Creating and Managing Letter Activities
Letter activities track mailed communications with contacts in DonorDock. You can create them manually or add them as steps in an automation.
Creating a Letter Activity
To create a Letter activity:
Open the contact record.
Create a new activity.
Select Letter as the activity type.
Complete the applicable fields.
Save the activity.
Letter Activity Fields
Field | Description |
|---|---|
Send To | The contact receiving the letter. |
From | The DonorDock user responsible for the activity. |
Subject | The subject or description of the letter. |
Due Date | The date the letter should be completed or was sent. |
Priority | Low, Medium, or High. |
Status | Incomplete, Complete, or Canceled. |
Completion Note | Additional notes available when the activity is marked Complete. |
Use Template | Turn this on to use an existing Marketing Template. |
Letter Content | Used when a template is not selected to enter the letter content or a summary of what was sent. |
Campaign | Associates the activity with a Campaign, if applicable. |
Appeal | Associates the activity with an Appeal, if applicable. |
Using a Template
Turn on Use Template to select an existing Marketing Template for the letter. Templates can include merge fields to personalize the letter using information from the contact record.
Transactional Templates, such as gift receipt templates, are not available for standard Letter activities.
If the letter was created outside of DonorDock, leave Use Template turned off and use Letter Content to record the message or a brief description of what was sent.
Using Letters in Automations
You can add letters as steps in DonorDock automations, similar to email and other activity steps.
When a contact reaches a Letter step, DonorDock creates the Letter activity for the assigned user. The activity appears on that user's Action Board with its due date.
The assigned user can then review the activity, print or prepare the letter, send it, and mark the activity Complete.
This lets an automation determine when to send a letter while keeping printing and completion as a team member task.
Managing Letter Activities
Letter activities that still require action should remain Incomplete. Once you print or send the letter, mark the activity Complete and add a Completion Note if needed.