Selection Filter -> Apply
3) Go to the TY Mailing Folder
4) Click the edit button on ‘AK TY Filter with Code’
- Change the 1st line of the code DPGIFT.BATCH_NO = ‘XXXXX’ that is the recently closed batch number
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Click ‘Done’
Go to Selection Filter -> Apply
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’
A Word Document will automatically download with all of the letters merged
Edit the footer to reflect the TY Batch number you are working on
Do a quick scan to ensure everything looks okay before you save the letters
Next, you have to print the envelopes for that TY Letter set.
You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Next, you have to run/print Adelaide’s MJD Report.
Hover over ‘Reports’ -> Easy Reports -> MJD Report Filter
Include No Mail Names
Go to “Set Selection filter” and select MJD Report. Make sure the batch number is updated.
Send the files to Adelaide. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
Step 12: General Thank You Mailing:
*Make sure you are on the computer with Word before you start
Go to Mailings -> Mail Merge
Click “Show More Options” -> Ensure that Include “NO MAIL” Addresses is selected
Go to Selection Filter -> Apply
Go to the TY Mailing Folder
You will be using the compound filter ‘TY Batch minus AK with code’. This filter uses:
General TY Batch with Code
MJD Report Filter
You’ll need to edit the codes for these two filters before you run them.
To Edit General TY Batch with Code:
Go to Selection filter section
Click Apply
TY Mailing Filters Folder
Select the edit button for General Thank You Batch with Code
Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
Edit code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
To Edit MJD Report Filter
Go to set selection filter
TY Mailing Filters Folder
Select the edit button for MJD Report Filter
Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
Now that you’ve edited the individual filters, you can run the compound filter. Go to Selection Filter -> TY Mailing Filter ->‘TY Batch minus AK with code’ and click select
Click ‘Instant Merge’
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’)
A Word Document will automatically download with all of the letters merged
Edit the footer to reflect the TY Batch number you are working on
Do a quick scan to ensure everything looks okay before you print on letterhead
Next, you have to print the envelopes for that TY Letter set.
You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Print all letters and envelopes. IMPORTANT: Make sure that the amount of letters you have matches up with what you pulled back in Step 9.
Sign all the letters with Richard’s name.
Fold and stuff with the letter and brochure. Stamp with a non-profit stamp.
Prepare the mailing form and get a check for USPS from the Office Manager.
Form in drive as “Bulk Mailing form 2017” in \\membership\Mailings & Publications/mailing forms.
*You will have to run the letters on the computer with Microsoft Word
Adelaide will personalize letters to members with specific flags, so we need to weed those letters out of the main batch.
Those 9 flags are:
- Board Members (BRD)
- Interns (INT)
- Foundation (FDN)
- Friend (FRI)
- Major Donor (MJD)
- Staff (STF)
- Trust (TRU)
- Volunteer (VOL)
- Will (WIL)
To Pull the letters in DonorPerfect:
1) Go to Mailings -> Mail Merge
Click “Show More Options” -> Ensure that Include “NO MAIL” Addresses is selected
2) Go to Selection Filter -> Apply
3) Go to the TY Mailing Folder
4) Click the edit button on ‘AK TY Filter with Code’
- Change the 1st line of the code DPGIFT.BATCH_NO = ‘XXXXX’ that is the recently closed batch number
- Change the 3rd line of the code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
Click ‘Done’
Go to Selection Filter -> Apply
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’
A Word Document will automatically download with all of the letters merged
Edit the footer to reflect the TY Batch number you are working on
Do a quick scan to ensure everything looks okay before you save the letters
Next, you have to print the envelopes for that TY Letter set.
You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Next, you have to run/print Adelaide’s MJD Report.
Hover over ‘Reports’ -> Easy Reports -> MJD Report Filter
Include No Mail Names
Go to “Set Selection filter” and select MJD Report. Make sure the batch number is updated.
Send the files to Adelaide. Please note that the number of people on the major donor report should match the amount of people in her letters/ envelopes.
Step 12: General Thank You Mailing:
*Make sure you are on the computer with Word before you start
Go to Mailings -> Mail Merge
Click “Show More Options” -> Ensure that Include “NO MAIL” Addresses is selected
Go to Selection Filter -> Apply
Go to the TY Mailing Folder
You will be using the compound filter ‘TY Batch minus AK with code’. This filter uses:
General TY Batch with Code
MJD Report Filter
You’ll need to edit the codes for these two filters before you run them.
To Edit General TY Batch with Code:
Go to Selection filter section
Click Apply
TY Mailing Filters Folder
Select the edit button for General Thank You Batch with Code
Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
Edit code DPGIFT.TY_LETTER_NO = '01' to whichever TY letter code you are printing. So if you are printing TY Letter No 08 (New Member Thank You) the code should read DPGIFT.TY_LETTER_NO = '08'
To Edit MJD Report Filter
Go to set selection filter
TY Mailing Filters Folder
Select the edit button for MJD Report Filter
Edit code DPGIFT.BATCH_NO = 10006 the batch # should be either be 0 if you haven’t closed the batch, or if you’ve closed the batch, edit the batch # to reflect the batch you’re working on.
Now that you’ve edited the individual filters, you can run the compound filter. Go to Selection Filter -> TY Mailing Filter ->‘TY Batch minus AK with code’ and click select
Click ‘Instant Merge’
Click the letter template you are working on. (For example, for TY Letter No 08, you’d click ‘TY New Member’)
A Word Document will automatically download with all of the letters merged
Edit the footer to reflect the TY Batch number you are working on
Do a quick scan to ensure everything looks okay before you print on letterhead
Next, you have to print the envelopes for that TY Letter set.
You should follow the exact same steps as above for the TY Letter you are working on, but when you arrive at the Instant Merge template selection stage, select TY Envelope.
Print all letters and envelopes. IMPORTANT: Make sure that the amount of letters you have matches up with what you pulled back in Step 9.
Sign all the letters with Richard’s name.
Fold and stuff with the letter and brochure. Stamp with a non-profit stamp.
Prepare the mailing form and get a check for USPS from the Office Manager.
Form in drive as “Bulk Mailing form 2017” in \\membership\Mailings & Publications/mailing forms.
Additions:
The following How To describes Steps 11 and 12 of the Deposit/ Thank you mailing process. Please look over Steps 1-10 in the [[http://wiki.votesmart.org/BatchProcessing Batch Deposits]] wiki to make sure you have completed all of the prior steps. Do this __now__, or you will potentially make a mistake.
Additions:
Every gift we receive must be thanked within four weeks of our receipt. This is an absolute deadline. Thank you mailings should be completed every 2 weeks. If you get to the 3 week mark, panic. If you get to the 4 week mark, the entire office should shut down and help get thank yous out. You can track the status of your thank yous in the DevComm [[https://docs.google.com/spreadsheets/d/1-N4sH2P-cuhBDlBMw-8JMJ6vw5wLKL1581EV8o4fmSo/edit#gid=0 Tasks sheet]].
Non-Profit bulk rate requires there be at least 200 pieces. Occasionally we will meet the 200 pieces threshold by filling the thank you with "dummy" envelopes addressed to us. It all depends on whether this is cheaper than sending the thank you first class. With the current rates (as of 2017) of $.49/piece for 1st class and $.198/piece for bulk mail, it is cheaper to send first class if you are mailing 80 pieces or less).
Non-Profit bulk rate requires there be at least 200 pieces. Occasionally we will meet the 200 pieces threshold by filling the thank you with "dummy" envelopes addressed to us. It all depends on whether this is cheaper than sending the thank you first class. With the current rates (as of 2017) of $.49/piece for 1st class and $.198/piece for bulk mail, it is cheaper to send first class if you are mailing 80 pieces or less).
Deletions:
===Data Files for Thank You Mailings===
**Things to do before running a thank you data file:**
Ensure all data is entered through the dates that you are thanking
a. This is most important when you are thanking through "today." If you are not thanking the gifts from this week (because there are so many and you fear you will miss the 4 week deadline for the earlier gifts) this is not an issue.
b. If thanking through "today," be sure to update the batch and do a deposit for whatever is left in the safe before doing the thank you.
==**For all thank you letters not going to Adelaide**==
**To do the actual thank you inclusive of people marked "Do Not Mail" reason "EM"**
1. Ensure no one is data-entering, then Go to "Receipts"
2. Under the Review Batch tab, in the Transaction Order box: change "Default" to "Zip" in the drop down.
4. Under the Select Report box: Select "Thank-you listing"
5. Under "Transaction Filter," check "Set Selection Filter"
6. Select "Build a Selection Filter"
7. In the first section, select the "Gifts" table
8. Select "Batch" then "multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
9. Select "And"
10. In the first section, select the "Main" table
11. Select "Flags," then "multiple contains," then select box at bottom that says 'find opposite'
12. For multiple contains select flags 'MJD', 'FRI', 'WIL', 'STF', 'INT' and 'VOL'
13. Select "Finished"
14. Click "ok" on next screen to accept filter
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
16. Select box that says "Include Already Processed Gifts."
17. Click the Process Receipts tab.
18. Deselect the "DT" box in the list of thank you codes.
19. Select "Total Thank-You's"
20. Click "Process Selected"
21. Select "Create Merge Files" button
22. Click on "Merge Selected"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder. The file TY will contain all of the information for everyone in the TY filter, in order of TY code, while the files TYXX (eg, TY08, TY17, etc) will contain the TY information for the various individual TY codes.
25. Create a folder in \\PEZ\membership\Mailings & Publications\20XX Mailings\20XX TY Mailings labeled with corresponding batch number(s)
26. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
==**Additional Thank You Policies**==
Adelaide is the primary cultivator of Major Donors.
**To create the thank you letters for Adelaide inclusive of individuals with flags marked MJD, WIL, VOL, STF, INT, and FRI**
1. Ensure no one is data-entering, then Go to "Receipts"
2. Under the Review Batch tab, in the Transaction Order box: change "Default" to "Zip" in the drop down.
4. Under the Select Report box: Select "Thank-you listing"
5. Under "Transaction Filter," check "Set Selection Filter"
6. Select "Build a Selection Filter"
7. In the first section, select the "Gifts" table
8. Select "Batch" then "multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
9. Select "And"
10. In the first section, select the "Main" table
11. Select "Flags," then "multiple contains"
12. Select flags 'MJD', 'FRI', 'WIL', 'STF', 'INT' and 'VOL'
13. Select "Finished"
14. Click "ok" on next screen to accept filter
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this
message goes away.
15-b. Check the box that says "Include already processed gifts/pledges."
16. Click the Process Receipts tab.
17. Deselect the "DT" box.
18. Click "Process Selected"
19. Select "Total Thank You's"
20. Select "Create Merge Files" button
21. Click on "Merge Selected"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder. The file TY will contain all of the information for everyone in the TY filter, in order of TY code, while the files TYXX (eg, TY08, TY17, etc) will contain the TY information for the various individual TY codes.
24. Create a folder in \\PEZ\membership\Mailings & Publications\20XX Mailings\20XX MJD TY Mailings labeled with corresponding batch number(s)
25. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
===Mail Merges===
**Merge the thank you letters and envelopes:**
21. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
22. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
a. Skim the merged letters to ensure they will print properly (change the date, one page)
b. Same with the envelopes (especially check spacing)
IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
===Routing Thank Yous conducted by RK and AE===
1. Foundation related material goes to Richard as it arrives.
a. Not family or community foundations that are associated with individual members. Treat these as normal gifts.
b. (Robert Clawson is the only one I remember this applying to and this was simply because of the Harmon Foundation’s grant for the PVS Library)
2. Adelaide must review any member who gave and has one or more of the following flags: BRD (board member), FRI (friend of RK/AEK), MJD (major donor), WIL (will)
a. When Adelaide is traveling, this list is emailed to her, she will review, and let you know which letters she wants.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.95) or e-mail her the merged copy of the letters so she can just print them off herself.
3. To create this list, go to DP and choose:
Reports
Listings
Under 1) Report Category, select "Export to File (dbf,xls,txt)
Under 2) Select Export Type, select "Excel Spreadsheet [xls]"
Under 3) Set Report Options, check the box next to "Set selection filter…"
Under Filter name, select "AK TY LIST"
Click OK and then change the batch numbers to the current thank you listings
Click OK to return to the previous screen
Click Do on the lower righthand side of the screen
In the Export Template drop down menu, select "AK_TY_FILE"
Click OK
Additions:
15-b. Check the box that says "Include already processed gifts/pledges."
18. Click "Process Selected"
19. Select "Total Thank You's"
18. Click "Process Selected"
19. Select "Total Thank You's"
Deletions:
19. Click "Process Selected"
Additions:
25. Create a folder in \\PEZ\membership\Mailings & Publications\20XX Mailings\20XX TY Mailings labeled with corresponding batch number(s)
26. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
17. Deselect the "DT" box.
18. Select "Total Thank You's"
19. Click "Process Selected"
20. Select "Create Merge Files" button
21. Click on "Merge Selected"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder. The file TY will contain all of the information for everyone in the TY filter, in order of TY code, while the files TYXX (eg, TY08, TY17, etc) will contain the TY information for the various individual TY codes.
24. Create a folder in \\PEZ\membership\Mailings & Publications\20XX Mailings\20XX MJD TY Mailings labeled with corresponding batch number(s)
25. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
26. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
17. Deselect the "DT" box.
18. Select "Total Thank You's"
19. Click "Process Selected"
20. Select "Create Merge Files" button
21. Click on "Merge Selected"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder. The file TY will contain all of the information for everyone in the TY filter, in order of TY code, while the files TYXX (eg, TY08, TY17, etc) will contain the TY information for the various individual TY codes.
24. Create a folder in \\PEZ\membership\Mailings & Publications\20XX Mailings\20XX MJD TY Mailings labeled with corresponding batch number(s)
25. Copy and paste the correct "ty" file(s) from the dpw32 folder to the appropriate TY mailing folder.
Deletions:
26. Copy and paste the correct "ty" files from the dpw32 folder to the appropriate TY mailing folder.
17. Select "Merge Selected Receipts"
18. Click on "Merge Files"
19. The screen will show a box that says "creating thank you mail merge files."
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32
folder. The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
Additions:
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder. The file TY will contain all of the information for everyone in the TY filter, in order of TY code, while the files TYXX (eg, TY08, TY17, etc) will contain the TY information for the various individual TY codes.
Deletions:
Additions:
11. Select "Flags," then "multiple contains"
14. Click "ok" on next screen to accept filter
14. Click "ok" on next screen to accept filter
Deletions:
2. Under Review Batch, Transaction Order: Select "Zip"
4. Also under Review Batch, Select Report: Select "Thank you listing"
5. Check "Set Selection Filter"
7. In the drop down menu select the "Gifts" database fields
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then
type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no
spaces.
10. In the drop down menu select the "Main" database fields
11. Select "Flags," then "M$ multiple contains,"
14. Click on "Process Receipts"
Additions:
1. Ensure no one is data-entering, then Go to "Receipts"
2. Under the Review Batch tab, in the Transaction Order box: change "Default" to "Zip" in the drop down.
4. Under the Select Report box: Select "Thank-you listing"
5. Under "Transaction Filter," check "Set Selection Filter"
7. In the first section, select the "Gifts" table
8. Select "Batch" then "multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
10. In the first section, select the "Main" table
11. Select "Flags," then "multiple contains," then select box at bottom that says 'find opposite'
16. Select box that says "Include Already Processed Gifts."
18. Deselect the "DT" box in the list of thank you codes.
19. Select "Total Thank-You's"
20. Click "Process Selected"
21. Select "Create Merge Files" button
22. Click on "Merge Selected"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
25. Create a folder in \\PEZ\membership\Mailings\20XX Mailings\ThankYouMailings labeled with corresponding batch numbers
26. Copy and paste the correct "ty" files from the dpw32 folder to the appropriate TY mailing folder.
2. Under the Review Batch tab, in the Transaction Order box: change "Default" to "Zip" in the drop down.
4. Under the Select Report box: Select "Thank-you listing"
5. Under "Transaction Filter," check "Set Selection Filter"
7. In the first section, select the "Gifts" table
8. Select "Batch" then "multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
10. In the first section, select the "Main" table
11. Select "Flags," then "multiple contains," then select box at bottom that says 'find opposite'
16. Select box that says "Include Already Processed Gifts."
18. Deselect the "DT" box in the list of thank you codes.
19. Select "Total Thank-You's"
20. Click "Process Selected"
21. Select "Create Merge Files" button
22. Click on "Merge Selected"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
25. Create a folder in \\PEZ\membership\Mailings\20XX Mailings\ThankYouMailings labeled with corresponding batch numbers
26. Copy and paste the correct "ty" files from the dpw32 folder to the appropriate TY mailing folder.
Deletions:
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
11. Select "Flags," then "M$ multiple contains," then select box at bottom that says 'find opposite'
16. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
18. Select Total Thank You List
19. Click Process Receipts
20. Select "Create Merge Files" box
21. Click on "Merge Files"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
24. Create a folder in \\PEZ\membership\Mailings\20XX Mailings\ThankYouMailings labeled with corresponding batch numbers
Additions:
Every gift we receive must be thanked within four weeks of our receipt. This is an absolute deadline. Ideally we will run a thank you every two weeks as long as there are close to 200 pieces available. (Non-Profit bulk rate requires there be at least 200 pieces. Occasionally we will meet the 200 pieces threshold by filling the thank you with "dummy" envelopes addressed to us. It all depends on whether this is cheaper than sending the thank you first class. At the current rates (as of 7/24/15, with the current rates of $.49/piece for 1st class and $.198/piece for bulk mail, it is cheaper to send first class if you are mailing 80 pieces or less).
Deletions:
Revision [16321]
Edited on 2015-07-23 10:34:40 by Melanie Magnotto [Did the math re: 1st class v bulk]Additions:
**To create the thank you letters for Adelaide inclusive of individuals with flags marked MJD, WIL, VOL, STF, INT, and FRI**
Deletions:
Additions:
24. Create a folder in \\PEZ\membership\Mailings\20XX Mailings\ThankYouMailings labeled with corresponding batch numbers
Deletions:
Revision [14766]
Edited on 2015-04-23 16:18:24 by stephen [Adelaide also wants to receive STF & INT lette]Additions:
12. For multiple contains select flags 'MJD', 'FRI', 'WIL', 'STF', 'INT' and 'VOL'
12. Select flags 'MJD', 'FRI', 'WIL', 'STF', 'INT' and 'VOL'
12. Select flags 'MJD', 'FRI', 'WIL', 'STF', 'INT' and 'VOL'
Deletions:
12. Select flags 'MJD', 'FRI', 'WIL', and 'VOL'
Revision [14623]
Edited on 2015-03-30 15:18:43 by KristenVicedomini [Adelaide also wants to receive STF & INT lette]Additions:
====How to do a Thank You mailing====
===Policies===
===Policies===
Deletions:
Revision [14622]
Edited on 2015-03-30 15:17:18 by KristenVicedomini [Adelaide also wants to receive STF & INT lette]Additions:
>>{{{toc}}}>>
Deletions:
Revision [14621]
Edited on 2015-03-30 15:17:11 by KristenVicedomini [Adelaide also wants to receive STF & INT lette]Additions:
>>{{{toc}}>>
===Data Files for Thank You Mailings===
folder. The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
===Mail Merges===
===Routing Thank Yous conducted by RK and AE===
===Data Files for Thank You Mailings===
folder. The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
===Mail Merges===
===Routing Thank Yous conducted by RK and AE===
Deletions:
folder.
==Mail Merges==
Thank you mailings
The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
Revision [14602]
Edited on 2015-03-30 11:11:14 by KristenVicedomini [moved content to BulkMailAssembly]Additions:
**Things to do before running a thank you data file:**
Ensure all data is entered through the dates that you are thanking
==**For all thank you letters not going to Adelaide**==
==Mail Merges==
IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
Deletions:
**Things to do before running a thank you:**
**A. Ensure all data is entered through the dates that you are thanking**
**B. Ensure you have enough paper, envelopes, mailing trays**
a. Mailing trays ought to be ordered from the USPS on Monday or Tuesday because all leftover materials are sent back to Butte on Wednesday. Just always be aware of how many trays are sitting underneath the table with the mail bin and RK's mail tray and order more as necessary.
**C. To all people involved in the mailing, explain what they are doing and why.**
a. We cannot cut corners on thank you mailings because things are done for a reason.
b. Improvements and modifications to policy will likely be applied to the next thank you, not the current one, after a thoughtful and thorough discussion amongst those involved with the thank you process.
**D. Keep all the mailings in zip code order.**
a. Keep things in order so that we can fix our mistakes much easier.
b. We also keep the letters and envelopes in zip code order because this makes things much easier for the Post Office as well, and although it is no longer required that bulk mailings remain in zip code order, we do it anyway to make their jobs easier.
c. Ensure others are doing this as well.
**Steps needed to complete a thank you mailing:**
Inform, at least one day prior, every Director that we have a thank you mailing to print in order to avoid printing conflicts.
**For all thank you letters not going to Adelaide**
25. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
26. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
27. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
a. This can be difficult when working with numerous members and interns.
28. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
29. Sign, fold (trifold - Zee fold), and stuff all envelopes.
a. Sign only in blue ink: Show assistants the RK signing process.
b. Ensure all contents are in the particular mailing (brochure, insert, photo, etc.)
c. Read the letter to ensure you are providing what we say we are providing.
Additions:
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
16. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
17. Click the Process Receipts tab.
18. Select Total Thank You List
19. Click Process Receipts
20. Select "Create Merge Files" box
21. Click on "Merge Files"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
24. Create a folder in \\PEZ\membership\Mailings\2012 Mailings\ThankYouMailings labeled with correspoding batch numbers
16. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
17. Click the Process Receipts tab.
18. Select Total Thank You List
19. Click Process Receipts
20. Select "Create Merge Files" box
21. Click on "Merge Files"
22. The screen will show a box that says "creating thank you mail merge files."
23. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
24. Create a folder in \\PEZ\membership\Mailings\2012 Mailings\ThankYouMailings labeled with correspoding batch numbers
Deletions:
16. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
17. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
18. Click the Process Receipts tab.
19. Select Total Thank You List
20. Click Process Receipts
21. Select "Create Merge Files" box
22. Click on "Merge Files"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
25. Create a folder in \\PEZ\membership\Mailings\2012 Mailings\ThankYouMailings labeled with correspoding batch numbers
Additions:
25. Create a folder in \\PEZ\membership\Mailings\2012 Mailings\ThankYouMailings labeled with correspoding batch numbers
Additions:
21. Select "Create Merge Files" box
Deletions:
Additions:
19. Select Total Thank You List
20. Click Process Receipts
21. Select "Merge Selected Receipts"
22. Click on "Merge Files"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
25. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
26. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
27. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
28. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
29. Sign, fold (trifold - Zee fold), and stuff all envelopes.
20. Click Process Receipts
21. Select "Merge Selected Receipts"
22. Click on "Merge Files"
23. The screen will show a box that says "creating thank you mail merge files."
24. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
25. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
26. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
27. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
28. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
29. Sign, fold (trifold - Zee fold), and stuff all envelopes.
Deletions:
20. Click on "Merge Files"
21. The screen will show a box that says "creating thank you mail merge files."
22. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
23. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
24. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
25. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
26. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
27. Sign, fold (trifold - Zee fold), and stuff all envelopes.
Additions:
16. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
17. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
17. Select box that says "Include Already Processed Gifts." Also select "Thank you listing" under Select Report.
Deletions:
17. Select box that says "Include Already Processed Gifts"
Additions:
16. The following message comes up: "Applying transaction selection filter. Please wait…" Also select "Thank you listing" under Select Report. Wait until this message goes away.
Deletions:
Additions:
14. Click "ok" on next screen to accept filter
15. Click on "Process Receipts"
16. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
17. Select box that says "Include Already Processed Gifts"
18. Click the Process Receipts tab.
19. Select "Merge Selected Receipts"
20. Click on "Merge Files"
21. The screen will show a box that says "creating thank you mail merge files."
22. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
23. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
24. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
25. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
26. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
27. Sign, fold (trifold - Zee fold), and stuff all envelopes.
15. Click on "Process Receipts"
16. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
17. Select box that says "Include Already Processed Gifts"
18. Click the Process Receipts tab.
19. Select "Merge Selected Receipts"
20. Click on "Merge Files"
21. The screen will show a box that says "creating thank you mail merge files."
22. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
23. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
24. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
25. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
26. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
27. Sign, fold (trifold - Zee fold), and stuff all envelopes.
Deletions:
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
23. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
24. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
25. Sign, fold (trifold - Zee fold), and stuff all envelopes.
Additions:
**For all thank you letters not going to Adelaide**
9. Select "And"
10. In the drop down menu select the "Main" database fields
11. Select "Flags," then "M$ multiple contains," then select box at bottom that says 'find opposite'
12. For multiple contains select flags 'MJD', 'FRI', 'WIL', and 'VOL'
13. Select "Finished"
14. Click on "Process Receipts"
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
16. Click the Process Receipts tab.
17. Select "Merge Selected Receipts"
18. Click on "Merge Files"
19. The screen will show a box that says "creating thank you mail merge files."
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
21. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
22. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
23. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
24. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
25. Sign, fold (trifold - Zee fold), and stuff all envelopes.
**To create the thank you letters for Adelaide inclusive of individuals with flags marked MJD, WIL, VOL, and FRI**
1. Ensure no one is data-entering, then Go to " Process Receipts"
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then
type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no
spaces.
9. Select "And"
10. In the drop down menu select the "Main" database fields
11. Select "Flags," then "M$ multiple contains,"
12. Select flags 'MJD', 'FRI', 'WIL', and 'VOL'
13. Select "Finished"
14. Click on "Process Receipts"
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this
message goes away.
16. Click the Process Receipts tab.
17. Select "Merge Selected Receipts"
18. Click on "Merge Files"
19. The screen will show a box that says "creating thank you mail merge files."
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32
folder.
21. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
22. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
9. Select "And"
10. In the drop down menu select the "Main" database fields
11. Select "Flags," then "M$ multiple contains," then select box at bottom that says 'find opposite'
12. For multiple contains select flags 'MJD', 'FRI', 'WIL', and 'VOL'
13. Select "Finished"
14. Click on "Process Receipts"
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
16. Click the Process Receipts tab.
17. Select "Merge Selected Receipts"
18. Click on "Merge Files"
19. The screen will show a box that says "creating thank you mail merge files."
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
21. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
22. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
23. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
24. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
25. Sign, fold (trifold - Zee fold), and stuff all envelopes.
**To create the thank you letters for Adelaide inclusive of individuals with flags marked MJD, WIL, VOL, and FRI**
1. Ensure no one is data-entering, then Go to " Process Receipts"
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then
type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no
spaces.
9. Select "And"
10. In the drop down menu select the "Main" database fields
11. Select "Flags," then "M$ multiple contains,"
12. Select flags 'MJD', 'FRI', 'WIL', and 'VOL'
13. Select "Finished"
14. Click on "Process Receipts"
15. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this
message goes away.
16. Click the Process Receipts tab.
17. Select "Merge Selected Receipts"
18. Click on "Merge Files"
19. The screen will show a box that says "creating thank you mail merge files."
20. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32
folder.
21. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
22. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
Deletions:
10. Click on "Process Receipts"
11. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
12. Click the Process Receipts tab.
13. Select "Merge Selected Receipts"
13. Click on "Merge Files"
14. The screen will show a box that says "creating thank you mail merge files."
15. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
16. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
17. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
18. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
20. Sign, fold (trifold - Zee fold), and stuff all envelopes.
Revision [5292]
Edited on 2011-11-02 13:33:39 by BrandonCopeland [moved content to BulkMailAssembly]Additions:
Every gift we receive must be thanked within four weeks of our receipt. This is an absolute deadline. Ideally we will run a thank you every two weeks as long as there are close to 200 pieces available. (Non-Profit bulk rate requires there be at least 200 pieces. Occasionally we will meet the 200 pieces threshold by filling the thank you with "dummy" envelopes addressed to us. It all depends on whether this is cheaper than sending the thank you first class. Do the math.)
a. Mailing trays ought to be ordered from the USPS on Monday or Tuesday because all leftover materials are sent back to Butte on Wednesday. Just always be aware of how many trays are sitting underneath the table with the mail bin and RK's mail tray and order more as necessary.
1. Ensure no one is data-entering, then Go to " Process Receipts"
2. Under Review Batch, Transaction Order: Select "Zip"
4. Also under Review Batch, Select Report: Select "Thank you listing"
10. Click on "Process Receipts"
12. Click the Process Receipts tab.
13. Select "Merge Selected Receipts"
13. Click on "Merge Files"
a. Skim the merged letters to ensure they will print properly (change the date, one page)
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
a. Mailing trays ought to be ordered from the USPS on Monday or Tuesday because all leftover materials are sent back to Butte on Wednesday. Just always be aware of how many trays are sitting underneath the table with the mail bin and RK's mail tray and order more as necessary.
1. Ensure no one is data-entering, then Go to " Process Receipts"
2. Under Review Batch, Transaction Order: Select "Zip"
4. Also under Review Batch, Select Report: Select "Thank you listing"
10. Click on "Process Receipts"
12. Click the Process Receipts tab.
13. Select "Merge Selected Receipts"
13. Click on "Merge Files"
a. Skim the merged letters to ensure they will print properly (change the date, one page)
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a WIL (will) flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point. She will write a personal note on these thank yous.
Deletions:
a. Mailing trays ought to be ordered from the USPS on Monday or Tuesday because all leftover materials are sent back to Butte on Wednesday. Just always be aware of how many trays are sitting in the elevated sub addition to the back office and order more as necessary.
1. Ensure no one is data-entering, then Go to "Receipts"
3. Under Review Batch
4. Select "Sort by Zip Code"
10. Return to the Batch Processing screen - Click OK
12. Click the Batch Processing tab.
13. Click "Preview" and then close the Preview when it comes up.
a. Skim the merged letters to ensure they will print properly (change the date, one page - some will be printed front/back on letterhead, etc.)
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a 'will' flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.She will write a personal note on these thank yous.
Revision [5211]
Edited on 2011-10-18 15:54:31 by CorneliaCollins [moved content to BulkMailAssembly]Additions:
**B. Ensure you have enough paper, envelopes, mailing trays**
**C. To all people involved in the mailing, explain what they are doing and why.**
**D. Keep all the mailings in zip code order.**
1. Ensure no one is data-entering, then Go to "Receipts"
3. Under Review Batch
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a 'will' flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.She will write a personal note on these thank yous.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.95) or e-mail her the merged copy of the letters so she can just print them off herself.
**C. To all people involved in the mailing, explain what they are doing and why.**
**D. Keep all the mailings in zip code order.**
1. Ensure no one is data-entering, then Go to "Receipts"
3. Under Review Batch
8. Select "Batch No," then "M$ multiple contains," (must check box at bottom that says 'All Operators') then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
19. IMPORTANT: All letters that are to major donor, friends, board member and anyone with a 'will' flag in their record letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.She will write a personal note on these thank yous.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.95) or e-mail her the merged copy of the letters so she can just print them off herself.
Deletions:
a. The PS spreadsheet is explained in detail later
**C. Ensure you have enough paper, envelopes, mailing trays**
**D. To all people involved in the mailing, explain what they are doing and why.**
**E. Keep all the mailings in zip code order.**
1. Ensure no one is data-entering, then Go to "Acknowledgments, Version 8 Options"
2. Uncheck "Print Thank You Labels"
3. Click "Filter and Sort"
8. Select "Batch No," then "M$ multiple contains," then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
19. Before stuffing and sealing, have all letters needing a PS pulled. This is why letters/envelopes need to be kept in zip code order AND separated by thank you. MORE IMPORTANTLY: All major donor letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.80) or e-mail her the merged copy of the letters so she can just print them off herself.
Revision [3715]
Edited on 2010-02-09 10:02:43 by BrandonCopeland [moved content to BulkMailAssembly]Additions:
**Steps needed to complete a thank you mailing:**
**To do the actual thank you inclusive of people marked "Do Not Mail" reason "EM"**
1. Ensure no one is data-entering, then Go to "Acknowledgments, Version 8 Options"
2. Uncheck "Print Thank You Labels"
3. Click "Filter and Sort"
4. Select "Sort by Zip Code"
5. Check "Set Selection Filter"
6. Select "Build a Selection Filter"
7. In the drop down menu select the "Gifts" database fields
8. Select "Batch No," then "M$ multiple contains," then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
9. Select "Finished"
10. Return to the Batch Processing screen - Click OK
11. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
12. Click the Batch Processing tab.
13. Click "Preview" and then close the Preview when it comes up.
14. The screen will show a box that says "creating thank you mail merge files."
15. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
**Merge the thank you letters and envelopes:**
16. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
17. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
a. Skim the merged letters to ensure they will print properly (change the date, one page - some will be printed front/back on letterhead, etc.)
b. Same with the envelopes (especially check spacing)
18. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
a. This can be difficult when working with numerous members and interns.
19. Before stuffing and sealing, have all letters needing a PS pulled. This is why letters/envelopes need to be kept in zip code order AND separated by thank you. MORE IMPORTANTLY: All major donor letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.
20. Sign, fold (trifold - Zee fold), and stuff all envelopes.
a. Sign only in blue ink: Show assistants the RK signing process.
b. Ensure all contents are in the particular mailing (brochure, insert, photo, etc.)
c. Read the letter to ensure you are providing what we say we are providing.
==**Additional Thank You Policies**==
Adelaide is the primary cultivator of Major Donors.
Thank you mailings
1. Foundation related material goes to Richard as it arrives.
a. Not family or community foundations that are associated with individual members. Treat these as normal gifts.
b. (Robert Clawson is the only one I remember this applying to and this was simply because of the Harmon Foundation’s grant for the PVS Library)
2. Adelaide must review any member who gave and has one or more of the following flags: BRD (board member), FRI (friend of RK/AEK), MJD (major donor), WIL (will)
a. When Adelaide is traveling, this list is emailed to her, she will review, and let you know which letters she wants.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.80) or e-mail her the merged copy of the letters so she can just print them off herself.
3. To create this list, go to DP and choose:
Reports
Listings
Under 1) Report Category, select "Export to File (dbf,xls,txt)
Under 2) Select Export Type, select "Excel Spreadsheet [xls]"
Under 3) Set Report Options, check the box next to "Set selection filter…"
Under Filter name, select "AK TY LIST"
Click OK and then change the batch numbers to the current thank you listings
Click OK to return to the previous screen
Click Do on the lower righthand side of the screen
In the Export Template drop down menu, select "AK_TY_FILE"
Click OK
The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
**To do the actual thank you inclusive of people marked "Do Not Mail" reason "EM"**
1. Ensure no one is data-entering, then Go to "Acknowledgments, Version 8 Options"
2. Uncheck "Print Thank You Labels"
3. Click "Filter and Sort"
4. Select "Sort by Zip Code"
5. Check "Set Selection Filter"
6. Select "Build a Selection Filter"
7. In the drop down menu select the "Gifts" database fields
8. Select "Batch No," then "M$ multiple contains," then type in each batch number you want to thank (600,601,602…) - Use commas to separate the batch numbers but no spaces.
9. Select "Finished"
10. Return to the Batch Processing screen - Click OK
11. The following message comes up: "Applying transaction selection filter. Please wait…" Wait until this message goes away.
12. Click the Batch Processing tab.
13. Click "Preview" and then close the Preview when it comes up.
14. The screen will show a box that says "creating thank you mail merge files."
15. Thank you files are data (excel) files and are located on the DonorPerfect Drive (Q) under the Dpw32 folder.
**Merge the thank you letters and envelopes:**
16. Form letters and envelopes are located on the Membership Drive under the folder "Thank You" "#10_envelope" is a standard regular size envelope; "C5 envelope" is a 6 x 9 envelope (used when enclosing the VSDM for new members)
17. Merge each letter and corresponding envelope using the appropriate "TY__.dbf" file as the source file for the document. (dbf files are in Q drive)
a. Skim the merged letters to ensure they will print properly (change the date, one page - some will be printed front/back on letterhead, etc.)
b. Same with the envelopes (especially check spacing)
18. Be especially careful to not mix letters & envelopes of different thank yous (using part of a post-it note with the thank you # on it is the best way to separate letters and envelopes in the tray).
a. This can be difficult when working with numerous members and interns.
19. Before stuffing and sealing, have all letters needing a PS pulled. This is why letters/envelopes need to be kept in zip code order AND separated by thank you. MORE IMPORTANTLY: All major donor letters must be pulled, stuffed with the appropriate letters and materials, and given to Adelaide unsealed at this point.
20. Sign, fold (trifold - Zee fold), and stuff all envelopes.
a. Sign only in blue ink: Show assistants the RK signing process.
b. Ensure all contents are in the particular mailing (brochure, insert, photo, etc.)
c. Read the letter to ensure you are providing what we say we are providing.
==**Additional Thank You Policies**==
Adelaide is the primary cultivator of Major Donors.
Thank you mailings
1. Foundation related material goes to Richard as it arrives.
a. Not family or community foundations that are associated with individual members. Treat these as normal gifts.
b. (Robert Clawson is the only one I remember this applying to and this was simply because of the Harmon Foundation’s grant for the PVS Library)
2. Adelaide must review any member who gave and has one or more of the following flags: BRD (board member), FRI (friend of RK/AEK), MJD (major donor), WIL (will)
a. When Adelaide is traveling, this list is emailed to her, she will review, and let you know which letters she wants.
b. You will either send her the actual letters via Priority Mail (flat rate envelope - costs $4.80) or e-mail her the merged copy of the letters so she can just print them off herself.
3. To create this list, go to DP and choose:
Reports
Listings
Under 1) Report Category, select "Export to File (dbf,xls,txt)
Under 2) Select Export Type, select "Excel Spreadsheet [xls]"
Under 3) Set Report Options, check the box next to "Set selection filter…"
Under Filter name, select "AK TY LIST"
Click OK and then change the batch numbers to the current thank you listings
Click OK to return to the previous screen
Click Do on the lower righthand side of the screen
In the Export Template drop down menu, select "AK_TY_FILE"
Click OK
The file will be named "dpexport" and can be found on the DP drive under the Dpw32 folder. Open the document and save it on the Membership Drive under the Major Donor Lists (Adelaide) folder as "MJD Batches x-y" Make sure you delete the dpexport file after saving.
