Using the Manage Donor Thank You Letter to Review and Send Letters to Donors.
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Once the applicant has completed the Thank You Letter question you can use the Manage Donor Thank You Letter to view the Thank You Letter, as well as send the letter to the appropriate donor linked to the funding.
Step 1: Select the Application Form Name for the application you are managing the Thank You Letters for.
Step 2: To access the Manage Donor Thank You Letters, select Application name and click on Manage Applications.
Step 3: On the Manage Applications for that application select the Manage Donor Thank You Letters.
Step 4: This will open the Manage Thank You Letters report:
In this report, you will see all the applicants that have completed the Thank You Letter questions.
Funding: If you have more than one funding source being awarded in your application process you can select each fund to see only the Thank You Letters that have been completed for that specific funding. If you do not select a fund source, then all the completed Thank you letters will appear for all the linked funds.
Search By: If you are looking for a specific applicant, you can use the Search By to enter the appropriate search information you wish to search for and click the Search button to search for that applicant.
Filter by Status/Status Details: If you only want to see applicants that have a specific status or status detail, select the appropriate Status/Status Detail you wish to view, and the listing will filter to only show applicants with that specific status or status detail.
Number of Records: If you have set filters to filter only specific applicants, based on Grant Title, Search By, Status, or Status Detail this will give you the number of applicants being displayed based on that filtering. Otherwise, if no filtering has been set the number will show the entire applicant’s that currently have completed their Thank You Letter questions.
Export to Excel: This allows you to export the Manage Donor Thank You Letters report to Excel and downloads the document to your local computer, using your local Excel program on your desktop.
The following columns are present in the Manage Donor Thank You Letter Report
Applicant: Name of the Applicant that completed the Thank You Letter
Applicant Email: Applicant’s email address based on their login information
External ID: (optional) if using the External ID used in an outside database to identify this applicant for integration purposes.
Thank You Letter: Used to view the Thank you Letter the applicant completed.
Applicant Status: Current status of the applicant in the application process
Grant Name: Funding source they are doing the Thank you letter for
Donor Email: The donor email for the donor that is set up in the donor setup on that fund
Email Sent Date: Date that the thank you letter email was sent to the donor.
Step 5: To view the Applicant’s Thank You Letter, click on the View located in the Thank You Letter column for that specific applicant.
Step 6: When you click on the view this will open the Thank You Letter that the applicant completed for that funding.
Step 7: To edit the Thank You Letter, and adjust the layout, select the View button. This will open the field so that you can make the necessary changes to the letter. Any changes you make to the letter will also be shown to the applicant in the essay box field on their dashboard. Once you have made your changes, select the Update button to save them.
Step 8: You will receive a message notifying you that the changes have been made successfully. Click OK. This will return you to the Manage Donor Thank You letters report.
Step 9: To send the Thank You Letter email to the Donor, select the View located in the Thank You Letter column for that specific applicant.
Step 10: When you click on the View this will open the Thank You Letter again. Click the Email button to send the email.
Step 11: The Send Thank you email To Donor box will open. Select the Send Email button to send the email.
Step 12: You will receive a message that the email has been sent successfully. Click Ok. The email will then be sent to the donor listed in the Donor Email column for that specific Thank You letter.
Step 13: Once the email has been sent the Manage Donor Thank you letters report will show the date of the email in the Email Sent Date column.