Contact Notes in DonorDock

DonorDock provides several activity types for tracking engagement with your donors, including Emails, Letters, Texts, Phone Calls, Meetings, Event Attendance, Volunteer Hours, Asks, and Tasks.

In addition to these activities and individual gift records, you may want to save information about a contact that isn't tied to a specific interaction.

Notes provide a place to store this information directly on the contact record for future reference.

Examples of information you might save in a note include:

• Communication preferences

• Personal details

• Specific interests or affiliations

• Feedback from the donor

• Previous issues or concerns

• Other helpful context your team may need when working with the contact

Find a Contact Record

To locate a contact in DonorDock:

1. Select Contacts from the main navigation menu, then select Contacts.

2. Use the search bar to find the contact you want to view.

3. Click the contact's name to open their record.

Once on the contact record, scroll down the left side of the page beneath the contact information. You will find sections for Description/Comments, Special Circumstances, and Notes.

🙋🏾‍♀️ What is the difference between Description/Comments, Special Circumstances, and Notes?

When creating or editing a contact in DonorDock, Description/Comments and Special Circumstances store shorter pieces of information. Each field has a limit of 1,500 characters.

• Use Description/Comments for a brief general description or other important context about the contact.

• Use Special Circumstances for information your team should know when interacting with the contact. For example, you might note that a donor is hard of hearing and prefers text communication or uses a captioned telephone.

Notes are better suited for longer or ongoing information. You can add as many notes as needed to a contact record, with no character limit for each note.

Each note also records:

• The team member who added the note

• The date and time the note was added

This makes Notes especially helpful when you want to preserve a history of information or context added by different team members.

Add a New Note

To add a note to a contact:

1. Open the contact's record.

2. Scroll to the Notes section.

3. Click inside the Leave a Note box.

4. Enter your note.

5. Click Add Note.

Your note will immediately appear on the contact record along with the name of the team member who added it and the date and time it was entered.

Importing Notes in Bulk

You can also add notes in bulk using DonorDock's import tool. Depending on your data, the spreadsheet can include columns such as:

• Donor ID

• Account Number

• Email

• Body

• Note Date

• Owner (email)

The Owner identifies the team member who will appear as the person who entered the note and must match the email of a team member on your DonorDock account.

🙋🏼‍♀️ Who can delete a note?

A note can only be deleted by:

• The team member who originally created the note

• A team member with the Administrator role

When you have permission to delete a note, a red Delete action will appear at the bottom of that note.