Actions

Actions track the interactions and tasks required to cultivate relationships with — and secure gifts from — constituents. For example, you can record a conversation with a constituent and add another interaction to further the relationship. You can also save actions to plan and track tasks to cultivate the relationship, such as to analyze their wealth screening or identify who can help with introductions. To track details about an action, you can save notes or attach a contact report or related documentation.

Tip: An action's category helps indicate its channel or intent. To further describe tasks and interactions, your organization may also set up action types. For information, see Action Categories and Types.

  1. For the constituent or their opportunity, select Add action.

    • From a list of constituents or opportunities, select Add action from the menu for the constituent or opportunity.

    • From a list of actions, select Add action and search for the constituent to add the action to.

    • From the constituent's record, select Add action under Actions or on their full list of actions.

    • From the opportunity's record, select Add action under Actions.

  2. Select Meeting.

  3. In the Type field, choose any additional detail your organization tracks to categorize meetings, such as Inquiry or Thank You. For more information, see Action Categories and Types.

  4. Select whether the meeting is of High or Low priority.

  5. For an interaction with an organization, choose which contact to interact with.

  6. Enter the date and time of the meeting. This can be in the past or in the future.

  7. Enter any details or description of the meeting.

    • For a short — less than 255 characters — description, enter it in the Summary field or Notes box.

    • For a longer description, enter a synopsis in the Summary field and then the full content in the Notes box.

      Note: An action's summary appears with a see more link for the full content. If you don't enter a summary, the first 256 characters of the notes appear with the see more link. In the database view, the summary appears in the action's Notepad Description field.

  8. Under Location, specify where the meeting will or was held. For a reminder of an upcoming meeting, choose whether to download the appointment as a file to add to your calendar.

    Tip: You can specify whether to always download appointments as .ics files or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

  9. Under Status, select whether the meeting is upcoming, completed, etc. When a meeting is complete, you can select whether it went well or poorly and when it was completed.

    Tip: To track the location or other details of a previous meeting, edit the action after you add it. For more information, see Action Details.

    Tip: Your organization can set custom statuses for actions. For more information, see Action Statuses.

  10. Under Assign to, search for and select who should meet with the constituent.

    Tip: If you're the active fundraiser, the action's automatically assigned to you. To quickly assign it to someone else, select them from the suggested fundraisers next to Assign to.

  11. For a meeting added to a constituent in support of an active opportunity, choose which one in the Opportunity field.

  12. Under Attachments, attach or link to any files — such as a pictures or a contact report — about the meeting. For more information, see Attachments.

  13. Under Custom fields, save any additional specialized information your organization tracks about meetings. For more information, see Custom Fields.

  14. Select Save.

  1. For the constituent or their opportunity, select Add action.

    • From a list of constituents or opportunities, select Add action from the menu for the constituent or opportunity.

    • From a list of actions, select Add action and search for the constituent to add the action to.

    • From theconstituent's record, select Add action under Notes and actions or on their full list of actions.

    • From the opportunity's record, select Add action under Actions.

  2. Select Phone call.

  3. In the Type field, choose any additional detail your organization tracks to categorize phone interactions, such as Inquiry or Thank You. For more information, see Action Categories and Types.

  4. Select whether the interaction is of High or Low priority.

  5. For an interaction with an organization, choose which contact to interact with.

  6. Enter the date and time of the call. This can be in the past or in the future.

  7. Enter any details or description of the interaction.

    • For a short — less than 255 characters — description, enter it in the Summary field or Notes box.

    • For a longer description, enter a synopsis in the Summary field and then the full content in the Notes box.

      Note: An action's summary appears with a see more link for the full content. If you don't enter a summary, the first 256 characters of the notes appear with the see more link. In the database view, the summary appears in the action's Notepad Description field.

  8. You can specify the phone number, which is particularly important for an upcoming call. For a reminder of an upcoming call, choose whether to download the appointment as a file to add to your calendar.

    Tip: You can specify whether to always download appointments as .ics files or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

  9. Under Status, select whether the call is upcoming, completed, etc. When a call is complete, you can select whether it went well or poorly and when it was completed.

    Tip: To track the phone number or other details of a previous call, edit the action after you add it. For more information, see Action Details.

    Tip: Your organization can set custom statuses for actions. For more information, see Action Statuses.

  10. To track the direction of the interaction, select whether it's Outboundto the constituent or Inboundfrom them to your organization.

    Tip: The direction may help set the context of the call and any follow-up interactions. For more information, see Action Details.

  11. Under Assigned to, search for and select who should interact with the constituent.

    Tip: If you're the active fundraiser for the constituent, the action's automatically assigned to you. To quickly assign it to someone else, select them from the suggested fundraisers next to Assign to.

  12. For an interaction added to a constituent in support of an active opportunity, choose which one in the Opportunity field.

  13. Under Attachments, attach or link to any files — such as a transcript or contact report — about the interaction. For more information, see Attachments.

  14. Under Custom fields, save any additional specialized information your organization tracks about phone interactions. For more information, see Custom Fields.

  15. Select Save.

  1. For the constituent or their opportunity, select Add action.

    • From a list of constituents or opportunities, select Add action from the menu for the constituent or opportunity.

    • From a list of actions, select Add action and search for the constituent to add the action to.

    • From the constituent's record, select Add action under Notes and actions or on their full list of actions.

    • From the opportunity's record, select Add action under Actions.

  2. Select Email .

  3. In the Type field, choose any additional detail your organization tracks to categorize online interactions, such as Inquiry or Thank You. For more information, see Action Categories and Types.

  4. Select whether the interaction is of High or Low priority.

  5. For an interaction with an organization, choose which contact to interact with.

  6. Enter the date and time of the email. This can be in the past or in the future.

  7. Enter any details or description of the interaction.

    • For a short — less than 255 characters — description, enter it in the Summary field or Notes box.

    • For a longer description, enter a synopsis in the Summary field and then the full content in the Notes box.

      Note: An action's summary appears with a see more link for the full content. If you don't enter a summary, the first 256 characters of the notes appear with the see more link. In the database view, the summary appears in the action's Notepad Description field.

  8. You can specify the email address. For a reminder of an upcoming interaction, choose whether to download the appointment as a file to add to your calendar.

    Tip: You can specify whether to always download appointments as .ics files or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

  9. Under Status, select whether the email is upcoming, completed, etc. When an email is complete, you can select whether it went well or poorly and when it was completed.

    Tip: To track the email address or other details of a previous interaction, edit the action after you add it. For more information, see Action Details.

    Tip: Your organization can set custom statuses for actions. For more information, see Action Statuses.

  10. To track the direction of the interaction, select whether it's Outboundto the constituent or Inboundfrom them to your organization.

    Tip: The direction may help set the context of the email and any follow-up interactions. For more information, see Action Details.

  11. Under Assigned to, search for and select who should interact with the constituent.

    Tip: If you're the active fundraiser for the constituent, the action's automatically assigned to you. To quickly assign it to someone else, select them from the suggested fundraisers next to Assign to.

  12. For an interaction added to a constituent in support of an active opportunity, choose which one in the Opportunity field.

  13. Under Attachments, attach or link to any files — such as the email message or a transcript — about the interaction. For more information, see Attachments.

  14. Under Custom fields, save any additional specialized information your organization tracks about online interactions. For more information, see Custom Fields.

  15. Select Save.

  1. For the constituent or their opportunity, select Add action.

    • From a list of constituents or opportunities, select Add action from the menu for the constituent or opportunity.

    • From a list of actions, select Add action and search for the constituent to add the action to.

    • From the constituent's record, select Add action under Notes and actions or on their full list of actions.

    • From the opportunity's record, select Add action under Actions.

  2. Select Mail.

  3. In the Type field, choose any additional detail your organization tracks to categorize mailings, such as Inquiry or Thank You. For more information, see Action Categories and Types.

  4. Select whether the action is of High or Low priority.

  5. For a mailing to an organization, choose which contact to correspond with.

  6. Enter the date and time of the mailing. This can be in the past or in the future.

  7. For a reminder of an upcoming interaction, choose whether to download the appointment as a file to add to your calendar.

    Tip: You can specify whether to always download appointments as .ics files or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

  8. Under Status, select whether the mailing is upcoming, completed, etc. When a mailing is complete, you can select whether it went well or poorly and when it was completed.

    Tip: To track the details of a previous interaction, edit the action after you add it. For more information, see Action Details.

    Tip: Your organization can set custom statuses for actions. For more information, see Action Statuses.

  9. To track the direction of the mail, select whether it's Outboundto the constituent or Inboundfrom them to your organization.

    Tip: The direction may help set the context of the correspondence and any follow-up interactions. For more information, see Action Details.

  10. Under Assigned to, search for and select who should interact with the constituent.

    Tip: If you're the active fundraiser for the constituent, the action's automatically assigned to you. To quickly assign it to someone else, select them from the suggested fundraisers next to Assign to.

  11. For a mailing added to a constituent in support of an active opportunity, choose which one in the Opportunity field.

  12. Under Attachments, attach or link to any files — such as the letter or a contact report — about the mailing. For more information, see Attachments.

  13. Under Custom fields, save any additional specialized information your organization tracks about mailings. For more information, see Custom Fields.

  14. Select Save.

  1. For the constituent or their opportunity, select Add action.

    • From a list of constituents or opportunities, select Add action from the menu for the constituent or opportunity.

    • From a list of actions, select Add action and search for the constituent to add the action to.

    • From the constituent's record, select Add action under Notes and actions or on their full list of actions.

    • From the opportunity's record, select Add action under Actions.

  2. Select Task.

  3. In the Type field, choose any additional detail your organization tracks to categorize tasks, such as Research or Debrief. For more information, see Action Categories and Types.

  4. Select whether the task is of High or Low priority.

  5. For an organization constituent, choose which contact to perform the task with or for.

  6. Enter the date and time of the task. This can be in the past or in the future.

  7. Enter any details or description of the task.

    • For a short — less than 255 characters — description, enter it in the Summary field or Notes box.

    • For a longer description, enter a synopsis in the Summary field and then the full content in the Notes box.

      Note: An action's summary appears with a see more link for the full content. If you don't enter a summary, the first 256 characters of the notes appear with the see more link. In the database view, the summary appears in the action's Notepad Description field.

  8. For a reminder of an upcoming interaction, choose whether to download the appointment as a file to add to your calendar.

    Tip: You can specify whether to always download appointments as .ics files or automatically add them to Google Calendar or Microsoft Outlook 365. For more information, see Calendar Appointments.

  9. Under Status, select whether the task is upcoming, completed, etc. When a task is complete, you can select whether it went well or poorly and when it was completed.

    Tip: To track the details of a previous interaction, edit the action after you add it. For more information, see Action Details.

    Tip: Your organization can set custom statuses for actions. For more information, see Action Statuses.

  10. Under Assigned to, search for and select who should perform the task.

    Tip: If you're the active fundraiser for the constituent, the action's automatically assigned to you. To quickly assign it to someone else, select them from the suggested fundraisers next to Assign to.

  11. For a task added to a constituent in support of an active opportunity, choose which one in the Opportunity field.

  12. Under Attachments, attach or link to any files — such as a spreadsheet or checklist — about the task. For more information, see Attachments.

  13. Under Custom fields, save any additional specialized information your organization tracks about tasks. For more information, see Custom Fields.

  14. Select Save.

When you assign an action to a fundraiser, they receive a notification in the top-level navigation. Each notification includes a link to the action which the fundraiser can use to view details, including who assigned it to them.

Note: If you mark an action complete when you assign it, the fundraiser doesn’t receive a notification.

From the top navigation, fundraisers can also view a list of actions assigned to them in the past seven days.

Tip: Admins! In the database view, you can provide users with rights to manage actions. On the security group in Admin, Security, select Records, Options, and choose their privilges for Constituents and Actions (Constituents) record types.

Note: For information about how to edit or delete an action, see Action Records.

To help foster relationships, you can view and manage actions for constituents or opportunities from their records or in lists. To open the record of an action, select its category and type in a list or the record of its constituent or opportunity. For more information, see Action Records.

Throughout Raiser's Edge NXT, you can manage lists of actions, such as to drive interactions or analyze their progress. As you work with a list, you can select which actions and information to view.

  • For information about how to select which actions — and what information — to view, see Lists.

  • To view only actions that share characteristics such as status or date, select Choose filters . For more information, see List Filters.

  • To update the list to include new or edited information, select Refresh.

For details about a constituent, fundraiser , or action, select its name to open its record.

Tip: In Work Center, you can view and manage a list of only actions assigned to you or for constituents you work with as afundraiser. To view actions for a constituent in Work Center, include the Last action and Next action columns on the Portfolio list. For more information, see Work Center.

From a constituent's record, you can view the tasks and interactions necessary to help cultivate the relationship.

  • To quickly manage actions used with a constituent, such as to add a new task or mark one as complete, manage them under Actions on the constituent'srecord. For each action, you can view details such as its date, whether it's past due, and any related notes. To manage these or more details about the action, select its name to open its record. For more information, see Action Records.

  • For deeper analysis, select the Actions total under Actions to open a full list of their actions. From this list, you can manage the constituent's actions, such as to filter and analyze by status or date.

Tip: On a constituent's record, you can view which opportunity an action supports under Actions. For more information about an opportunity, select its name to open its record.

Tip: To track general details about a constituent, save the information as a note. For information, see Notes.

Tip: To view any files attached to an action, select its paperclip .

With Prospect Research Management, you can view the tasks and interactions necessary to help cultivate the relationship or secure a major gift. On the opportunity's record, the tasks and interactions that support the effort appear under Actions. For each action, you can view details such as its date, whether it's past due, and any related notes. To manage these details, or for more information about the action, select its name to open its record. For more information, see Action Records.

Tip: To view any files attached to an action, select its paperclip .

Note: You can only save actions as text. Actions in the database view that include images don’t appear in the web view.