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How to Pull a Program List for Donor Acknowledgment: https://help.pm.leapevent.tech/a/1165741
It's that season again - you're laying out your new program book, it's time to fill in the "Donor Acknowledgment" page. But what's the best and easiest way to run that list? Don't worry; we're here to help!
First, we'll set up a custom CRM Snapshot template; this should take about 45 minutes, but you'll only need to do it once:
- Create a custom CRM Snapshot report type
- Rebuild the Snapshot and add donation level buckets to the custom report template
Once your Snapshot is set up, you'll be all set to pull a program book donor list whenever you want - in about five minutes:
3. Here's how to run the Snapshot for your program book donor list
Prefer watching to reading?
We walk through this process from start to finish in this recorded webinar.
Part 1: Program acknowledgment report setup
You'll only need to do this initial report setup once.
1. Clone the Account Donation Sum report type and add the Donor Recognition field
Since we can't add custom fields to the CRM Snapshot Account Donation Sum template as-is, we'll need to clone the CRM Snapshot report type in Setup. That way, we can make the Donor Recognition field available to use on the report.
Let's dive in!
1. Click on the gear and go to Setup
2. Search for and click on Report Types
3. Click on the "Account Donation Sum" Report Type label
If there is already a custom version of this Report Type called something like "Account Donation Sum Custom", don't create another one.
Instead, head to the "Customizing a Report Type" article to add the Donor Recognition field to the existing custom report type.
4. Click "Clone"
5. Rename the Report Type clone and click "Save"
- Add language to the Report Type Label, Name and Description to indicate that this is a customized version of the "Account Donation Sum" Report Type
- Make sure that the Deployment Status is "Deployed"
- Click "Save"
6. Click "Edit Layout" in the Fields Available for Reports section
7. On the right panel, click "Next Page" until you find the Account "Donor Recognition" field
8. Drag the Donor Recognition field from the panel to the center Account section to add it to the report type
9. Click "Save"
2. Rebuild the CRM Snapshot and configure your donor levels in the report template
Now that we've cloned our CRM Snapshot template, we'll rebuild it in the Reports tab and replace the old Snapshot with our shiny new custom template. Then, we'll add a bucket field to define your donor levels, and we'll add some important columns to the report.
You only need to complete this step once - after that, your template will be good to use whenever you want!
1. Click on the App Launcher
2. Search for and click on Reports
3. Open the original "Account Donation Sum" report
4. Click Edit
5. Click on the arrow next to Save and click "Properties"
If the report type is "Account Donation Sum Custom" and already has a Program Level bucket field, then you've already configured the custom report template and can skip to the next section!
6. Rename the report "Account Donation Sum OLD", make the Unique Name "AccountDonationSumOLD", and click "Save"
Make sure that the Report Unique Name is exactly "AccountDonationSumOLD"!
7. Run the "Account Donation Sum OLD" report, then click "Delete"
8. Click "Confirm"
9. Now, Click "New Report"
10. Search "account donation", highlight your custom Account Donation Sum report type, and click "Continue"
11. Set the following filters:
- Change the Show Me filter from "My accounts" to "All accounts"
- Change the Created Date filter to "All Time"
- Add the filter "CRM Snapshot Result" equals blank ("")
12. Click "Save"
13. Fill in the following details:
- Report Name: Account Donation Sum
- Report Unique Name*: AccountDonationSum
- Folder: CRM Snapshot Reports
- Click "Save"
*This is super important! If the unique name isn't
AccountDonationSum exactly as shown, the CRM Snapshot won't work!
Now, let's dress up this report template with a few fields!
14. Click the arrow on the Donation Total column, and click "Bucket This Column"
15. Name your Bucket "Program Level"
Now, let's enter the level ranges!
16. Enter your first range amount and label the bucket for that range
In this example, our first donor level is called "Pearl", and it includes donors who gave less than $100.
17. Click "Add" to define your next range
18. Add your next range
The next level is "Emerald" and includes donors who gave at least $100 but less than $500.
19. Continue adding ranges and buckets as desired, and click "Apply" once you've set the ranges how you like them
20. Now, search for Sort Name in the columns search bar, and add it to your report
21. Search for Donor Recognition in the columns search bar, and add it to your report
22. Drag and drop the Sort Name field right below the Account Name field
23. Drag and drop the Donor Recognition field right below the Sort Name field
24. Now, click on the top of the Sort Name Column to sort the report by the Sort Name field
Make sure the arrow on the column points upward to sort the report from A-Z by last name.
25. You should now have the Program Level, Sort Name and Donor Recognition fields as columns on your report! Click "Save"
Your program list report is ready to use!
Part 2: Pulling your program list
Now that our CRM Snapshot template has all the buckets and fields you need, let's create our program list. Since you only needed to configure the CRM Snapshot template once, moving forward you'll come straight to this section to pull your program list whenever you need to!
If you haven't used CRM Snapshots before, take a gander at this article to get familiar.
1. Head over to the CRM Snapshots tab
If you don't see the CRM Snapshots tab in your main tab bar, click on the App Launcher to access all tabs.
2. Go to the Donations sub-tab, and click on the "Find accounts that have donated a certain amount between certain dates" Snapshot
3. Give your Snapshot a name and set your criteria
Let's fill this out together:
- Description: Give your CRM Snapshot an appropriate name
-
Minimum Donation Amount: Set this to the minimum for your Program Acknowledgment
- Don't leave this field blank! If you want to acknowledge all your donors, set the minimum to 1. Otherwise the report will include non-donors.
- Maximum Donation Amount: Leave this blank to catch all high-level donors
- Minimum and Maximum Donation Date: Set the date range for donations you want to acknowledge for this program
- Record Type: Highlight the Donation record types you want to include in the Snapshot results
- Fund: If your program acknowledges only gifts to certain funds, highlight those here. Otherwise, leave it blank to ensure you capture all gifts (including those without a fund assigned)
- Exclude anonymous gifts: Check this box to exclude Donations marked as "Anonymous" from the totals in the resulting report.
-
Probability: Leave this at 100% to acknowledge only gifts that have been received
- If you want to include Pledge Payments with a stage of Pledged, change it to 90%
- Excluded Account Type: Leave this blank - you probably don't use the Account Type field and can leave this alone
- When you're ready, click "Create Snapshot"
4. Your CRM Snapshot might take a moment to generate - when it's ready, click "View Report" in the Competed Snapshots section
5. Here's your program book report! Click the arrow next to "Edit" and click "Save As" so you don't overwrite the template you worked so hard to make
6. Name your report something unique, give it a description, put it in an appropriate folder, and click "Save"
7. Check your report for blank Sort Names
See any blanks?
You'll need to fix those before this list can get sorted alphabetically for your program book. Head over to this article to find out how.
8. Once all your sort names are filled in, click "Edit"
9. Summarize your report by the Program Level bucket field
You created the bucket field earlier, remember?
10. Click "Save & Run"
11. Expand the arrow next to the Edit button, and click "Export"
12. Select "Formatted Report" to retain the report format, and click "Export"
