Add a Letter Screen

Name (this field also appears on the Update template screen when you select Update template)

This required field has a limit of 100 characters. Enter a name for the letter that is easily recognizable when you add or edit the acknowledgement process.

Description

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

Word template (this field also appears on the Update template screen when you select Update template)

To generate planned gift acknowledgements, select a Word form template. To navigate to your planned gift acknowledgement document on your hard drive or network, select Choose file.

After you save a process, the document name becomes a link. To open the document in Word, select the link or select View template.

To change the file, edit the document in Word. To update the file, select Clear file and select the document in this field again. To update the Word document for the planned gift letter, select Update template.

Selection

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

Planned gifts in the selection are assigned to this planned gift letter during the assign letter process.

Output type

You must select whether to generate planned gift acknowledgements 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)

You must select a planned gift acknowledgement output. This determines the fields to export for planned gift acknowledgements with the Word form template.

Select the standard output to export standard planned gift fields to merge with the Word form template. Examples include VEHICLE and EXPECTEDMATURITY. This output format always uses primary address.

Select the seasonal address output format to export standard planned gift 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 formatted mail output to include address process options for planned gift acknowledgements. 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 email output to use only mail preferences set for the primary email address.

For more information, see Planned Gift Acknowledgement 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 planned gift acknowledgement 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 planned gift acknowledgements.

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.

Site

System administrators can establish security access to letters based on site. When you select one or more sites in the Site field, only users associated with the selected sites can access the letter.