Tracking Emails Sent Outside of DonorDock

Not every email your organization sends needs to originate from DonorDock.

If you communicate with a donor using your regular email inbox, you can still record that communication on the contact's DonorDock timeline.

There are two primary options:

• Create a Log Email activity

• Use track@donordock.com when sending the email

Log an Email After It Was Sent

Use a Log Email activity when the email has already been sent outside of DonorDock, and you want to record the communication afterward.

A Log Email activity can include:

Logging an email does not send another email to the contact. It simply records the communication.

Use track@donordock.com

DonorDock makes it easy to log your email communication by letting you track emails sent from any email client using your organization’s unique track@donordock.com email address.

This feature helps you save time and stay organized by allowing you to log communication directly from your inbox.

How It Works

When you send or reply to an email, simply CC or BCC your unique track@donordock.com address. DonorDock will automatically create an email activity and associate it with the contact(s) included in the To or CC fields.

If a contact already exists in DonorDock, the email activity will be linked to that record.

What Gets Tracked

Tracked email activities will include:

• Subject line

• Email body content

• Date and time sent

Attachments included in the original email will not be saved automatically in DonorDock. If you wish to retain attachments, you can upload them manually:

1. Navigate to the contact's record.

2. Locate the tracked email in the Activity timeline.

3. Use the Upload Documents section to attach files to the activity.

Tracking via Forwarded Emails

You can also forward emails to your unique track@donordock.com address. As long as the email is sent from a verified DonorDock team member, it will be tracked and associated with the appropriate contact(s) based on the email address in the To or CC fields.

Email Matching Rules

• Contacts must appear in the To or CC fields to be matched or created.

• DonorDock matches emails using the Primary or Secondary Email Address fields on the contact record.

• The Spouse Email field is not used for matching. If you frequently communicate with spouses, consider creating separate contact records and associating them via a household.

Viewing Tracked Emails in DonorDock

To view a tracked email:

1. Go to the Contacts tab.

2. Search for and select the contact.

3. Scroll to the Activity Timeline on the right side of the contact record.

4. Look for the email listed as an activity.

Finding Your Organization’s Unique Tracking Address

Each organization in DonorDock has a unique track@donordock.com address. To locate your organization's unique email address:

1. Click the grid icon in the top right corner of DonorDock to open the Settings Menu.

2. Select Settings.

3. On the right-hand side, look for the Email Tracking Address section. Your organization’s unique tracking address will be listed there.

Attachments and Logged Emails

You cannot add attachments when initially creating a Log Email activity.

However, after the activity is created, you can open it from the contact's timeline and upload supporting documents.

Documents may include items such as:

• PDFs

• Word documents

• Excel files

• Images

Replies to Emails Sent Through DonorDock

When a recipient replies to an email sent through DonorDock, the response is delivered to the team member selected as the Send From user.

The reply itself is not currently added to DonorDock automatically as a new activity.

If you want to preserve that response on the contact's timeline, you can log the email or use the available external email tracking workflow.