Add Reminder Process Screen

Name

This required field has a limit of 100 characters. Enter a name for the process that is easily recognizable when you use the process again.

Description

This field has a limit of 255 characters. Enter description information that further identifies the process. For example, you can enter “Only use for Annual Fund donors.”

Site

Select the site that uses this process. If the process is available to users associated with any site, select “All sites.”

Output grouping

To generate a single output file that includes one row per pledge, select Commitment.

To generate two output files, select Constituent. When you do this, the first file includes one row per constituent and the second file includes one row per pledge.

Letter template

You must use a Word form template to generate a reminder. To navigate to the reminder form on your hard drive or network, select Choose file. After you save a process, the document name becomes a link. To change the file, edit the document in Word. To update the file, select Clear file and select the document in this field again.

Label template

You must use a Word template to print labels. To navigate to the label file on your hard drive or network, select Choose file. After you save a process, the document name becomes a link. To change the file, edit the form template in Word. To update the file, select Clear file and select the document in this field again.

Output type

You must select whether to generate reminders using fields from an output format or fields from an export definition. The program defines the fields to export for each output format. You define the fields to export for an export definition.

Output format (this field also appears on the Generate header file screen Generate header file under Tasks)

This field appears when you select Output format in the Output type field. The output format determines the fields to export for reminders to merge with the Word form template.

Select the email output to use only mail preferences set for the primary email address.

Select the formatted mail output to include address process options for reminders. If a default address process option set has been added from the Manage address processing options configuration task, it defaults here. If one has not been added, select the pencil to access the Processing options screen. On this screen, select an address format and a name format and select Save. Name formats must already be set up on the Names tab of the constituent page and Name format defaults should already be set up from the Manage name format options configuration task.

Select the seasonal address output to export standard reminder fields with seasonal address data, if applicable. Using this output format, the primary address exports unless a seasonal address is in effect. In this situation, the seasonal address exports.

Select the standard output to export standard reminder fields to merge with the Word form template. Examples include TOTALPLEDGEAMOUNT and PLEDGEBALANCE. This output format always uses primary address.

For more information, see Generate a Header File and Reminder Output.

To view the fields to export, view the header row in your .csv file after you run the process.

Export definition (this field also appears on the Generate header file screen Generate header file under Tasks)

This field appears when you select Export definition in the Output type field. You define the fields to export for an export definition and then merge the reminder data with the Word form template.

To select an export definition, select the binoculars. A search screen appears for you to add or select an existing export definition to use for reminders.

For more information, see Generate a Header File.

To view the fields to export, view the header row in your.csv file after you run the process.

Generate reminders for: All pledges

To generate reminders for all pledges with an outstanding balance, select this option.

Generate reminders for: All recurring gifts

To generate reminders for all recurring gifts with an outstanding balance, select this option.

Generate reminders for: Custom selection

To choose a Revenue query for the reminder process, select this option. When you select this, the Selection field enables.

Selection

To specify a Revenue selection, select the binoculars. The Selection Search screen appears for you to add or select an existing query to use for reminders. If the selection you need does not appear in search results, confirm that the Record type is Revenue. If you choose an Ad-hoc or Smart query, you can select Edit Query to modify the query.

Exclusions

To exclude constituents who request not to be contacted or solicited in certain ways, select Exclusions. The Exclusions screen appears. Exclusions help eliminate constituents from the process. For example, Mark Adamson requests that you not send email messages to him. If on his constituent page, through Communications, you add a solicit code that states “Do not email,” Mark will be removed from the process output when a matching exclusion is listed on the Exclusions screen.

For more information about the Exclusions screen, see “Set Exclusions for a Correspondence Process” on page 8.

Calculates amounts as of

To select a date other than today’s date, select the drop down arrow and select <Specific date>. An additional field appears on the right for you to enter a date. To use a calendar to select the date, select the drop down arrow in this field.

Mark reminders sent when process completes

To mark reminders sent in the Reminder history grid (Letters tab) on the pledge, select this checkbox. To preview the data for accuracy after you run the process, do not select the checkbox. You can mark reminders sent at a later time on the Recent Status tab or History tab. You can also mark reminders sent on the Review Reminders tab.

Sent date

When you select Mark reminders sent when process completes, you enable this field. This date defaults in the Date sent column in the Reminder history grid (Letters tab) on the pledge. To select a date other than today’s date, select the drop down arrow and select <Specific date>. An additional field appears on the right for you to enter a date. To use a calendar to select the date, select the drop down arrow in this field.

Create selection from results

To create a new selection for a group of constituents or pledges contained in the reminder process, select this checkbox. When you select this checkbox, you enable the remaining fields and checkbox.

Selection type

When you select Create selection from results, this is a required field. Choose to create a Constituent or Revenue type of selection.

Selection name

When you select Create selection from results, this is a required field. Enter the name for the new selection the process generates.

Overwrite existing selection

To overwrite the selection selected in the Selection name field, select this checkbox.