Reminders Workflow

To help increase charitable revenue and prevent pledge write-offs, you can send reminders to donors when they miss their due dates for commitments such as pledges. From Marketing and Communications, you can manage a process to send acknowledgement letters to constituents based on revenue commitments. To use the process effectively, you must perform several steps.

  1. Create the name format option to use with the process. The name format option determines the addressees and salutations to use with constituents included in the process. You can use a standard option for use with all communications, or you can create an option for only reminders. For more information, see Name Format Options.

  2. Create the address processing option to use with the process. The address processing option determines which types of addresses to use with constituents included in the process. You can use a standard option for use with all communications, or you can create an option for only reminders. For more information, see Address Processing Options.

  3. Configure the options for the reminders process. When you configure the process, you select the default name format and addressing processing options to use, which constituents to exclude based on solicit code, and how often to run the process. For more information, see Edit Options for the Reminders Process.

  4. Add the letters to use with the process. You can use multiple letters with the process, such as to target constituents differently based on revenue amount or activity. When you add a letter, you can create content for each channel of mail or email and select the type of revenue commitment due dates to remind with the letter. After you add your letters, arrange them in the order in which to generate for recipients. For example, you can generate letters for major givers and board members before you generate the letter used to remind all other donors. For more information, see Reminder Letters.

  5. When you configure the options for the reminders process, you can schedule the process to run on a daily or weekly basis. You can also manually run the process at any time. When you run the process, Altru generates the letters based on their order and the criteria of the recipients. For more information, see Start the Reminders Process.

  6. From Revenue, when you add a pledge or recurring gift, select whether to send a reminder for the transaction. To include a transaction in the process, select Send reminders.

  7. After you run the process, download its mail output for delivery to its recipients. You can also manually send its email content to recipients. For more information, see Letter Output and History.