You can send a single acknowledgement from the Transactions grid using the Mail Merge column. This column may be on the far right side of your grid, so you may want to drag that column to the left or use the Lock Column feature in the Column Settings (three dots at the top of the column) to lock it in place on the left side of the grid.
Clicking on the envelope on the row of the transaction you would like to acknowledge will open the Mail Merge window for the single transaction and allow you to choose the letter, how it is delivered, and archive options.
Fields include:
Mail Merge Template - this is a dropdown list of all the mail merge gift template letters in your library. You must choose a letter to proceed.
Acknowledged - Toggle this to YES to update the record with the acknowledgement information.
Acknowledged How - Select the method you will be sending this acknowledgement letter
Acknowledged Date - defaults to today's date, but you can edit as desired.
Tribute Acknowledged and Attach the Following… should be left No and None respectively.
Delivery Options:
- Print to PDF will print the letter in PDF format and open in a new browser window so you can review the letter prior to sending or printing.
- Print to Word will download the letter. If your letter does not download, be sure you have turned OFF your browser's pop up blocker.
- Print to Word (Advanced) is not used for acknowledgement letters.
Email Link to PDF file will open an email to send once the rest of your selections are made.
Email to Primary Email - sends just one email to the primary email address for this constituent
Email to All Emails including Company Contacts will send a copy of the email to all email addresses on file for this constituent.
Archive Options:
- Save to Documents if set to YES a copy of the letter will be saved in the constituent's Documents.
- Post to Portal is used with the Advanced Portal only and would allow the constituent to download a copy of the letter from their portal account.
- Document Name is any name you would like to give the document.
- Document Category is a dropdown list to choose the appropriate category for this acknowledgement document.
Click OK to generate the letter or open the email to download to Word or PDF to view and edit the message prior to sending.