Contact Owners in DonorDock

In DonorDock, you can assign a Relationship Manager, also called an Owner, to a contact record. The Relationship Owner is a member of your team who is primarily responsible for managing the relationship with that contact.

A contact can only have one Relationship Owner at a time. If you assign a different team member as the owner, the new owner will replace the contact's previous owner.

Setting a Relationship Owner allows your organization to identify which team member is responsible for each contact and organize work accordingly.

Relationship Owners can be used to:

• Filter and sort contacts by their assigned owner.

• Run reports based on Relationship Owner.

• Organize contact portfolios so team members can focus on the contacts assigned to them.

• Receive Action Board nudges for contacts assigned to them.

You can only receive contact-specific Action Board nudges for contacts that are assigned to you as the Relationship Owner.

Relationship Owners and the Action Board

The Action Board is your personal home board in DonorDock. It serves as your daily work landing page and displays nudges, assigned actions, and tasks that you are responsible for completing.

The Action Board brings together your individual work across DonorDock, including items that may also appear on Project Boards or Ask Boards. Assigning a Relationship Owner helps DonorDock determine which team member should receive contact-specific nudges.

Set a Default Relationship Owner

You can select a Default Relationship Owner in your Organization Settings. This determines who will automatically be assigned as the owner of newly created contacts unless another owner is specifically provided.

To set the default Relationship Owner:

1. Click the grid icon in the upper-right corner of DonorDock.

2. Select Settings.

3. Locate the Default Relationship Owner setting.

4. Select the team member who should automatically be assigned to new contacts.

5. Save your changes.

The default owner can be changed later on individual contact records or through a bulk update.

Change the Relationship Owner for Contacts

There are several ways to change a Relationship Owner depending on how many contacts you need to update.

Remember that changing the owner is a reassignment. The newly selected owner replaces the contact's existing owner.

Option 1: Change the Owner on an Individual Contact

To change the owner of a single contact:

1. Navigate to the contact record.

2. Click Edit.

3. Locate the Owner dropdown.

4. Select the team member who should be the new owner.

5. Click Save.

The selected team member will replace the previous Relationship Owner for that contact.

Option 2: Bulk Assign Contacts from the Contacts Page

If several contacts need to be assigned to the same Relationship Owner, you can update them together from the main Contacts page.

1. Open Contacts from the main navigation menu.

2. Select Contacts.

3. Apply any filters needed to narrow the list to the contacts you want to update.

4. Use the checkbox column on the left side of the table to select the contacts you want to reassign.

5. Click Assign on the right side of the page.

6. Select the team member who should become the owner of the selected contacts.

7. Complete the assignment.

The selected team member will replace the existing owner on each of the selected contact records.

If you do not currently see the assigned owner on your Contacts table:

1. Click the Columns icon on the right side of the table.

2. Find and select the Owner column.

3. The Owner column will be added to your current view.

You can also rearrange your columns from this menu. Use the parallel-line handle next to a column to click and drag it into your preferred position.

Option 3: Update Relationship Owners Using a Report and Import

For larger Relationship Owner updates, you can export contact records from DonorDock, edit the owner assignments in a spreadsheet, and import the file back into DonorDock.

This option is useful when you need to reassign a large number of contacts, particularly when different contacts need to be assigned to different team members.

Step 1: Export Your Contacts

1. Navigate to Reports.

2. Under the prebuilt Contact Reports, select All Contacts.

3. If you need the report to include all contacts, click the blue Filters button.

4. Select the options to include Deceased and Do Not Solicit contacts

5. Run the report.

Next, customize the columns included in the report:

1. Click the Columns icon on the right side of the report.

2. Remove columns you do not need, such as address, phone number, or other demographic information.

3. Search for and add the Owner Email column.

Use Owner Email, not the standard Owner field, when preparing your import. The import tool uses the team member's email address to identify which DonorDock team member should be assigned as the owner. The team member's friendly display name cannot be used for this matching process.

When your report is ready, click Export and select either CSV or Excel.

If your report contains more than 5,000 rows, DonorDock will prepare the export and email you a link when the file is ready to download.

Step 2: Update the Spreadsheet

Open the exported spreadsheet for editing.

For this type of owner update, the only columns you need are:

• Donor ID

• Owner Email

You can delete the other columns from the spreadsheet if you would like to simplify the import.

Update the Owner Email on each row that needs to be reassigned. The email address should match the email address associated with the intended team member in DonorDock.

Each row should contain only one Owner Email because each contact can have only one Relationship Owner.

When your changes are complete, save the spreadsheet.

Step 3: Import the Updated File

Return to DonorDock and:

1. Click the grid icon in the upper-right corner.

2. Select Imports.

3. Click the purple Import button.

4. Leave the import type set to Contact.

5. Click Upload File and select your updated spreadsheet.

On the mapping page, DonorDock will display your spreadsheet columns alongside the corresponding DonorDock fields.

Confirm the following mappings:

• Owner Email → Owner

• Donor ID → Donor ID

The Donor ID tells DonorDock which existing contact record should be updated. The Owner Email identifies the team member who should become that contact's Relationship Owner.

Click Continue to review the import, then click Process Import.

After the import finishes processing, the applicable contact records will be updated with their new Relationship Owners. Any newly assigned owner will replace the owner previously stored on that contact.

Who Can Be Assigned as a Relationship Owner?

Relationship Owners are selected from your organization's DonorDock team members.

A team member does not necessarily need login access to DonorDock to be assigned as a Relationship Owner. For example, a Non-Interactive team member can be listed as the owner of a contact even though that team member cannot log in.

Available team member roles include:

To change the role of an existing team member:

1. Navigate to Settings > Manage Your Team.

2. Click Roles next to the team member you want to update.

3. Select the new role.

4. Click Save.