Thank you for your purchase or trial of Mission Research GiftWorks! Satisfaction is 100% money-back guaranteed – see your license agreement for details.

GiftWorks helps you support your organization’s mission more efficiently and effectively by tracking donors and donor relationships, donations and pledges, mailings, lists, and campaigns—all in one place. Kick off campaigns easily with our smart wizards and built-in marketing tools. Impress your board and sponsors with crisp, clean reports produced in minutes. Turn your volunteers into heroes who are happy and productive from day one, without the hassle of software training. GiftWorks is the best investment you can make toward raising more money, most effectively. Let’s get started!

System Requirements

To use Mission Research GiftWorks, you need:

· PC with Pentium III 333 MHz processor (Pentium 4 1GHz recommended)

· Microsoft Windows 2000 Service Pack 4, Windows 2000 Professional Service Pack 4, Windows XP Home Service Pack 2, Windows XP Professional Service Pack 2, Windows Server 2003 Service Pack 1, or Windows XP Professional x64 Edition Service Pack 1 operating system

NOTE: Please make sure your operating system has the latest updates from Microsoft by navigating to: http://windowsupdate.microsoft.com. It may take several passes through the Windows update process to retrieve all of the critical updates. Please continue to run Windows update until no more critical updates are found.

· Microsoft Internet Explorer 6.0 or 7.0

· 128 MB of RAM (256 MB recommended)

· 40 MB of available hard-disk space

· CD-ROM drive (for installation from CD)

Additional items or services required to use online features

· Microsoft Outlook required to send email

· Internet access required for automatic software updates and sending email

Important Notices for Trial Users

· The GiftWorks trial is intended for evaluation purposes only.

· The GiftWorks trial expires 30 days after installation. This means that files created with the trial software will no longer be accessible after trial expiration. After the trial expires, you will need to purchase a GiftWorks license in order to continue using GiftWorks.

· Emails with customer service are included with this trial. There is no paid technical support included with this trial.

· You must accept the GiftWorks License Agreement during installation before you can use this product. If you do not accept the terms of the License Agreement, do not install or use the product.

INSTALLATION AND SETUP

How to Install GiftWorks from a CD:

1. Insert disk into your CD-ROM drive. Installation will automatically begin. If it does not, double-click My Computer, and then double-click your CD-ROM drive icon. Choose SETUP.EXE.

2. From the initial setup screen, click Next. Please note that you can select Back at any time during installation if you want to change a previous selection.

3. Read the GiftWorks License Agreement. If you accept the terms of the License Agreement, select the I accept button and click Next. If you cannot accept the terms of the License Agreement, then select Cancel and do not install or use the product.

4. Enter your name and your organization's name in the spaces indicated. If you want anyone using this computer to be able to use GiftWorks, then select the Anyone button. You will be able to add additional user names after installation. If you are the only person who should be able to use GiftWorks, then select the Only for me button. Click Next after making your selection.

5. GiftWorks will install into your Program Files folder by default. Click Next to accept this default setup. If you would like to install into a custom folder instead, select Change and browse to the folder of your choice. You can create a new folder if you wish. Click OK once you have chosen your custom folder, then click Next. If you are creating a new folder, GiftWorks will ask you for confirmation. Click OK to confirm this.

6. GiftWorks is now ready for installation. Click Install to complete the wizard and install GiftWorks on your computer. Installation may take several minutes.

7. When the installation wizard is completed, you may check the Launch Mission Research GiftWorks box and click Finish to launch Mission Research GiftWorks. If you want to use GiftWorks later, just click Finish.

How to Install GiftWorks from a Download:

1. Download the GiftWorks installation file from http://www.missionresearch.com/downloads.

2. When given the option, choose to save the downloadable file, and save it to an easy-to-remember location such as your Desktop.

3. When the download is complete, double-click on the downloaded file to start the installation.

4. From the initial setup screen, click Next. Please note that you can select Back at any time during installation if you want to change a previous selection.

5. Read the GiftWorks License Agreement. If you accept the terms of the License Agreement, select the I accept button and click Next. If you cannot accept the terms of the License Agreement, then select Cancel and do not install or use the product.

6. Enter your name and your organization's name in the spaces indicated. If you want anyone using this computer to be able to use GiftWorks, then select the Anyone button. You will be able to add additional user names after installation. If you are the only person who should be able to use GiftWorks, then select the Only for me button. Click Next after making your selection.

7. GiftWorks will install into your Program Files folder by default. Click Next to accept this default setup. If you would like to install into a custom folder instead, select Change and browse to the folder of your choice. You can create a new folder if you wish. Click OK once you have chosen your custom folder, then click Next. If you are creating a new folder, GiftWorks will ask you for confirmation. Click OK to confirm this.

8. GiftWorks is now ready for installation. Click Install to complete the wizard and install GiftWorks on your computer. Installation may take several minutes.

9. When the installation wizard is completed, you may check the Launch Mission Research GiftWorks box and click Finish to launch Mission Research GiftWorks. If you want to use GiftWorks later, just click Finish.

How to Set Up GiftWorks:

1. To launch GiftWorks, go to the Windows task bar and click Start, click Programs, click Mission Research, and then click GiftWorks, or double-click on the GiftWorks “G” icon on your Desktop.

2. If you've already purchased GiftWorks, enter your Software Key in the box indicated and click Go. To buy GiftWorks, click on Buy GiftWorks Now and submit payment through our secure Web site. To start a no-risk trial, click on Try GiftWorks Free.

3. Next, you must register your copy of GiftWorks. Enter the requested information and click Next.

4. The following page will confirm your Trial or Purchase. Click Next.

5. At the welcome screen, click Start.

6. If you installed GiftWorks from a CD, we recommend that you check for any software updates. Click Check for Updates to do this now.

7. GiftWorks is set to check for software updates automatically. Click Next to confirm this setting and have GiftWorks check for updates automatically. If you wish to turn this feature off, simply deselect the Have GiftWorks check for updates box before clicking Next.

8. Enter your name in space provided, and then click Next.

9. If you would like to simply try out the features of GiftWorks without setting up your own database, you may select the Use the sample database button before clicking Next. GiftWorks assumes that you would like to create a new database. Click Next to set up your new database. If you have an existing GiftWorks database to use, select the Select an existing database button before clicking Next.

a. If you are creating a new database, enter a name for this database in the space provided. GiftWorks will save your database in a pre-selected GiftWorks folder. Click Next to accept this selection, or if you wish to save your database in a custom location, click on the filename and choose the folder that you would like to use. Click on OK once you have highlighted your selection, then click Next.

b. If you are selecting an existing database, click on Browse and choose the GiftWorks database that you would like to use. Click on Open once you have highlighted your selection. Click Next to launch your database.

10. If you have created a new database, GiftWorks will now take you through the Setup Wizard, which will give you guidance for doing some preliminary setup for your database and take you through the optional process of importing donor and donation information from another application.

11. You have completed setup! Click on Sign In to open GiftWorks. If you wish to change any of your setup selections before signing in, simply click on the option and follow the setup instructions for that item.

Getting the Most out of GiftWorks

An Overview of Fundraising and Donor Relationship Management with GiftWorks

Your nonprofit survives on the investment of your donors, the good will of your volunteers, the work of you and your co-workers, and the passion of your supporters. The more efficient you are with your fundraising, the easier it is to raise the money you need to accomplish your mission on an ongoing basis.

Mission Research developed GiftWorks to help you increase the effectiveness of your fundraising efforts. This overview will give you insight into the power of GiftWorks for managing your donations, donor relationships, and fundraising process.

Getting Around GiftWorks

Using GiftWorks is mostly easy—you already know that. Sections are on the top, things you can do are on the left, your work is in the middle, and help is on the right and follows you where you go. But using GiftWorks (or any software) effectively is a different thing altogether and depends more on you and your decisions than the software. The quality of the software should be matched by the quality of the data you put in and the methodology of your fundraising. So here we go—ready?

Everyone’s a Potential Donor

You have donors and potential donors. Everybody you know—friends, family, vendors, volunteers—is a potential donor. Not all people and organizations in your GiftWorks database make donations. We call them donors optimistically; in GiftWorks, everyone is considered a donor or a potential donor. Donors who gave this year are more likely to give next year than donors who gave last year, and are certainly more likely to give than those who have never given.

So you add donors to GiftWorks with the expectation that they or someone they know could give a donation sometime in the future—it’s part of building your support base. When they give a donation, there’s a lot of important information you should track that can be important later toward giving you insight into what works, who gives, why they give, and how you can raise more.

Donor Groups

If you’ve used older, outdated fundraising software, you probably know about codes for organizing your donors into categories. GiftWorks doesn’t have any codes—codes are cryptic and we try to be very clear about everything in GiftWorks. Instead, GiftWorks has Groups, which give you a way to organize your donors based on whatever you’d like--non-demographic information. For instance, GiftWorks has a Volunteers group to which you can add donors.

Let’s say you add a new group (Donors, Manage Donor Groups) called Fall Dinner Hosts. You can assign donors to this group by clicking Edit this Donor, then scrolling to the bottom and checking that group and saving. You can also add donors to a group when you add them to GiftWorks for the first time.

Now go to SmartLists, create a SmartList of people who belong to the Fall Dinner Hosts group by selecting Personal Details > Groups > Fall Dinner Hosts. Remember when you added your new group, Fall Dinner Hosts? That shows up in SmartList criteria, in your letter template fields, and your donor records. So now we’ve selected Fall Dinner Hosts as your SmartList criteria, everyone who belongs to that group will show up on this list. Save it as Fall Dinner Hosts, making sure you add the list to your Favorite SmartLists.

Another place to create and manage groups is from within the Donors screen. Clicking on Manage Donor Groups on the left menu under Other Tasks take you to a Manage Donor Groups screen where you can create new groups.

So you’ve created a group, and you’ve created a SmartList of that group, so that now when you add a new person to the group, they automatically show up on the SmartList of Fall Dinner Hosts.

Using SmartLists

Once you have a SmartList, you can do things with it, like add it to a mailing list, send mail directly to the list, send email to the list, and run a report just for the people on the list. You can also browse through the list by double-clicking on a donor name to view the donor, then clicking on the arrows on the bottom of the list to view each donor on the list. If you click on a different tab, GiftWorks will show that tab as the default view as you step through the list.

Queries, SmartLists, Mailing Lists and Reports Explained

If you’ve used Access or some fundraising packages, you’ve heard of queries. A query is a question to the database, like “Would you please give me all donors from Pennsylvania who’ve given over $400 and belong to the Fall Dinner Hosts group.” The database returns that information for you. Well, that can get complex. Part of the problem is that the term “query” describes the process of getting what you want, and not the result.

SmartLists

In GiftWorks, a SmartList describes the result, and instead of creating a “query”, you “build” a SmartList--a SmartList shows the results of a query. You build your SmartList, telling GiftWorks to show you donors who match the criteria you want, and GiftWorks shows you those donors. Then you can save that SmartList and name it for later use.

Reports

So what’s a report? A report is another way of looking at a SmartList.

Reports give you different views of your SmartList results, like bar charts or line charts that plot donations from the donors on your SmartList. You can run a report about all records in GiftWorks, or just on a SmartList. Here’s a good tip:

Build SmartLists to segment your database into specific lists of donors who meet specific criteria
Run reports of those SmartLists, like Donation History.
New donors that meet the SmartList criteria are automatically updated on the SmartList.
Send mail and email the SmartList on the fly or by adding donors from the SmartList to a mailing list.

Mailing Lists

So what’s a Mailing List? A mailing list is a list of donors you have designated to get a mailing. You can add donors to a mailing list one at a time, or many at a time by adding a SmartList of donors to the mailing list. If you have three SmartLists: Volunteers, Fall Dinner Hosts, and Board Members. You can add all of them to your mailing list, Fall Dinner Invitations, by clicking Add to Mailing List when you are viewing the SmartList. Or you can add the SmartList from within the Mailing List Manager.

When you’re ready to create your mailing, you can remove anyone you’d like from the mailing list. They won’t be removed from the database, just the mailing list.

Why Segment your Donors?

In the example above, the appeals you make to these three different SmartLists of donors—Volunteers, Fall Dinner Hosts, and Board Members—may need to be different, because they may represent different audiences with different motivations and interests. You can create separate letter templates for these three types of donors, then create SmartLists of these donors, and then either Send Mail to the SmartList while viewing the SmartList, or create a new mailing list for each one and associate the different letter templates with the appropriate mailing list.

What’s New in GIFTWORKS

General Additions & Changes

Added international address support
Changed “States” to an editable GiftWorks Field
Enhanced ability to clear out the database easily
Changed “Follow-ups” to “Tasks” and Added tasks criteria to SmartLists
Added custom fields availability on reports
Added sorting button for attribute lists, now called GiftWorks Fields
Enhanced salutation and addressee options for donors
Added ability to specify default values for certain fields
Added tabs to indicate the presence of data with bold formatting
Changed “Assigned to” attribute to automatically include users of the application
Removed Go Pages. Let us know what you think about this.
Re-Designed SmartList landing page
Added a new Database Wizard
Added Variable start page
Added Outlook folder/group mapping availability for import
Added “My Organization” information
Added grouping to display of SmartLists
Added grouping for reports
Added new items to the Right-Click menu
Removed “Company Information” screen from GiftWorks installation process

Donor Changes And Additions

Added concept of a single mailing address per donor
Added renewal date field for individuals
Added ability to use primary contact and billing contact address information for an organization
Added relationship tracking to help draw connections between donors
Added Households (creating, editing, deleting)
Added automatic population of default salutation and addressee fields
Added use of household address in individual member records
Added organization address availability from individual record
Added title field as an attribute list

Donation Changes And Additions

Added custom fields for donations
Added ability to split donations across a number of funds
Added simple soft crediting
Added honorariums and memorials (add, edit, delete)
Added donation columns to individual and organization SmartLists
Added acknowledgement date field for donations and pledges
Changed pledges to be separate from donations
Added ability to queue an acknowledgement letter for the add donation process
Added ability to transfer donations between donors
Added transaction auditing provided through the Account Ledger
Added accounts for integration with QuickBooks & QuickBooks Integration
Added exporting of account transactions
Added matching donations
Added ability to track receipted amounts
Added temporary/permanent delete of donation information

Mailings Changes And Additions

Added zoom on mailing previews
Added image placement in mailing templates
Added tables to letter templates
Added headers and footers in mailing templates
Added margins in mailing templates
Added support for printing individual labels
Enabled mailing to honorarium/memorial notification list
Added ability to exclude people from mailings
Added custom fields availability in mailing templates
Added acknowledgements for pledge payments
Added the Mailing Center
Added ability to consolidate mailings by household (for donors)
Added ability to consolidate mailings by donor/donation for donations
Added ability to acknowledge payments from mailing center process (post mailing action)
Added ability to add donor to mailing list following add-donation process
Added Letter Library (add/edit mailing templates)
Enabled “Modify/Save/Save As” templates while doing a mailing
Added “My Organization” fields availability in mailings
Added envelope printing
Added Mailing Lists (add, edit, delete)
Enabled ability to modify contents of Mailing Lists
Enabled Send Mail to individual donor
Added “My Favorite Mailing Lists”

GiftWorks Import Guide

Getting your existing data into GiftWorks is one of the most important things you'll do as a new GiftWorks customer. You want to make sure to preserve as much of your historical information as possible, so you can immediately take advantage of GiftWorks' abilities to create lists, send mailings, run reports and more.

GiftWorks makes it easy to import your existing donor and donation information, but importing is still somewhat technical and will require some preparation and forethought to be accomplished properly.

This guide will provide some suggestions, instructions and warnings to keep in mind as you plan and then import your data into GiftWorks. We assume that you will have a solid knowledge of your current donor management system.

Mission Research can provide assistance with your import in two ways. We can provide limited technical support when you contact us via the Help center at http://help.missionresearch.com. Another alternative is having Mission Research import and convert your data for you. Converting data to GiftWorks typically costs between $800 and several thousand dollars, depending on the complexity of your existing data. We can typically accomplish the conversion in about 10 to 15 business days. Please go to www.missionresearch.com/imports for more information about having Mission Research perform your conversion.

Importing Tips

Plan some time! Importing your data into GiftWorks is not a one-hour task! Data conversions, by definition, are time-consuming. Use this as an opportunity to improve your data – don’t just move your current problems into GiftWorks. Expect to identify problems and take your time to resolve them.

You can do your import as many times as needed to get it right! It is a rare person who would import everything perfectly in the first attempt. From the GiftWorks Sign In screen you can select Change next to your database, then Create a New Database as often as you like (you can Skip All sign in information when doing this). Obviously, once you have all your data imported exactly the way you want it, that is the database you will protect and care for. The other practice databases can be deleted the same way you would clean up any old files on your computer.

Start small! If you have 5000 donor records to import, don’t do them all the first time. Try starting with 1 – 20 records in the same format. It’s a lot easier to identify problems in a small group than in a huge group. Once you get your first 20 records imported correctly, then move on to a larger number.

Save your import! When you complete your mappings during the import process, there is an option at the bottom of the screen to Save Import. Select this before moving on. This will save all of your mapping selections to a .gic file (you can specify where to save this on your computer). Next time through the importer with a file in the same format, you can load this mapping file, saving you time and effort.

Read the manual! Before you start importing, make sure you learn everything you can. Read the import guide section of the GiftWorks manual thoroughly. Read this document thoroughly. Take the import class to discuss any questions and concerns ahead of time.

Your Existing Data

GiftWorks can import from the following sources:

Microsoft Outlook
Microsoft Excel
Microsoft Access
.csv (Comma-Separated Value) or .txt (Text) files.

If your data is in another format (for example in a different database program or commercial donor management package), you can normally export your data from that program to one of the above formats. It can then be imported into GiftWorks using the built in tools. Consult the user's manual of your current software or contact its manufacturer for more information about exporting data.

A Typical Import Process

A typical import begins with analysis of the existing data. You’ll want to look through the data and “clean it up” (see Preparing for Import).

If you’re importing from a single spreadsheet, or a single table in Access, or a single text or .csv file, and you have cleaned an mapped the data properly, you will likely be able to complete your import in a single run through the importer. The only reason why you would not be able to do so is if you have more than 10 donations per donor in the file. Details on how to import more than 10 donations from a single spreadsheet is found under the Special Situations and Tools section of this guide.

Follow the steps through the importer, answering the questions about the data contained in your import file.

Preparing for Import

Your transition to GiftWorks will be simpler if you "clean up" your data and prepare your files prior to importing them into GiftWorks. "Cleaning" your data involves several standard steps that will make your data more valuable by eliminating duplication and errors. Thoroughly carrying out the following steps will ensure your data conversion goes as smoothly as possible.

1. Removing Duplicates
Review your database and check for duplicate records. GiftWorks sees a duplicate a record as an individual record with matching first, middle, and last names, or in the case of an organization, matching organization name. It is important to check all individual names, organizations, and addresses. An example of a duplicate name might be “Fred Rogers at 13 Oak St.,” “Fred E. Rogers at 13 Oak Street” or “Fred Rodgers at 13 Oak ST”. Combine records where there are two or more sets of data for the same person with the same address.

Remember, you may have two records for a single donor or address for a specific reason. For example, there may be a home address for "Fred Rogers" and a work address, or a record for "Fred Rodgers at 15 Oak St." and another record for "Ethel Rodgers at 15 Oak St." It is necessary to decide if two records are needed. In general, it is best to eliminate unnecessary records.

When importing organizations with the same name, such as the First Methodist Church which is in Boston and the First Methodist Church in Cambridge, you will need to enter the organizations names as First Methodist Church of Boston and First Methodist Church of Cambridge. If you do not change their names, the records will not import properly.

2. Multiple types of data in one field
There may also be cases where more than one type of data is currently stored in a single field and GiftWorks stores it in multiple fields. Common examples include mailing addresses stored in a single cell within Excel (15 Oak St., Lancaster, PA 17601) or name fields, where the first name, middle name and last name are all stored in one field (e.g. “John Q. Smith”). The GiftWorks importer does include a “Name Tool”, to quickly and easily clean name fields. The details on using this tool are in the Special Options on the Mapping Screen section of this guide.

Other fields where multiple pieces of data are combined into a single field may need to be split into multiple fields.

3. Different data in the same fields
Occasionally, a custom database (and even some commercial ones), will store, for example, individuals' last names and names of organizations in the same field (for different records). The table below shows what such records might look like:

Prefix	First_Name	Last_Name	Suffix	City	Type
Mr.	John	Smith	Jr.	Lancaster	I
		Mission Research		Lancaster	O

In cases like this, it is usually necessary to import the individuals and organizations at separate times. Use a query or some other method to divide the records into two sets and import each separately. Frequently, the two types of records, i.e. individuals or organizations, are differentiated by another field. In our example, a “Type” column containing data such as “I” for Individuals and “O” for Organizations have been used.

4. Data split into separate fields
There are several cases where related pieces of your data may be stored in separate fields, but where the GiftWorks importer expects them to be in one field. For these fields, it will usually be necessary to combine the data from your separate fields into one field prior to importing. Some typical examples:

o Area code, phone number, phone extension
GiftWorks expects all of these pieces of information to be in one field (e.g. 888-555-1212 ext. 123, or (888) 555-1212 ext. 123)

o Zip code and plus 4
GiftWorks expects these pieces of information to be in one field (e.g. 17602-2915).

5. Map Data for Conversion
Once the data has been cleaned, make a list of all the fields you are planning to import. The list should contain the name that you or your database program has given to each field and what information each field contains. This will help you when it comes time to choose how to match your fields to GiftWorks fields. This process of matching is called "mapping" the data.

Import Overview

When you are ready to import your data into GiftWorks, there are two ways to proceed, importing data into a new database or importing data into an existing database.

Importing into a New Database

If you are starting a new database, the Get Started screen will read "Hello, " at the top. Click Choose A Different Database, then click Create A New Database. If you are running GiftWorks for the first time, on the Select a Database screen, click Create A New Database.

Next, follow the steps in the GiftWorks Setup Wizard. When you get to the Add Your Data page, click Next to begin the importer process.

Importing into an Existing Database

If you are importing into an existing GiftWorks database, click on the Settings button in the top menu bar then click on Import and Export Records, finally click on Import a File.

On the first page of the importer, choose the type of file you'll be importing. The options are Microsoft Excel, Text file, Microsoft Access and Microsoft Outlook.

Steps for Importing from Outlook

Because the format of Contact records in Outlook is standardized the importing process is extremely straightforward. For Outlook imports, click the Browse… button to select the Outlook Contacts folder you wish to import. You can then choose whether to import sub-folders of that Contacts folder, and whether each folder should be added to a GiftWorks Group. You also can optionally choose a GiftWorks user to whom to assign the imported records.

Those are the only steps for Outlook imports. GiftWorks does not give you mapping options for this type of import because of the standardized data. All of the mapping is preset and automated. Follow the remaining prompts to complete your import.

General Steps for Importing from Excel, Text, or Access

The steps for importing these file types are generally the same.

Indicate the File to Be Imported
Click the Find Import File… button to locate the file that you wish to import, then click Next.

o For an Excel import, you indicate whether the first row of your worksheet contains headers or column names, and also choose which worksheet you wish to import from the selected Excel workbook.

o For a Text import, you first indicate whether the first row of your text file contains headers or column names, and then choose the field separator (or "delimiter") that separates the values in your text file. Commas and Tabs are the most commonly-used. When you select the proper separator, you should see your data displayed in rows and columns.

o For an Access import, you indicate which table or query from your Access database you want to import. If you want to import data from multiple tables or queries, you must either use the importer multiple times or you must write a query that combines the all your data making sure all your field names and data remain clean.

Clarify the Data
On the next screen, indicate whether the file contains information about individuals and/or organizations, and whether or not it contains donation information. The options presented on subsequent screens are based on your answers to these questions.
Importing Donations
The next screen lets you choose whether to assign donors to a specific person in your organization.

o If you indicated that there is donation information in your file to be imported, you must choose how many donations per donor there are to be imported. If you have multiple rows of data for a single donor that have one donation per row, you will choose one (1). If you have multiple donations in a row for a single donor, you will choose either the number of donations or the maximum number of donations per donor. If you have less then 10 donations per donor, than you will choose that number and only need one pass through the importer. If you have greater than 10 donations, you will require multiple passes through the importer. The details to import more then 10 donations are found in the Special Situations and Tools section of the Import Guide.

o You also must indicate how the donations should be assigned. The options depend on whether you have individuals and/or organizations in your file. You can choose to assign donations:

§ to individuals where possible, or else to organizations

§ to organizations where possible, or else to individuals

§ to individuals only (never to organizations), or

§ to organizations only (never to individuals).

Linking Individuals and Organizations
If you indicated that there are both individuals and organizations to be imported, you must also indicate whether the individuals and organizations should be linked, where possible.
Mapping Your Data
On the next screen, you will choose how to assign the fields from your import file to the fields in GiftWorks. Mappings are matches between your import data and GiftWorks fields. This screen presents all of the options you need to indicate exactly where to put your information from your import file.

o The Copy column allows you to create copies of fields in your import file. This can be helpful if, for example, you need to import an address or phone number for both an organization and individual in a record.

o The Your Import Fields column shows the names of the fields in your import file. If there are not column headers in your import file, these will display as F1, F2, F3, etc.

o Your Import Data column displays a sample of one record from your import file. To preview the data in your import file, use the arrow keys found at the bottom and middle of the screen.

o The GiftWorks Fields column displays any mappings you have completed so far. Click the linked text in each row to choose a GiftWorks field to map to your import field. You can only map one import field to each GiftWorks field. If you need to have one of your data fields mapped to multiple Giftworks fields, make sure you copy your field using Copy Column. As stated previously, the Copy Column tool will copy your fields. Once the copy has been made, you can map the original to one GiftWorks field and the copy to another.

o NOTE **Please see Appendix A of this Import Guide for a list of Fields that can be imported into GiftWorks.

Specifics for Importing by File Type

Importing from Excel

There are two typical scenarios for importing from Excel. This first is that you have been using Excel as the primary place to store data about your donors. The other is that you have exported data from another program into Excel in order to import it into GiftWorks. In either case, you may have one or several spreadsheets to import.

General Guidelines for Importing from Excel

If you have multiple Excel spreadsheets to import, you'll need multiple passes to import the information from each file. You may either have multiple files which contain different sets of data (e.g. addresses, donations, donor information), or else you have several completely different lists that you are importing (perhaps an old mailing list and a shared list from another organization).
You can only import one worksheet from each Excel spreadsheet at a time. GiftWorks allows you to specify which worksheet within your workbook you want to import. If you have multiple worksheets, you'll either need multiple passes through the importer, or need to combine the data into one sheet somehow. Keep in mind that it is vital that you keep your data as clean as possible and that it is may hard to combine Excel sheets, especially if they have different values stored in them.
Your data must be organized with donor information in rows, not columns. For example, the following is importable:

First Name	Last Name	Member Since	Address	City
John	Doe	9/15/02	123 Main St.	Cucamonga
Larry	Wellman	3/2/05	456 2^nd Ave.	Rancho Mirage

The following is not directly importable:

Donor	John Doe	Larry Wellman
Member Since	9/15/02	3/2/05
Address	123 Main St.	456 2^nd Ave.
City	Cucamonga	Rancho Mirage

If your worksheet is organized in columns, you can use Copy - Paste Special and then click the Transpose checkbox to paste your data into rows, rather than columns.

Your Excel data must either begin in the first row of your worksheet or must begin in the second row, with column headers in the first row. If either of these is not the case, you must delete any blank rows at the top of the worksheet until it meets these criteria.
There must not be any merged cells in the Excel file you are importing. This type of formatting will not allow the data to import properly and whole columns or rows of data will fail to be imported.
Your data must be in one contiguous block per worksheet. You cannot import a block of data at the top of a worksheet and another block of data below it on the same sheet. In that case, you would need to move the second block to a separate sheet or combine it with the data on the top of the sheet.

Importing from Access

Importing from a Single Table

If all of your donor information is stored in a single table your import process will be virtually identical to the process to import an Excel spreadsheet. Normally in this setup, you have a row for each donor and multiple columns for each donation, address, etc.

Importing such a table is pretty straightforward. You use the importer and map the fields to the GiftWorks fields as you would for an Excel spreadsheet. Remember to keep track of the number of donations you have for each donor. If you have more than 10 donations, you will need to make more than one pass through the importer. (See Special Situations and Tools for the details.)

Importing from Multiple Tables

The second type of Access database that you may want to import will have multiple tables, typically with the donor's main information in one table, donations in another table, possibly addresses in a third table, and phone numbers in another table. This setup allows you to have multiple addresses, donations, etc. per donor without having to add columns to your donor main information table. Each donation or other record is typically matched back to the main donor table by an ID column or other primary key field. In this case, you'll want to make multiple passes through the importer to get all of the information.

Write queries that join the tables using the primary key field. These queries will need to output the primary data (First Name, Middle Name, Last Name, and/or Organization Name) and the information from the other table (i.e. donations or addresses, etc.). This query may have multiple rows per donor, for example in the case that a donor has multiple donations.
You need one query per table with additional relevant information. If, for example, your campaign information is in a separate table, you can do one query that links the donor, donation and campaign tables.
You then import each of those queries into GiftWorks one at a time. You should import queries containing primarily donation, address, phone/email or any other information not from the main donor table first. Next import the secondary information from the main donor table, for example information such as nickname, salutation, status, groups, etc.

Importing from Text Files (.txt or .csv)

Data stored in text files is usually "delimited", which means that the different fields of data are separated by a certain character. Commas are commonly used for this purpose, as are semi-colons, pipes ("|"), and tabs. Importing from text files is very similar to importing from Excel spreadsheets.

You must indicate whether the first row contains column headers (or field names), and also tell GiftWorks what the delimiters (or the characters that separate the fields) are. The guidelines for importing data are otherwise the same as those for importing from Excel.

Special Situations and Tools

More than 10 Donations per Donor Row

If you have more than 10 donations per donor row, you will need to make more than one pass through the importer. On your first pass through the importer, import the following information:

First Name
Middle Name
Last Name
Organization Name (if any, and if applying donations to organizations)
Donation information for the first 10 donations (amount, date, campaign, fund, notes, etc.)

In this first pass, GiftWorks will create a record for each donor and donation and will link the donations to the donors.

Continue making passes through the importer, importing 10 donations at a time until you have fewer than 10 donations remaining to be imported. Each pass import the same information, except import the donation information for next 10 donations. During these passes, GiftWorks will link the new donations to the donors created in the first pass.

When you have fewer than 10 donations remaining, make your final pass through the importer and import the following information:

First Name
Middle Name
Last Name
Organization Name
Donation information for any remaining donations (amount, date, campaign, fund, notes, etc.)
Any other donor information (address(es), phone number(s), email(s), etc.)

During this final pass, GiftWorks will add the remaining information to the donor records created in the initial passes.

Special Options on the Mapping Screen

When you are mapping the fields from your import file to the fields in GiftWorks, most of the fields are simple matches: you indicate that data from the First Name field in your import file should be placed in the First Name field in GiftWorks, etc.

For some types of fields, there are special options. These are Custom Fields, Groups and the Name Tool.

Creating Custom Fields and Groups

If you have existing Custom Fields in your database, you can map to them just like you map to any other field. But if you are importing data from your import file that does not map to one of the existing GiftWorks fields, you will need to map it either to a Donor Group, or to a Custom Field.

You can create up to 12 custom fields of different types for Donors in GiftWorks. You can create up to:

six Drop-down lists
two Date fields, and
four Other fields (textbox, textbox dropdown and/or checkbox)

for a total of twelve custom fields each for Donors and Donations.

Groups can be a good option because you can create an unlimited number of Groups and each donor can belong to an unlimited number of Groups.

Note that it is important to make sure that you have mapped well and use custom fields and groups only as necessary. Adding people to Groups or Custom Fields may ultimately make it harder for you to manage your data well.

Mapping and Creating a Custom Field in One Step

On the mapping screen, click on Click Here to Assign a Field next to the Import Field you are going to map to a Custom Field.
Next, move your mouse pointer over "Custom Fields" and click on Add New Custom Field. Choose the type of Custom Field you would like to create.
Then provide a name and description for the field. The name is what will appear next to the Custom Field when you are viewing or editing a donor record. The description is for your reference. When you complete the import, the data from your import field will be placed in the newly-created Custom Field.

Mapping to Donor Groups

On the mapping screen, click on "Click here to assign a field" next to the Import Field you wish to import as a Donor Group.
Then, move your mouse pointer over "Groups" and then click on "Create New Group".

When creating a Group, there are two options. One is to use the header of the column (or field name) as the name of the Group. When you use this option, GiftWorks will assign imported records to the group based on the values in the field. If the field contains "True", "1" or "Yes", the donor will be placed in the Group. If the field contains "False", "0" or "No", the donor will not.

The other option for creating Groups is to use the data in the column as the Group values. For example if there are four different values in the column, groups with those 4 names will be created, and the imported records will be assigned based on which (if any) of the for appears in the row in question.

Using the Name Tool

For situations where you have the entire name of each donor stored in a single field (e.g., "Mr. John C. Smith, Esq."), or even if you have the names of a couple stored in a single field (e.g., "Mr. and Mrs. John and Mary Smith"), the GiftWorks importer includes a Name Tool that will split those complete names into the separate fields for GiftWorks.

On the mapping screen, click on "Click here to assign a field" next to the Import Field you wish to import through the tool.
Then, move your mouse pointer over "Special Options" and then click on Name Tool.
The Name Tool asks you to select the approximate format of the name(s) in the field you're importing, and gives you a preview of how it will separate that field. You can use the right and left arrows on the right side of the window to scroll through records in your import file.
When you are satisfied that the Name Tool is parsing your names properly, click Next.
You must now choose which of the parsed out name fields you would like for GiftWorks to import.

Importing Q&A

Q: How do I create Households when I import individuals?

A: Set up your spreadsheet to include both members of the new household in the same row. Map the primary or first individual with the information listed as Personal Information in your mapping choices. Then map the secondary member with the choices listed under the Spouse mapping choices.

Q: How do I add contacts for organizations in GiftWorks? How do I add employer information for individual?

A: In both of these scenarios, you will import the organization and individual information on the same row of data. Check both boxes to indicate that your import contains Individuals and Organization information. Then choose Create a Link between Individuals and Organizations were possible. Then map data to the appropriate values. In both of these scenarios, GiftWorks creates both an individual and organization record which are then linked (check the donor relationship tab for each).

Q: Can I make mass updates using the importer?

A: Some things can be changed via import such as adding your Donors to Groups. This can present many problems, though, if you are not very careful! Make sure that you are only adding/updating your Donor or Organization information and that the names on the import document match those in your database EXACTLY. If the names do not match duplicate Individuals or Organizations will be added to your database. If you import a donor address this will add the address to the Donor file, but will not replace the current address in your database. Also, please note that you CANNOT update donation information using the importer. Please remember to always back up your database before import into an existing database.

Q: When I start my import it says there are invalid characters in my import document, what does that mean and how do I find them?

A: The invalid characters are often imbedded within your data. The easiest way to find and remove these invalid characters is to open your spreadsheet and change the file type to CSV. To do this, click Save As and change the file type to CSV. Right click on this newly saved file and choose Open With and click on NotePad. You may need to look carefully, but the invalid characters are typically small squares. Once you find one, highlight it with your mouse and right click and choose copy, then click on Edit, then replace. Paste the square into the Find: area and then move your cursor to the Replace With field and press your space bar once. Find and replace any character you see in your document and don't forget to save it when you are finished. At this time you can resave the .CSV file back to Excel format or you can import directly from the .CSV file.

Q: I clicked on Save Import after I mapped my fields, but my information isn't in my new database. What happened?

A: When you click Save Import it is actually saving the mappings you just created. It is saved as a .gic file, which stands for GiftWorks Import Configuration. In order to finish the import you must click on the Next button at the bottom of the screen and follow all the steps until it takes you back to the GiftWorks Settings screen. You can use the .gic file you created if you ever need to re-import a file in the same format. Just enter this file on the initial import screen and click Load.

Q: I mapped the fields I want to import, why isn't the Next button available?

A: If you have mapped all the fields you wish to import, make sure to click on Ignore Remaining Fields. This will allow you to move on to the next step of the import.

APPENDIX A - Importable Fields

Individual Donor Fields

Name Tool - breaks out complete names (e.g. "Mr. John C. Smith, Jr.") into its parts.
Name Prefix (Mr., Mrs., etc.)
First Name
Middle Name
Last Name
Name Suffix (Jr., Sr., etc.)Nickname

Salutation - Formal

Salutation - Informal
Addressee - Formal
Addressee - Informal
Gender
Profession
Job Title (Values mapped will be added to GiftWorks customer drop down list)
Department
Assistant
Contact Type - Type of contact this person is with the organization with which they are affiliated. (Values mapped will be added to GiftWorks customer drop down list)
Assigned To - To whom donors are assigned. (Values mapped will be added to GiftWorks customer drop down list)
Donor Source (Values mapped will be added to GiftWorks customer drop down list)
Status (Values mapped will be added to GiftWorks customer drop down list)
Member Since - Date the donor joined your organization
Renewal Date - Date the donor must renew his/her membership
Description - Description of the donor
Manager Name
Note Date
Note Title
Note Text
Home Phone
Mobile Phone
Business Phone
Other Phone
Fax Number 1
Fax Number 2
Email Address 1
Email Address 2
Mail Preference - Mail/Do Not Mail - Must map as 0, 1, or 2 based on key below
Email Preference - Email/Do Not Email - Must map as 0, 1, or 2 based on key below
Phone Preference - Phone/Do Not Phone- Must map as 0, 1, or 2 based on key below
For Mail Preferences, 0=No Preference, 1=Mail OK, 2=Do Not Mail

Spouse Fields

Name Prefix (Mr., Mrs., etc.)
First Name
Middle Name
Last Name
Name Suffix (Jr., Sr., etc.)
Gender
Phone Number 1
Phone Number 2
Fax Number 1
Fax Number 2
Email 1
Email 2
Salutation - Formal
Salutation - Informal
Addressee - Formal
Addressee - Informal

Individual Address Information (up to 2 addresses)

Address Name - e.g. "Home Address", "Business Address"
Street 1
Street 2
City
State/Province
Zip
Country

Organization/Company Information

Company Name
Salutation - Formal
Salutation - Informal
Addressee - Formal
Addressee - Informal
Website
Number of Employees (Values mapped will be added to GiftWorks customer drop down list)
Industry (Values mapped will be added to GiftWorks customer drop down list)
Region (Values mapped will be added to GiftWorks customer drop down list)
Relationship (Values mapped will be added to GiftWorks customer drop down list)
Revenue (Values mapped will be added to GiftWorks customer drop down list)
Assigned To (Values mapped will be added to GiftWorks customer drop down list)
Business Source (Values mapped will be added to GiftWorks customer drop down list)
Business Status (Values mapped will be added to GiftWorks customer drop down list)
Employer Identification Number (EIN)
Member Since
Renewal Date
Description
Note Date
Note Title
Note Text

Organization Address (up to 2 addresses)

Address Name
Street 1
Street 2
City
State/Province
Zip
Country

Organization Contact Information

Phone Number 1
Phone Number 2
Fax Number 1
Fax Number 2
Email Address 1
Email Address 2
Groups (You can create Groups by importing data, or can import into existing Groups -apply to Individuals and/or Organizations)

Donations
(up to 10 donations per row per import - you can import more than 10 donations if they are in different rows)

Date

Amount
Campaign (Values mapped will be added to GiftWorks customer drop down list)
Fund (Values mapped will be added to GiftWorks customer drop down list)
Receipt Date
Receipt Number
Appeal (Values mapped will be added to GiftWorks customer drop down list)
Notes

Custom Fields
(You can create Custom Fields by importing data or can import into existing Custom Fields - apply to Individuals and/or Organizations)
CUSTOMIZING GIFTWORKS

GiftWorks offers hundreds of fields for storing pieces of data about your donors and their donations. GiftWorks comes with pre-defined values for the drop-down lists that appear throughout the program. However, you will likely want to customize GiftWorks Fields to meet the specific needs of your organization.

You can adjust GiftWorks in a number of ways to work better for your organization. These include:

- Setting default values for commonly used fields

- Adding your nonprofit’s information into My Organization for use in mailings

- Customizing GiftWorks Fields (drop-down lists)

- Creating custom fields for Donors

- Creating custom fields for Donations, and

- Creating Donor Groups

Default Value Settings

You can set default values for a variety of fields in Individual, Household, Organization, and Donation or Pledge records. Then, when you add a new donor, the default values will automatically be added to new Individual, Household, Organization, and Donation or Pledge.

· For example, if most of your Donors are from the same area code, should be added to the Newsletter Group, or if most of your donations are checks or are to the General Fund, you can have those values pre-filled for you and save data entry time.

Click on the Settings button in the top menu bar, then click on Customize GiftWorks, then on Change Default Values for GiftWorks Fields.

Organization, Individual and Household Default Values

You can set default values for:

- Area code

- City

- State/Province

- Country

- Status

- Assigned To

- Donor Groups

Donations Default Values

You can set default values for:

- Payment type

- Campaign

- Appeal

- Fund

- Number of pledge payments

- Payment period

My Organization Information

You can enter specific information for your organization which you can then use in letter templates and in other areas of GiftWorks.

· For example, if you would like your company's name and address to appear in your receipts and other regular mailings, you could enter it here to ensure a consistent value.

Click on the Settings button in the top menu bar to begin your organization customization. Then click on Customize GiftWorks and finally on Change Your Organization Information.

GiftWorks Fields (Drop-down lists)

GiftWorks Fields is one of the most significant areas where you can customize GiftWorks to meet your organization’s specific needs. GiftWorks gives you a large number of drop-down lists of values to help describe and segment your donors and donations. You have complete control over the values in almost all of these lists—you can use the built-in values or change them to suit your needs. Examples include: State/Province, Tasks, and Campaign. For example, you many want to create a new value for the campaign field to record gifts to your scholarship fund, building fund, or any other separate campaign you conduct.

Click on the Settings button in the top menu bar to begin building your drop-down list. Next, click on Customize GiftWorks and then on Change GiftWorks Fields. Finally, click on the name of the field you want to edit and click Change Field. This applies to all fields in the following list. The description of each field follows the list.

The fields for which you can set values are:

- Assigned To

- Campaigns

- Contact Types

- Countries

- Donation Appeals

- Donor Source

- Employees

- Follow Up Categories

- Gift Solicitors

- Industries

- Regions

- Relationship Roles

- Relationships

- Revenues

- States

- Status

- Titles

Assigned To

The Assigned To field allows you to (optionally) assign each donor to someone. For example, perhaps you assign donors to Board Members, or have staff and volunteers that work with specific sets of donors. You can add their names to this field and then choose their names when you add or edit donor records. You can also set a default value for the Assigned To field (see Default Values).

Note that in addition to the Assigned To field that there is a Gift Solicitor field that can be used on a per-donation basis to indicate which person within your organization solicited a donation. The values for Gift Solicitor are maintained separately than the values for Assigned To.

Note GiftWorks users within your organization will automatically be included in the Assigned To list and cannot be removed. Let us know if you have thoughts about this or any GiftWorks features by clicking on Make a Suggestion in the upper right hand of GiftWorks, just above the Help button.

Campaign and Donation Appeal

The Campaign and Donation Appeal fields allow you to track which campaign and which appeal a donor responded to with a donation. In GiftWorks, a Campaign is made up of one or more Appeals.

For example, you may want to conduct your 2006 annual fund campaign that consists of the three appeals: Spring 2006 Mailing, Spring 2006 Gala, and Fall 2006 Mailing. You will want to know the overall results of your 2006 annual fund campaign, but will also want to see which of the three appeals performed best. By setting up values in both the Campaign and Donation Appeal fields, you can track each result easily.

Contact Types

The Contact Type field allows you to track the role a donor plays at an associated organization. This can be helpful in building up your social network information within GiftWorks. For example, a Board Member of another organization may need to be tracked in order to avoid conflicts of interest.

Countries

The Country field is used to select the Country in the donor’s address. You can add or remove values if the original values do not meet your needs.

Donor Source

You can set Donor Source values to help you to keep track of how Donors initially came to hear about your organization. This information can be useful to monitor the success of your promotional efforts. Did your newspaper advertisement get the response you expected? Is radio better than TV for your organization? How important is word-of-mouth? This field can help you better spend your promotional dollars and most effectively target your desired audience.

Employees

The Employees field is where you indicate the ranges of number of employees for categorizing organizations in your database. For example, perhaps you are trying to find potential project funders and would like to identify corporations with more than 500 employees.

Follow Up Categories/Tasks

You can create categories of follow up tasks that are most relevant to your organization. The existing values include: Make phone call, Send letter, Make appointment and Review this Donor. If there are specific activities that you do periodically to follow up with donors, add those activities to this list and then when creating a Follow Up task for a donor, you can select the new value.

Gift Solicitors

For each donation, you have the ability to indicate who, affiliated with your organization, was responsible for soliciting the donation. For example, this can be helpful if you are tracking the success of Board Members in soliciting large donations from their associates.

Note that in addition to the Gift Solicitors field that there is an Assigned To field that can be used on a per-donor basis to indicate which person within your organization owns the relationship with that specific donor. The values for Gift Solicitor are maintained separately from the values for Assigned To.

Industries

The Industry field is where you indicate the type of business of an organization. For example, this can be helpful for targeting a particular industry or type of organization with a campaign. Maybe you do a significant amount of printing. Add printer to your industry list and use this to identify the printing businesses with whom you currently work and who you may use in the future.

Regions

The Region field is where you indicate the region or area in which an organization operates. Use this information to target organizations in a certain area with a tailored mailing.

Relationship Roles

Relationship roles are used to define the relationship between two donors. When you are defining a relationship, you can define both directions (e.g. son-father, or husband-wife). GiftWorks comes with a pre-filled list of relationship roles, but your organization may have unique types of relationships with certain donors, or between donors. For example, you may have patients and peer counselors who need to be paired up regularly. Just add these to your relationship role values.

Relationships

The Relationship field is where you indicate the relationship that organizations in your database have with your organization. Examples include: affiliate, member, and partner. For example you can use this field to target different sets of organizations or to send a mailing to all of your partner organizations.

Revenues

The Revenue field is used to indicate ranges of revenue (e.g., $250,000-499,999, or, $500,000-1,000,000) for organizations in your database. You can use this field to target organizations with budgets or revenues of a certain size with a mailing.

States

The State/Province field is part of each address stored in GiftWorks. GiftWorks comes pre-populated with the fifty United States and the Canadian Provinces, but if you need to add other states or provinces that are relevant to your organization’s target, you can do that here.

Status

The Status field is used to store a status (that you designate) for each Individual or Organization. Examples include: Deceased, Active, and Inactive. For example you can use this field to target inactive donors or to omit deceased donors from a mailing.

Titles

The title field is where you indicate the job title for an individual. For example, your organization may deal with many veterinarians and you may want this as a default to ease data entry and as a possible criterion for a mailing.

Custom Fields for Donors and Donations

GiftWorks comes with a huge array of pre-defined fields for storing information about Individuals, Organizations and Donations. You may find, however, that there are bits of information about your donors or donations that it is important for your organization to track, but that do not have a built-in field in GiftWorks. In this situation, you can create a Custom Field to store the information.

GiftWorks allows for the creation of a fixed number of Custom Fields of different types. You can create up to:

- six Drop-down lists

- two Date fields, and

- four Other fields (textbox, textbox dropdown and/or checkbox)

for a total of twelve custom fields each for Donors and Donations.

NOTE Be sure to learn about Groups before you add custom fields. Groups are an easy and convenient way of organizing your donors and can serve as a form of custom fields.

Once you define your new custom fields, you can use them. The Custom Fields appear at the bottom of the Edit page for Individuals, Organizations or Donations. Custom Fields can be used when defining SmartLists and their values can be included in Views and Reports.

To manage your Custom Fields for Donors or Donations, click on the Settings button in the top menu bar. Next, click on Customize GiftWorks and then click on Manage Donor (or Donation) Custom Fields. Finally, use the links there to Add, Delete, or Change the order of your custom fields. This applies to all types of Custom Fields.

Drop-down List Custom Field

Drop-down list custom fields are similar to other customizable GiftWorks Fields. When you create a drop-down list custom field, you can define a name and a description for each field, and then you can define the values that should appear in the drop-down list. The user will be forced to choose a value from the pre-defined list.

Date Custom Field

A Date custom field can be used to store any date information.

Textbox Custom Field

Textbox custom fields can be used to store up to 100 letters or numbers for each donor. The textbox field is free-form, meaning that there are no pre-defined values. The user can type whatever he/she desires in a textbox field.

Textbox Dropdown Custom Field

A textbox dropdown custom field allows a user to select from a list of values or type a new value in. The new value will not appear in the list, but will be stored in that field for that donor. Textbox dropdowns give you the ability to have set values for your most popular options but also to allow users to enter new values as necessary.

Checkbox Custom Field

A checkbox is used to store Yes/No or True/False types of information. Frequently, the information that you might put in a Checkbox custom field can be put into a Donor Group instead.

Donor Groups

Within GiftWorks, there are several ways to segment your donors to target specific subsets for mailings or other tasks. Frequently, you will build SmartLists based on demographic, contact and donation history information about your donors. In some cases, though, you may have sets of donors that are not easily sortable by their recorded characteristics.

An example might be Board Members. You cannot create a SmartList of your board members by the fact that they all live in the same zip code, or that they all gave over $100 last year, so you must define them some other way. In this is the type of situation Donor Groups is helpful.

Donors can belong to many different Groups, and you can create as many Groups as you need. The Groups to which a donor is assigned are listed at the top of the donor view. When you are editing a donor, you can change their Group assignments at the bottom of the edit donor screen. We recommend, however, that you use Groups judiciously—if you add too many and they become more difficult to manage.

Managing Donor Groups

You can manage Donor Groups from a few different locations. When you view a donor, you can click on View and Manage Groups on the left menu. When you are adding or editing a donor, there is an Add Group button in the Donor Groups section of the form.

The main Manage Donor Groups area is in the Settings section, under Customize GiftWorks.

On the Manage Donor Groups screen, you can Add new Groups, Edit existing Groups, or Delete Existing Groups. If there is a Group that you will no longer be adding donors to, but you would like to maintain the historical information about that Group, you can click the Hide button to hide the Group. You can also use the Sort, Up and Down buttons to change the order of display of the Groups.

GIFTWORKS DONORS

Your donors are the lifeblood of your organization. It simply would not exist without their support. Knowing your all-important support base is critical to successful fundraising. You need to know who your supporters are, how they help, and who are potential supporters that just need a little cultivation. You also need the ability to identify giving trends so you can develop and implement the right development strategies for your organization. GiftWorks helps you do all this and more by giving you the tools to track donors, track their donations, and track your interaction with them. The more diligent you are about tracking donor information, the more powerful GiftWorks can be for you, and the more you will enhance your donor relationships.

Donors Overview

GiftWorks optimistically calls everyone a donor since everyone is a potential donor. You can add donors as individuals, organizations, or as individuals in a household. You can organize these donors into customizable groups, and then into SmartLists. SmartLists are lists of people who match your chosen criteria, like, for instance, Donors from PA who’ve given over $500, or Donors who are Board Members. GiftWorks gives you a number of ways of segmenting your donors based on the information you enter about each donor.

GiftWorks tracks a wide range of information about your donors, including detailed contact information, interactions and reminders, and includes contact preferences. Store your donors’ contact preferences like best contact times and methods. Customize GiftWorks through custom fields and donor groups, and link your donors to their associated companies or organizations. This comprehensive data helps you to characterize your donors—both individually and as a group. This information can come in handy when you build SmartLists and run Reports.

GiftWorks lets you connect donors through Relationships and Households. You can create links between organizations and donors or associate donors with other donors. A Relationship defines the social network for a donor while Households come in handy for consolidated mailings and donations given by families.

Here you will learn how to manage the donors in your GiftWorks database. You will learn how to add donors, find donors, and how to connect a donor with other donors. Click on the Donors icon at the top of your GiftWorks screen to get started.

Donors Main Screen

The Donors main screen gives you immediate insight into your donors, their giving, and their activity levels. In the center of the screen you can View Donors in a number of ways. You can change the donor view by clicking the menu arrow just above the donor list in the main pane. Right click on a row in your view for a list of things you can do, such as Add to a Mailing List or Add a Note for the highlighted donor. You can sort your views by clicking on the column headings.

Here are the views that are available to you.

Current Tasks: This view shows list of tasks or reminders that are open. The task title, donor name, donor title and any notes you have added are included in the view.

Top 10 Giving Donors: The Top 10 Giving Donors view shows as list of the ten donors who have made the largest total financial contributions to your organization.

Recently Added Donors: This view shows a list of the donors who were most recently added to your database.

Recently Changed Donors: This view shows a list of the donors that were edited in the past 30 days.

Donors Assigned to Me: This view shows a list of all donors assigned to the logged-in user. You assign donors to individuals in your organization using the Assigned To field in each donor record.

Donors with the Largest Gifts: The Donors with the Largest Gifts view shows a list of the donors who have made the greatest single donations to your organization.

Donors with Recent Gifts: This view lists all of the donors who made a donation to your organization in the past 30 days.

You can add and find donors by clicking on the links in the Related Tasks menu on the left side of your Donors screen. You can also add tasks and notes to donor records from the Related Tasks menu.

Add a Donor

The Add a Donor function lets you add a new individual, household or organization to your GiftWorks database. Organizations include companies, nonprofits, corporations and foundations. Click on the Add a Donor link in the Related Tasks menu on the left side of your Donors screen to begin. Select the kind of donor you would like to add in the Add a Donor screen that appears and click Next to continue.

Individual

If you would like to add a single individual, you will be prompted to type the first and last name for your donor in the text boxes provided and indicate gender using the list dropdown field. At least one of these fields must be completed in order for you to continue. If you are not creating a household, you can ignore the Spouse/Partner fields provided, and click Next to continue. (You can add a household from the donor view later.) It is not necessary to provide information in any of the steps that follow in the Add a Donor process, but the information requested will make your donor record more comprehensive. If you choose not to record the information in this process, you can always edit the donor record later.

On the next screen, enter the contact information for your donor using the text fields and list dropdown fields. Click Next to continue.

Next you can add your new donor to one or more of your custom-built mailing lists. Simply click on the checkbox beside the desired mailing lists and click Next to continue.

The final screens of the Add a Donor process shows a summary of the information you have just entered. Click Next to add the donor to your database or click on one of the links at the bottom of the screens to perform another action. Click Add Another Donor to add the current individual to your database and then add another donor. Click Add More Details to This Donor to go to the edit page for your new individual. The edit page lets you add more information about your donor or revise existing information.

Household

If you add two individuals during the Add Donor process, GiftWorks will automatically create a Household for those donors. Add the first and last names for your donors in the Donor and Spouse/Partner textboxes provided and indicate gender using the list dropdown fields. Click Next to continue.

On this screen, name your new household by typing in the Household Name textbox. You must also indicate the role of each new individual with respect to the Household. GiftWorks provides a list of options from which to choose the roles of your donors (you can change donor roles in Settings > Customize GiftWorks > Change GiftWorks Fields). Make the appropriate selections and click Next to continue. You can skip the other screens in the Add a Donor process, but entering the requested information will make your donor records more comprehensive. If you choose not to record the information in this process, you can always edit the donor later.

Here, you can enter the contact information for your household using the text fields and list dropdown fields. The contact information that you enter here will be set by default as the primary contact information for your household as well as both of the individuals in your household. Enter the desired data in the fields provided and click Next to continue.

Next, you can add the members of your new household to any or all of your custom-built mailing lists. Simply click on the checkbox beside the desired mailing lists and click Next to continue.

The final screen of the Add a Donor process shows a summary of the information you have just entered. Click Next to add the household and donor records to your database or click on one of the links at the bottom of the screens to perform another action. Click Add Another Donor to add the donors to your database and then add another donor. Click Add More Details to This Household to go to the edit page for your new household. The edit page lets you add more information about your donor or revise existing information.

Organization

If you chose to add an organization, you will be prompted to enter a name for the organization. Assign a name to the organization using the textbox provided, and click Next to continue. It is not necessary to provide information in any of the screens that follow in the Add a Donor process, but the information requested will make the organization record more comprehensive. If you choose not to record the information in this process, you can always edit the organization’s record later.

Next, you can enter the contact information for the organization using the text fields and list dropdown fields. Enter the desired data in the fields provided and click Next to continue.

You can add the new organization to any or all of your custom-built mailing lists by clicking on the checkbox beside the desired mailing lists. Click Next to continue.

The final screens of the Add a Donor process show a summary of the information you have just entered. Click Next to add the organization to your database or click on one of the links at the bottom of the screens to perform another action. Click Add Another Donor to add the organization to your database and then add another donor. Click Add More Details to This Donor to go to the edit page for your new organization. The edit page lets you add more information to the donor record or revise existing information.

Donor Records

Donor Records are the individual and organization records contained within your GiftWorks database. A donor record contains all information that relates to the donor. Six tabs run across the top of each record, creating sections of donor information. These sections include a Summary page, Contact Information, donor Details, Relationships, Donations, and Interactions. You can view the information for a section by clicking on the tab.

Please note that Household records are not categorized as donor records. Each household record contains only four tabs: Summary, Contact Info, Donations and Interactions. Additionally, you cannot search for a household record, but you can access it through the household’s members.

1. Summary: The Summary tab in a donor record shows a brief overview of the information contained in the donor record. It is broken into three sections.

· Primary contact info: This section shows a summary of the primary contact information for your donor.

· About [Donor]: This section shows an overview of the donor’s personal information, including his/her job, status, household members and tasks.

· Donation Statistics: This section includes a graphical and summary representation of the giving history for the donor.

2. Contact Info: This page shows the addresses and contact details for the donor. It is broken into three sections.

· Phone Number and Email Addresses: This section shows the donor’s phone numbers and email addresses. If you marked a phone number and email address as the primary number or address, it is indicated in this view.

· Addresses: The Addresses section shows each of the donor’s addresses. If the donor is a member of a household or organization, the household and organization addresses are included here. GiftWorks indicates which address is set as the mailing address. You can view the location of an address by clicking on the Map link beside the address.

· Contact Details: This section shows contact preferences for your donor. GiftWorks indicates the name, gender, nickname and marital status for an individual. The acronym, website, federal EIN, and relationship type are shown for an organization. Below that are the formal and informal Salutation and Addressee preferences. Best time and method for donor contact is also included.

3. Details: This tab shows additional unique details about your donor. Several sections make up this page.

· Development Info: This section shows the status, renewal date, and source of your donor. You can also see how long the donor has been a member of your organization and the groups to which the donor is assigned.

· Matching Donation Information: This section is included for organizations only. Here, you can view if the donor accepts matches and any additional information about donor preferences for matching donations.

· Custom Fields: This section includes all of the custom fields and information you add to the donor record.

· Organization Stats: This section is included for organizations only. The region location for the organization and industry type are listed here. The annual revenue and number of employees are also included.

· Record History: Here, you can view the last action performed on the donor record, the person who performed the action, and the time and date of that action. This page also shows who the donor is assigned to and the date of creation for the record.

4. Relationships: The Relationships tab shows the individuals, organizations and households with whom the donor is associated.

· Household: This section is shown for individuals. It lists the households of which the donor is a member. You can also see a list of the other members of each household. The household names and member names are links to the household and donor records. You can click on the links to go to the records.

· Employees: This section lists the contact individuals for an organization and the contact type for each of those individuals. This section is shown only for organizations. The employee names are links to those employees’ individual donor records. You can click on the links to go to the records.

· Work: This section shows details about the donor’s employment and is shown only for individuals. In order to indicate an organization for the donor’s Work information, the organization must have its own donor record in your database. Here you can view the name of the donor’s employing company, the job title, profession, manager, contact type for the company, department, and assistant. The organization name in this section is a link to the organization’s record.

· Associate Organizations: This section lists the organizations associated with an organization donor record. This includes a parent organization or branches of the organization. Each organization name is a link to its donor record. Click on the link to go to the organization’s record.

· Social Network: This section lists each of the individuals and organizations that are connected to the donor and the relationship of those individuals and organizations to your donor. Each name is a link to another donor record.

5. Donations: This tab shows the donations and pledges made by the donor to your organization. The top portion of the page shows a summary of the donation history for the donor. The lower portion of the page shows a list of all of the donor’s donations and pledges, including the type of donation, the date of the donation, the amount expected and the amount received. Click View Details beside a donation to view the donation.

6. Interactions: This tab shows a list of tasks and notes associated with the donor. Mailings sent to the donor and other interactions are also recorded here. The interaction group, date and title provide details about each interaction. Double-click on a row to view and edit full details about the highlighted interaction. Sort your view of interactions by clicking on a column heading.

Find a Donor

You can perform a quick, basic search for an individual or organization using the Find Donor textbox located in the bottom left corner of GiftWorks. This search textbox is present on all screens in GiftWorks. Simply type a name or any part of a name in the textbox and click Go. GiftWorks searches the name fields of all donor records and generates a list of donors that matches the data you entered for your search. You can then select from the list to view the appropriate donor record. Double-click on the donor, or highlight the donor and click Next to view the donor’s record.

You can also perform a basic search by clicking on the Find a Donor link in the Related Tasks menu on the left side of your Donors screen. Type a name or any part of a name in the textbox and click Next. You can then select from the list to view the appropriate donor record. Double-click on the donor, or highlight the donor and click Next to view the donor’s record.

An Advanced Search allows you to search for a donor using more specific criteria. Click the Advanced Search link at the bottom of your screen, located just beneath the Find Donor textbox. Use the list dropdown fields to indicate which type of donor records and which specific fields within the records you would like to search. Enter the search text in the textbox at the top of the screens and click Next to continue. GiftWorks generates a list of donors based on the selections you entered for your search. You can then select from the list to view the appropriate donor record. Double-click on the donor, or highlight the donor and click Next to view the donor’s record.

You can also perform this advanced search by clicking on the Find a Donor link in the Related Tasks menu on the left side of your Donors screen. In the screen that appears, click Show Advanced Search and follow the instructions detailed above.

You cannot search for a household using the search methods described above. Instead, you must open the donor record for any of the household’s members and click on the Relationships tab to access a link to the household record.

View a Donor

There are several ways to view a donor.

You can use the Find a Donor textbox for a basic search or the Advanced Search link for an advanced search. Both of these are located on the bottom left corner of every GiftWorks screen. You can also click on the Find a Donor link in the Related Tasks menu of the Donors screens to perform a Basic or Advanced Search.

Go directly to a donor record by double-clicking on a row from the Donor View. GiftWorks will send you to the record for the highlighted donor.

Edit a Donor

You can edit any of the information contained with a donor. To do so, you must first open the record.

· Edit the Contact Info, Details and Work information (from the Relationships tab) for your donor by clicking on the Edit this Donor link in the Related Tasks menu on the left side of your screen. You can also click the Edit Donor button at the bottom the main work area.

Organization Information

For an organization donor record, the top portion of the edit screen contains the organization’s name, acronym, website, federal EIN, description and matching information. It also contains the organization’s relationship to your organization. Use the field boxes provided to add or edit the existing information.

Contact Information

Note: Contact information contained in a donor record that is drawn from his/her household’s or organization’s record cannot be edited in the here. In order to change that contact information for your donor, you must edit the information in the household or organization record instead.

For an individual’s donor record, edit the donor’s name information, marital status and description using the textboxes and list dropdowns provided.

Add a phone number or fax number by clicking Add Phone/Fax. Add an email address by clicking Add Email. Edit any of the phone/fax numbers or email addresses for your donor by clicking on the listing and clicking Edit in the Phone Numbers, Fax, and Email section. You can edit the name of the listing and the contact data. Remove any of the phone/fax numbers or email addresses by clicking on the listing and clicking Remove in the Phone Numbers, Fax, and Email section. You can set one phone, fax and email address as the primary listing of its kind for your donor. Simply click on the circle besides the listing in the Set as Primary column. If the donor is part of an organization or household, the phone, fax and email information for those records will be included in your donor’s record.

Add an address for your donor by clicking Add Address. Edit any of the addresses for your donor by clicking on the address listing and clicking Edit in the Addresses section. You can edit the name of the listing and the contact data. Remove any of the addresses by clicking on a listing and clicking Remove in the Addresses section. You can set one address as the mailing address for your donor. Simply click on the circle beside the listing in the Mailing Address column. If the donor is part of an organization or household, the address information for those records will be included in your donor’s record.

If you are editing an organization donor record, you can also edit the employee information for the organization in this section. Add an employee by clicking Add Contact. All contacts for an organization must have their own individual donor records in your database. Edit an employee contact by clicking on the contact and then click Edit. Here you can edit the employee’s contact information for the organization. Remove an employee by clicking on the contact and click Remove. You can designate one employee as the billing contact for the organization and one employee as the primary contact. Simply click on the circle beside the employee in the Primary Contact or Billing Contact columns.

Contact Preferences

Indicate the donor’s contact preferences in this section using the fields provided. You can note whether or not the donor welcomes emails, phone calls, and mail. You can also indicate the best time to contact the donor and the best method of contact.

Indicate your preferences for donor contact with the Salutation and Addressee fields. You can decide how your donor’s name will appear in mailings and on envelopes. Formal and informal settings are available so that the appropriate field for mail merges is always available.

Company/Organization Details

You can connect your donor as an employee of an organization by clicking the Select an Organization link in this section. Find and choose the appropriate organization. Then, define the relationship between your donor and the organization using the fields provided. You can make note of the donor’s job title, profession, manager, assistant and department. You can also designate the donor as a contact for the organization by assigning a contact type to the donor.

For an organization donor record, this section does not exist.

Development Details

Note the current status of the donor, the donor’s membership renewal date and the date upon which the donor became a member of your organization in this section. You can also assign the donor to an individual in your own organization here and indicate how the donor first heard of your organization.

Donor Groups

Add your donor to any of the donor groups in your database. Indicate that the donor belongs to a particular group by clicking on the checkbox beside the group name. Donor grouping is useful for creating specific SmartLists based on the donor Group. Click on the Add Group button to add a new group for donor classification.

For an organization, you can select a parent company for the organization. Click the Select Parent Organization link beside Branch Of and select an organization from your database or enter a new one. You can also indicate the regional location of the organization, the industry type, number of employees and annual revenue.

Custom Fields

This section includes all of the custom donor fields that you created for your donor records. Add or revise any information for these fields.

Once you have finished your edits, click Save to save your changes.

· Click on the Donations tab to edit any of the donations or pledges made by the donor. Click View Details beside the donation you would like to edit and make changes to the donation from the donation screen.

· Click on the Relationships tab to edit the Social Network relationships for your donor. Click the Edit or Delete link beside any of the donors listed in the Social Networks section to change the defined relationships. Editing lets you change the relationship types and add notes about the relationship.

· Click on the Relationships tab to edit the Household or Organization information for your donor. Click on the household or organization name to open the household/organization record and edit the information from there.

· Click on the Interactions tab to edit or view tasks and notes for your donor. Double-click on a task or note to open it, and make the desired revisions. Close a task by opening it and clicking on the Completed checkbox.

Add a Task

You can add tasks to a donor record. They serve as a reminder to you to follow-up with or contact a donor in the manner you indicate. A task includes a task type, notes for your information and a due date and time. Tasks are listed on the Interactions page of the donor record and next to the Current Tasks field on the Summary page of the donor record. For quick reference and as a reminder to you, open tasks are also listed on the Home page of GiftWorks. Simply click on a task link on the Home page or Donor Summary page, or double-click on a task in the Donor Interactions page to view or edit it.

To add a task to a donor record, click on the Add a Task link in the Related Tasks menu on the left side of your screen. If you are in a donor record at the time you choose to add a task, the task will automatically be added for that donor. If you are on the main Donor screen, you will have to select a donor for your task. Complete the fields provided and click Save to add the task to the donor record.

Add a Note

You can add a note for your information to one or several donor records at one time. Notes appear on the Interactions page of a donor record.

If you are on the main Donors screen, click Add a Note. Search for and select the donor whose Interactions page should contain your note and click Next to continue.

If you are in a donor record, click Make a Note. GiftWorks will automatically add the note for that donor.

Type a title for your note in the provided textbox and record your note in the Body textbox. You can add the note to other donor records by clicking the Add button and selecting a new donor. Remove a donor from the list by clicking on the red X beside his/her name. Click Save at the bottom of the screens to record the note for the selected donors.

Donor Related Tasks

From the Related Tasks menu in a donor record, you can Edit the Donor, Add a Task, Make a Note, Add a Donation, or Add a Pledge. Simply click on the link for your desired action.

Mailing Tasks

When you view a donor, Click Add to a Mailing List from the Mailing Tasks menu to add the donor to any of your mailing lists. Click on the checkbox beside the appropriate mailing lists and click Ok. Click Send Mail to This Donor to send a letter or an email to the donor. Follow the standard mailing process to complete your mailing.

Relationship Tasks

You can add relationships for your donor and manage donor groups. Relationship functionality links donors through a social network of defined relationships. Relationships are recorded in the Relationships page of a donor record. Donor Groups help you to define donors by categories that distinguish one type of donor from another. The donor groups to which a donor is assigned are noted in the Details page of a donor record.

Click the Add a Relationship link in the Relationship Tasks menu to connect your donor to another individual or organization. Use the search text field to find the related donor. Select the appropriate donor and click Next to continue. Then, define the relationship by selecting the relationship type for both donors using the list dropdown fields provided. Click Save to record the relationship.

Manage your donor groups by clicking Manage Donor Groups in the Relationship Tasks menu. Here you can add, edit or delete donor groups and change the order of appearance for the groups. You can also hide groups to remove them from the selection list for new donors.

Other Tasks

To delete a donor from GiftWorks you must view the donor. Then, click the Delete a Donor link in the Other Tasks menu. Click Yes to confirm the deletion of the donor. Note that deleting a donor does not delete the donor’s donations or pledges from your database. It does, however, remove the donor from all households and relationships with which the donor is associated and disables editing functionality for the donor. You are also unable to open the donor record from search results. For information on permanently deleting a donor and his/her associated donations and pledges, go to Settings – Manage Deleted Records.

You can run a report on a donor record by clicking Run a Report in the Other Tasks menu. Choose from the list of reports that appear to run the donor or donation report that suits your needs.

GIFTWORKS DONATIONS

Tracking donations is an essential function for your nonprofit. Your donors’ giving histories can provide significant insights—who are the big givers, who gives regularly, who should be giving more, and how and why certain groups of people give.

Most importantly, donations are an important source of revenue. Tracking how gifts were made, why they were made, and who made them, can help you refine your fundraising processes and increase both the amounts you raise and the number of donors from whom you raise them.

Donations Overview

GiftWorks allows you to track donations, pledges, matching gifts, memorials, campaigns, and giving histories. GiftWorks automatically generates receipts for every donation, and gives you the option of adding the donor to the Thank You Letters mailing list so you can easily acknowledge your donors.

You can view donations from each Donor record, or view donation details by going directly to the donation record. Donor records show donation summary information and list each donation and pledge given by the donor. Individual Pledges or Gifts/Donations show greater detail for each contribution.

From SmartLists, you can view the All Donations SmartLists, or create SmartLists of donations based on whatever criteria you choose. For instance, you can create a SmartList of Donations Over $500 from Pennsylvania donors, the save the list as “PA Donors Over $500”, then click on that list at any time to see those donations. As you add new donations that meet those criteria, they will appear on that SmartList.

With GiftWorks, adding a donation or pledge is easy and straightforward: just click on the Add A Donation link on the blue left-hand menu and follow the simple instructions from there.

In this guide, you will learn about donations and pledges and how to add, access, edit and run reports on donations and pledges.

Donations

You can add unlimited donations for each donor in GiftWorks. Each donation can store a great level of detail so you can have the most complete information. Through GiftWorks Reports, these details can make your analyses more accurate, meaningful, and comprehensive. Each donation is tracked in the donation history of the donor, and as part of your organization’s donations.

GiftWorks defines a donation as a “gift” or “pledge payment” made to your organization, not including receivables. Gift/Payment types include money, in-kind contributions and securities. Receivables are pledges, and each payment toward a pledge is considered a donation. Add new gifts or apply pledge payments to a donor through the Add a Donation process.

Each time you add a gift or payment for a donor, the donor is automatically added to the Donation Receipts mailing list and a receipt is created. You can also add the donor to the Donation Thank You Letter mailing list during the Add Donation process. These mailings are ready to send in the Mailings section of GiftWorks.

Add a Donation

Through the Add a Donation process, you can add new gifts or apply pledge payments from a donor. This section describes how to add a new donation. For details on how to apply a pledge payment, see the Apply a Pledge Payment section of this guide.

There are a number of ways to add a donation for a donor. You can go to the donor and Add a Donation from the left menu, or simply click Add a Donation on the left menu in the Donations section.

To add a donation from the main Donations page, click on the Donations icon at the top of your GiftWorks page. Next, click Add a Donation from the menu on the left side of your page and follow the instructions from there.

1. Select a Donor: To add a donation, you must first tell GiftWorks who is giving it. Using the search box provided, enter the name of the donor giving the donation. If the donor has not yet been added to GiftWorks, click on Add a Donor at the bottom of the window. Once you have selected a donor, click Next to continue.

2. Select Donation Type: If the donor has outstanding payments due on a pledge, you must choose the donation type for your entry. Click Add a Gift and click Next to continue.

3. Gift Given On Behalf Of: If the donor is a member of a household or organization, you can choose on whose behalf the donation is given. A donor can make a donation on his/her own behalf or on behalf of his/her household or organization. Make the appropriate selection and click Next to continue.

4. Gift Details: Enter fund and payment details for your donation here.

- Gift Amount: Enter the donation amount. Note: you can use a different amount for your donation receipt by clicking on the checkbox below the amount. If you opt to use a different amount for the donation receipt, you must indicate that amount on the next page.

- Payment Type: Select the payment method for the donation. Payment types include money, in-kind contributions and securities.

§ If you select a payment method other than cash, a Payment Detail page with additional fields will appear. For example, for donations made in the form of equipment, you can enter a description of the equipment, the manufacturer, the model, serial number and condition of the equipment in the fields provided.

- Assign To Fund: Funds identify how the donation will be allocated within your organization. You can choose to assign the entire donation to one fund, or you can split it between multiple funds.

§ To apply a payment to multiple funds, click the Select Funds link beside the Assign To Fund field. Click on the checkbox in the Include column beside each fund to which you would like to assign a portion of the fund. Assign a specific amount to each of those funds by clicking on the box in the Amount column next to the fund and entering the desired amount. Summary information is included at the bottom of the window, showing the unassigned donation amount. This ensures that you allocate the correct total amount.

5. Donation Options: On this page you can indicate if the gift is given in honor of or in memory of someone and if the gift will be matched by an employer. (You must add any Memorials or Honoraria under Settings to activate this setting). Click Next to continue.

6. Acknowledgment: In this window, you can choose a method to thank the donor for his/her gift. Click on the desired acknowledgment method and click Next to continue.

- Acknowledge Later: If you choose to acknowledge later, GiftWorks will not add the donor to the Donation Thank You Letters mailing list. You can acknowledge the donation later from the donation view.

- Add to ‘Thank You Letters’ mailing list: Choosing this option adds the donor to the Donation Thank You Letters common mailing. You can send your Donation Thank You letters from the Mailings section at any time.

- Other: Select from four other acknowledgement methods, including phone call, thank you note, in person, and thank you gift. Indicate the date of the acknowledgment using the date field provided.

7. Complete/Edit the Donation: The next screen shows your full donation, ready for editing. You can add additional details about the donation here:

- Donation Payment: The top of the page shows the Donation Payment information you have just entered. Click Modify to change the payment information, like the fund donation is directed to, the gift amount, the receipted amount, and the payment type.

- Donation Information: The next section is the detailed Donation Information. Here, you can:

§ select the date on which the donation was given

§ change the ‘Given on Behalf of’ status

§ select the campaign to which the donation should be attributed

§ select the appeal from which the donation resulted

§ select the person who was responsible for soliciting the donation

§ indicate donation directions and restrictions

§ if applicable, change the Honorarium/Memorial to which the donation is given

§ choose whether the donor wishes to give anonymously

§ add other notes

- Custom Fields: This section shows the custom donation fields you have added in Settings. You can include custom donation fields in your SmartList criteria, your customized views of SmartLists, your exports, your Letter templates in the Mailings Section, and in your labels fields in the Mailings Section.

- Matching Donation Information: You can add a matching donation by clicking the Match This Donation link. If the donation is already matched, you can clear the match by clicking Clear This Match. [Link to: Matching Donations]

- Acknowledgment Information: The last section shows the acknowledgment method you have chosen. If you chose to Acknowledge Later in the Add a Donation process, you can choose a method here by clicking Acknowledge Now.

8. Save the Donation: Click Save to save the donation. You will then be able to view all of the donation information for this donation.

9. Viewing and Finding the Donation: You can also click through to the donation’s donor by clicking on the donor name. When you are viewing the donor, you can get back to the donation by clicking on the Donations tab, then clicking on View Details to the right of the donation. You can also view the donation in a SmartList of donations, like the All Donations SmartList, or a custom SmartList of donations that is based on any of the information you stored in the donation.

Pledges

You can add multiple pledges for each donor in your GiftWorks database. Each pledge contains the pledge payment schedule, including received, scheduled and overdue payments, and other pledge information you choose. You can apply payments to pledges with ease, and reports allow you to view received payments versus expected payments. Each pledge is a part of the pledge history of the individual donor.

GiftWorks defines a pledge as a receivable amount, a commitment made by a donor to your organization to donate a specified amount on a future date. Pledge payments can be spread out over time. Each payment toward a pledge is recognized as a donation, and payment types include money, in-kind contributions and securities. Add pledges from a donor record through the Add a Pledge process. Apply pledge payments through the Add a Donation process or directly from the pledge.

For your convenience, pledge entry is directly connected to your mailing processes. Each time you add a pledge for a donor, you can add the donor to a Pledge Thank You Letters mailing list. Also, as described in the Donations section of this document, each time you apply a payment to a pledge, the donor is automatically added to the Donation Receipts common mailing list. These mailings are ready to send in the Mailings section of GiftWorks.

Add a Pledge

There are a couple of ways to add a pledge to your database. You can approach the task by first viewing a donor and adding a pledge from the left-hand menu, or by simply clicking on the Add a Pledge link on the main Donations page.

To add a pledge from the main Donations page, click on the Donations icon at the top of your GiftWorks page. Next, click Add a Pledge from the Related Tasks menu on the left side of your page to begin entering information.

1. Select a Donor: In order to add a pledge, you must first identify the giving donor. Using the search box provided, you can find and select an existing donor. If the donor has not yet been added to your database, you can add a new donor by clicking on the Add a Donor link at the bottom of the window. Once you have selected a donor, click Next to continue.

2. Gift Given On Behalf Of: If the donor is a member of a household or organization, you must identify on whose behalf the pledge is made. A donor can give a gift on his/her own behalf or on behalf of his/her household or organization. Make the appropriate selection and click Next to continue.

3. Pledge Details: Next, you are required to enter the date that the pledge was made and the total amount pledged. You can also indicate the number of payments that will be made on the pledge. Click Next to continue.

4. Pledge Payment Schedule: If there will be more than one payment made on the pledge, you must specify a schedule for payment.

- Indicate when you will receive the first payment using the First Payment Date selection box.

- Then, select a Payment Period from the list provided. This describes how frequently you will receive payments on the pledge. An Approximate Payment Schedule based on the selection you make will appear. Click Next to continue.

5. Acknowledgment: In this window, you can choose a method to thank the donor for his/her pledge. Click on the desired acknowledgment method and click Next to continue.

- Acknowledge Later: If you choose to acknowledge later, the donor will not be added to the Pledge Thank You Letters mailing list and a note will be made in his/her pledge indicating that the pledge has not been acknowledged. You will be able to choose a method of acknowledgment from the pledge later.

- Add to ‘Thank You Letters’ mailing list: Choosing this option will add the donor to the Pledge Thank You Letters common mailing. Simply go to the Mailings section of GiftWorks and proceed with the mailing process to send the letter.

- Other: This option lets you choose a method of acknowledgment that is not related to mailing. You can select from four other methods, including phone call, thank you note, in person, and thank you gift. Indicate the date of the acknowledgment using the date field provided.

6. Complete/Edit the Pledge: The next page that appears is the complete record of your pledge, ready for editing. You can edit the information you have just entered or enter new details about your pledge.

- Pledge Scheduled Payments: The top portion of the page shows the Scheduled Payment information that you have entered. You can modify or remove a scheduled payment by clicking on the payment and then clicking Modify or Remove. Payment modifications allow you to change the payment amount, the payment date or the payment type. (All pledge payments are set to a Cash type by default. Payment type details are specified when you apply a payment.) You can also add a new scheduled payment by clicking Add Scheduled Payment, but doing so will increase the total pledged amount.

- Pledge Information: The next section is the detailed Pledge Information. Here, you can:

§ change the date that the pledge was made

§ change the ‘Given on Behalf of’ status

§ indicate the campaign to which the pledge should be attributed

§ indicate the appeal from which the pledge resulted

§ indicate the person who was responsible for soliciting the pledge

§ indicate pledge directions and restrictions

§ indicate the Honorarium/Memorial to which the pledge is given

§ indicate if the pledge is earmarked for a particular fund

§ indicate if the donor wishes to give anonymously

§ indicate if the pledge is closed

§ add other notes

- Custom Fields: This section includes any custom fields that you have added to the Donations details page through the GiftWorks Settings section. [Link to: Settings / Donations Custom Fields]

- Acknowledgment Information: The last section shows information about the acknowledgment method you have chosen. If you chose to Acknowledge Later in the Add a Pledge process, you can choose a method here by clicking Acknowledge Now.

7. Save the Pledge: Review the information that is entered, then click Save to save the pledge.

Apply a Pledge Payment

There are two ways to apply a payment to a pledge. You can apply the payment through the Add a Donation process, or by opening the pledge and clicking Apply Payment next to the appropriate payment.

To apply a payment through the Add a Donation process, click on Add a Donation located in the blue left-hand menu in the Donations section and follow the instructions.

1. Select a Donor: Using the search box provided, you can find and select an existing donor for the donation. If the donor has not yet been added to your database, you can add a new donor by clicking on Add a Donor near the bottom of the pop-up box. Once you have selected a donor, click Next to continue.

2. Select Donation Type: Here you must choose the donation type for your entry. Click Apply a Payment and click Next to continue. Donations can be “gifts” or “pledge payments”; either way, donation types are only for “received” donations.

3. Apply a Payment to a Pledge: Next, you must choose a pledge payment from a list of the donor’s open pledges. Select the pledge to which the received payment applies and click Next to continue.

4. Pledge Payment Details: This page allows you to enter donation fund and payment details for your pledge payment.

- Actual Payment Date: Here, you can enter the date that the payment was made if it differs from the scheduled due date.

- Assign to Fund (directed gifts): You can choose to assign the entire donation to one fund, or you can split it between multiple funds. Set up your own funds by going to Settings > Accounts & Transactions > Donations Funds.

§ To direct a payment to multiple funds, click the Select Funds link beside the Assign To Fund field. Click on the checkbox in the Include column beside each fund to which you would like to assign a portion of the fund. Assign a specific amount to each of those funds by clicking on the box in the Amount column next to the fund and entering the desired amount. Summary information is included at the bottom of the window, showing the unassigned donation amount. This ensures that you allocate the correct total amount.

- Actual Payment Amount: Here, you can indicate if the donor is applying a payment amount that is different from the amount anticipated. Note that you can use a different amount for your donation receipt by clicking on the checkbox provided. If you opt to use a different amount for the donation receipt, you must indicate that amount on the next page.

§ If you are applying a payment amount that is different from the anticipated payment, an adjustment page will appear. GiftWorks gives different options for an adjustment depending on the amount of the payment relative to the expected amount:

· If you are applying the final payment and the amount being applied does not match the expected amount, the only option is to modify the total pledge amount.

· If the amount of the payment being applied is less than the expected amount, the options are given to modify the amount of the final payment, or to modify the total pledge amount.

· If the actual amount of the payment being applied is greater than the expected amount and the difference between the actual amount and the expected amount is less than the final payment, the options are given to modify the amount of the final payment or to modify the total pledge amount.

· If (the amount of the payment being applied is greater than the expected amount) and (the difference between the actual amount and the expected amount is greater than the final payment), the only option is modify the total pledge amount.

- Payment Type: Select the payment method for the donation. Remember, payment types include money, in-kind contributions and securities.

§ If you select a payment method other than cash, a Payment Detail page with additional fields will appear. Enter the details about the payment. For example, for donations made in the form of equipment, you can enter a description of the equipment, the manufacturer, the model, serial number and condition of the equipment in the fields provided.

5. Acknowledgment: In this window, you can choose a method to thank the donor for his/her pledge payment. Click on the desired acknowledgment method and click Next to continue.

- Acknowledge Later: If you choose to acknowledge later, the donor will not be added to the Donation Thank You Letters mailing list and a note will be made in his/her donation indicating that the donation has not been acknowledged. You will be able to choose a method of acknowledgment from the donation later.

- Add to ‘Thank You Letters’ mailing list: Choosing this option will add the donor to the Donation Thank You Letters common mailing. Simply go to the Mailings section of GiftWorks and proceed with the mailing process to send the letter.

- Other: This option lets you choose a method of acknowledgment that is not related to mailing. You can select from four other methods, including phone call, thank you note, in person and thank you gift. Indicate the date of the acknowledgment using the date field provided.

6. Payment Summary: This is a summary of the pledge payment information you have entered. Click Finish to confirm the summary information and complete the payment.

View and Edit Donations and Pledges

Main Donations Page View

When you click on the Donations icon at the top of your GiftWorks page, you will see the main Donations page with a view in the main work area. You can choose from a variety of views to get a quick glance at the donations and pledge information that you want. Click on the arrow next to the View name to make your selection. Each view shows the donor name, campaign allocation and fund for each donor. Additional columns vary by view. You can sort your view by clicking on the column headings.

· Recent Donations: This view shows the last 20 gifts and pledge payments that were added to your database.

· Top 10 Donations: The Top 10 Donations view shows the 10 greatest donations made to your organization.

· Recent Pledges: This view shows the last 20 pledges that were added to your database.

· Upcoming Payments: The Upcoming Payments view shows the next 20 scheduled payments that you are expecting to receive.

· Overdue Payments: The Overdue Payments view shows the list of expected pledge payments that are overdue.

You can open an individual donation or pledge from any of these views by double clicking on the donation/pledge in your view. From there, you can edit the donation information.

Donor: Donation Summary View

You can view a summary of the pledges, pledge payments and gifts by an individual donor when you view the donor. When viewing a donor, click on the Donation tab at the top of the main work area.

The top of this view provides a summary of the donor’s donation history. You can see how long the donor has been a donor, the total amount he/she has pledged to your organization, the largest donation the donor has made to your organization, the total number of donations you have received from the donor, the total amount you have received from the donor, and his/her average donation amount.

The bottom portion of this view shows a listing of all of the donor’s pledges and gifts to your organization. Pledges and gifts are distinguished by the Donation Type column, and the date that the donation was given is noted in the Donation Date column. Each gift or payment has a Received Amount listed, and each pledge also has an Expected Amount listed. Pledges show the scheduled payment dates and the expected and received amounts for each payment. You can view the detailed individual gift and pledges by clicking on the View Details link beside the donation. From the Detail view, you can edit your donations and pledges.

Donation/Pledge/Pledge Payments: View and Edit

You can open a view of your individual donation, pledge and pledge payments in a couple of ways. Double-click a donation or payment to view its details. Otherwise, you view the donor, click on the Donations tab, and click through to the donation.

To view a donor from the Donations page, use the Find Donor text box or click on the Advanced Search link at the bottom of your page to initiate a donor search. Select a donor from the list of matching results that appears and click Next to continue. Click on the Donations tab at the top of the main work area to view the donation summary information for the donor. Open an individual donation/gift or pledge by clicking on the View Details link beside the donation or pledge of your choice.

1. Pledge: A Pledge is divided into four sections. You can edit the pledge by clicking Edit Pledge at the bottom of the main work area.

· Summary and Payments: The summary information on a pledge includes a link to the corresponding donor and the current status of expected payments on the pledge. The payments information lists the schedule of pledge payments for the pledge, including the expected date of payment and the amount that you expect to receive. Additionally, you can view individual pledge payments for each fulfilled payments by clicking its link [Link to: Donations / View and Edit Donations and Pledges / Donation/Pledge/Pledge Payment Views for Editing / Pledge Payment] or apply payments to the pledge by clicking Apply Payment beside the appropriate scheduled payment. [Link to: Donations / Apply a Pledge Payment]

· Pledge Information: Pledge information shows the defined details of your pledge, including fund allocation, campaign and appeal attribution, donor anonymity, pledge status, Honorarium and Memorial information, and etcetera.

· Custom Fields: This section contains the custom donation fields that you added in the Settings section.

· Acknowledgment Status: This section details the acknowledgment method you chose for the pledge and the current status of that acknowledgment. If you have not acknowledged the pledge, you can do so by clicking on the Acknowledge Now link.

2. Pledge Payment: Open a pledge payment by first opening the pledge to which the payment applies. Next, click on the fulfilled pledge payment’s link located at the top of the main work area in the Payments section. A Pledge Payment is divided into five sections. You can edit the payment in the same ways that you can edit a gift/donation—by clicking on Edit Payment at the bottom of the main work area.

Note that in order to edit Donation Information for your payment, you must open the edit page for the entire pledge. A link to that page is provided on the Edit Payment page.

· Summary and Comparison Chart: The summary information includes a link to the corresponding donor and a link to the corresponding pledge. The current status of the payment is also shown. The comparison pie chart provides a visual that indicates the monetary significance of the payment against all other donations and payments made by the donor.

· Payment Details: This section shows the date that the payment was applied to its pledge, the fund to which the payment is applied, the payment type and the payment amount.

· Donation Information: Donation information shows the defined details of your payment, including campaign and appeal attribution, donor anonymity, solicitor, Honorarium and Memorial information, and etcetera.

· Custom Fields: This section contains the custom donation fields that you added in the Settings section.

· Acknowledgment Status: This section details the acknowledgment method you chose for the pledge payment and the current status of that acknowledgment. It also shows the receipt status for the payment. If you have not acknowledged the payment, you can do so by clicking on the Acknowledge Now link.

3. Donation/Gift: A Donation is divided into four sections. You can edit the donation by clicking Edit Gift at the bottom of the main work area.

· Summary and Comparison Chart: The summary information for the donation includes a link to the corresponding donor and the current payment status. The comparison pie chart provides a visual that indicates the monetary significance of the gift against all other donations and payments made by the donor.

· Payment Details: This section shows the date that the payment donation was made, the fund to which the payment is applied, the payment type and the payment amount.

· Donation Information: Donation information shows the defined details of your gift, including campaign and appeal attribution, donor anonymity, solicitor, Honorarium and Memorial information, and etcetera.

· Custom Fields: This section contains the custom donation fields that you added in the Settings section.

· Acknowledgment Status: This section details the acknowledgment method you chose for the donation and the current status of that acknowledgment. It also shows the receipt status for the donation. If you have not acknowledged the gift, you can do so by clicking on the Acknowledge Now link.

Run Reports on Donation and Pledges

Reports provide a visual for the fundraising accomplishments of your organization. GiftWorks lets you create reports that show comprehensive donation views for individual donors or simple donation visuals for individual donations and pledges.

GiftWorks Honoraria and Memorials

At times, people make donations to organizations in honor or in memory of someone. GiftWorks helps you distinguish donations like these from other donations with Honorarium and Memorial options. GiftWorks makes Honoraria and Memorials a standard part of donation tracking.

Honoraria/Memorials Overview

When you add Honoraria and Memorials to your GiftWorks database, you can record a donation as a gift given in honor or in memory of someone. Each time an Honorarium or Memorial is accredited with a donation or pledge you can acknowledge the donor and notify individuals associated with the Honorarium/Memorial. You can also disable any Honorarium or Memorial so that it cannot be accredited with future donations by using the Show/Hide feature in the Settings section.

In this section, you will learn how to create, edit and delete Honoraria and Memorials. You will also learn how to add a donation made in honor or in memory of someone, how to acknowledge the donation and how to notify the necessary individuals of the donation.

Creating, Editing and Deleting Honoraria and Memorials

In order to add a donation given in honor or in memory of someone, you must first add an Honorarium or Memorial to your GiftWorks database. To do so, click on the Settings icon at the top of your screen, and click on the Customize GiftWorks link in the main work area. Next, click on the Manage Honoraria and Memorials link in the main work area.

On this screen, you have a view of all of the Honoraria and Memorials that you have created. Your view includes the title and description of each Honorarium and Memorial, the display status of each record and a count of the number of donors that should be notified each time a donation is accredited to the Honorarium or Memorial. The display status indicates if the record is visible or hidden from the Honorarium and Memorial selection box that appears each time you add a donation given in honor or in memory of someone.

From this view, you have the ability to add new Honoraria and Memorials, edit or delete existing ones, rearrange the order of the records in your view and change the display status.

· Add Honoraria/Memorials: To add a new Honorarium or Memorial, click Add in the Manage Honoraria and Memorials screen.

- In the window that appears, assign a title and description to your Honorarium/Memorial. Note that the title should begin with “In honor of” or “In memory of.” This will ensure that your Honorarium/Memorial letter templates merge seamlessly with the information contained in your Honorarium/Memorial records.

- At the bottom of the window, you can add donors to a notification list. These donors will be notified each time a donation is accredited to the Honorarium/Memorial. Click Add Donor, and using the search field provided, find and add a donor from your GiftWorks database. If you have not yet created a donor record for the individual that should be notified, you can do so from this window.

- You can also remove donors from the notification list by clicking the red “X” beside their names.

- Click on the checkbox beside Visible in the Add an Honorarium/Memorial window to indicate that you would like to be able to choose the Honorarium/Memorial when you add new donations.

- Click Save to save your new Honorarium or Memorial.

· Edit Honoraria/Memorials: In editing an Honorarium/Memorial, you have the ability to change its title and description, add or remove donors for notification, and hide or show the record when new donations are being added. To edit an Honorarium or Memorial, click on the record you would like to change and then click Edit.

- Change the existing title or description by typing in the appropriate text boxes.

- Add new donors to the notification list by clicking Add Donor and following the process described in the Add Honoraria/Memorials section above.

- Remove a donor from the notification list by clicking on the red “X” beside his/her name.

- Change the record’s display status for new donations added in honor or in memory of someone by clicking on the checkbox beside Visible.

- Click Save once you have made your changes.

· Delete Honoraria/Memorials: You can delete an Honorarium or Memorial if it has not been accredited with any donations in the past. Click on the desired record title, and then click Delete.

· Hide Honoraria/Memorials: The Display column in your Honoraria/Memorials view indicates the current display status for your records. Whereas visible records can be selected each time you indicate that a new donation is given in honor or in memory of someone, hidden records are not available in the selection box.

- To hide a record that is currently visible, click on the record and then click Hide on the right side of your screen.

- To show a record that is currently hidden, click on the record and then click Show on the right side of your screen.

· Sort Your Honoraria/Memorials View: You can move an individual record in your view up or down by clicking on the record and clicking Up or Down on the right side of your screen. Reverse the order of the records by clicking Sort.

Accrediting a New Donation to an Honorarium or Memorial

In the Add a Donation/Add a Pledge process, you can specify if the new donation or pledge is given in honor or in memory of someone. GiftWorks will log this information in the donor’s record. Further, accrediting an Honorarium or Memorial allows you to thank the donor as well as notify the individuals associated with the Honorarium or Memorial.

To add a donation made in honor or in memory of someone, you must first be sure that the corresponding Honorarium/Memorial exists in your GiftWorks database. Learn how to add Honoraria and Memorials for your organization in the Creating, Editing and Deleting Honoraria and Memorials section of this guide. Enter a new donation by clicking on the Donations icon at the top of your GiftWorks screen.

· Add a donation in honor of/in memory of someone: Click on the Add a Donation link in the Related Tasks menu on the right side of your screen.

- In the window that appears, proceed with adding the donation as you normally would. This includes indicating the donor that is responsible for the physical donation, the donation type, the fund to which the donation will be assigned, the gift amount and the payment type. Click Next upon completion of each step in your donation entry.

- When the Donation Options section appears, click on the checkbox beside “This gift is given in honor of or in memory of someone.” Then, from the selection box that appears, choose the Honorarium/Memorial in whose memory the donation is made. Click Next to continue.

- As with any other donation, you can choose when and how you will acknowledge the gift that you have received. Make your selection and click Next to continue. A brief overview of acknowledgements is provided below.

- On the next page, you can view the information you have entered for your donation. Review the information and make changes or add details where necessary using the drop down boxes provided. Note that in the Donation Information section, you can indicate if the donor wishes to give the gift anonymously. Confirm the information listed on the page and click Save to complete your donation entry.

· Acknowledging and Receipting Honorarium/Memorial Donations: Regular donations and donations given in honor or in memory of someone are each acknowledged and receipted in the same fashion.

- Donors are acknowledged based on the acknowledgment option you choose as you enter a donation.

- After you enter a donation or pledge accredited to an Honorarium or Memorial, the donor who made the donation is automatically added to the Donation Receipts common mailing. To send the receipt to this donor, click on the Mailings icon. The number next to the Donation Receipts common mailing indicates that the donor has been added to the mailing. Click on Donation Receipts to send the receipt. Proceed with the normal mailing process to create and send your receipt.

· Sending Honorarium/Memorial Notifications: GiftWorks provides two letter templates for Honorarium and Memorial notification. These templates serve to inform individuals associated with the Honorarium/Memorial of all donations that are made and accredited to it. Identify these individuals in the Honorarium/Memorial record under the Donors to Notify list. Refer to the Edit Honoraria/Memorials section of this document for details on adding or removing donors from the notification list. The individuals included in this list are added to the Honorarium and Memorial Notifications common mailing each time you add a donation to their corresponding Honorarium or Memorial.

- To send notification, click on the Mailings icon at the top of your screen. Then, click the Honorarium and Memorial Notifications link in the common mailings section.

- Next, click on the Honorarium or Memorial to whom you would like to send notification.

- Proceed with the normal mailing process.

GIFTWORKS MAILINGS

Great communication and strong relationships are the cornerstones of any successful development program. Creating this strong foundation requires the timely sharing of news and information, prompt thank-you letters, and frequent personal communications. How can you do it and keep track of it all? GiftWorks Mailings is your answer. With donor records and mailing resources—including emailing-- all in one place, the process of informing, asking, thanking and tracking has never been so quick and so simple.

Mailings Overview

GiftWorks Mailings allows you to send mail and emails to individual donors or lists of donors with ease. You can create custom mailing lists or use any of your SmartLists as recipient lists. Set up mailing lists for your Board of Directors, organization members, or staff, for example. Add these and any frequently-used lists to Your Favorite Mailing Lists to make accessing them a breeze.

GiftWorks provides common letter templates and gives you the ability to create your own template for any letter or email you want to send. Instant mail merges generate letters in seconds and save you the time required to copy one letter multiple times for different recipients. GiftWorks also records every mailing in each donor’s record so you can keep track of each and every contact.

You might need labels and envelopes too. GiftWorks lets you create labels and envelopes and makes it easy to customize and preview layouts before printing. GiftWorks accommodates a huge selection of label and envelope types and sizes, so you can use the products you have in stock.

In this guide, you will learn how to send mail and email from GiftWorks, how to create donor lists and letter templates for your mailings, and how to print labels and envelopes. Staying in touch with your donors has never been easier. Get started by clicking on the Mailings Icon at the top of your GiftWorks screen.

Managing and Creating Letters

GiftWorks provides several standard letter templates for your use as is or to modify as needed. You can also use a blank template to compose your own document. From the Mailing section of GiftWorks, you can edit or delete existing letter templates and create new ones by clicking on the Manage Letter Library link in the Other Tasks menu on the left side of your screen.

1. Edit a Letter: To edit an existing letter template, click on the desired letter and then click Edit. GiftWorks will open the letter for editing. The fields highlighted in gray will be filled in from your GiftWorks data when the letters are generated. You can:

§ Type directly into the letter by clicking on it and moving the cursor to the desired spot for modification.

§ Click on the Insert Field box at the top of your screen to insert a GiftWorks field into your letter. The inserted fields will also be highlighted in gray and will be merged with your GiftWorks data when you generate your letter.

§ Change the page margins by clicking on the Change Page Layout link in the Related Tasks menu.

§ Use Microsoft Word functionality in your letter by clicking on the Toolbar link at the top right of the main work area. From here you can insert pictures and bullets, save your letter to your computer, and change the font, font size, font color, etc. in your letter.

§ Use the ruler for indentation and margin settings by clicking on the Ruler link at the top right of the main work area.

§ Print your letter template by clicking on the Print Letter link in the Related Tasks menu.

Once you have finished editing your template, click Save to confirm the changes you have made.

2. Add a Letter: To add a new letter to your template list, click Add. Assign a name to your new template and click Next to continue. A blank document will appear. Proceed with writing your letter using the editing tools described above. Click Save when you have finished.

3. Delete a Letter: Delete a Letter by highlighting the desired letter and clicking Delete.

Now that you know how to manage your letter templates, you can start sending letters to your donors.

Sending Mail and Email

There are several ways to create and send mail in GiftWorks. You can send mail and email to individual donors or lists of donors, including custom mailing lists, SmartLists and donors added to common mailing lists. See the Creating and Managing Common Mailings and Creating and Managing Mailing Lists sections of this guide for more information on creating mailing lists and common mailings.

To begin the mailing process, click on the Send Mail link in either the main work area of your Mailings screen or the in Related Task menu, which is found throughout the Mailings section on the left side of your screen. To send a mailing to an individual donor click To a Donor or to send a mailing to a list of donors click To a List.

· If you choose to send mail to an individual donor, you will be prompted to select a donor. Enter all or part of the donor name, choose the donor for your mailing and click Next to continue. You also have the option to add a donor from this window.

· If you choose to send mail to a donor list, you will be prompted to select a list of donors. Choose from your mailing lists or your SmartLists by clicking on one or the other at the top of the window. Then, from the lists shown, choose the list of donors that should receive your mailing and click Next to continue.

On the next screen, select the format, sorting and addressee options for your mailing.

· Mailing format: Here, you can choose to produce a letter only, a letter and labels, a letter and envelopes, or an email. If you choose to create labels or envelopes, you will also be able to change the label type or envelope size and customize the layout of information by clicking on the links to the right of the Mailing format selection box.

· Sorting: When your letters are previewed and printed later in the process, they will be sorted in the manner you indicate. Choose to sort your letters by Last Name/Company Name, First Name/Company Name, zip code or city.

· Addressee: If the records include individuals who are members of a household, you will have the option to choose whether you would like to send one letter per donor or one letter per household.

Click Next to continue.

Note: You can also go to any of the mailing steps by clicking on the links at the top of your screen.

The Recipients screen lets you decide which of the donors you have indicated in your list/donor selection you will include in your mailing. Select the donors for your mailing by clicking on the checkbox beside their names or select all donors listed by clicking on Check All. Click Next to continue.

On the Letters screen, you can choose the letter template you would like to send, and then edit your letter as you wish.

GiftWorks provides several letter templates for you to choose or you can create your own custom letter template. The templates include a Blank Letter template that allows you to write your own letter for your mailing. Refer to the Managing and Creating Letters section of this guide to learn how to create a letter template.

By clicking on Edit Letter, you can make changes to the template you choose for your mailing without necessarily altering the original letter template. However, if you would like, you can save the letter with the changes you have made as a new letter template or override the original template by clicking on the Save Letter to Library link in the Related Tasks menu. Edit your letter in the manner described in the Managing and Creating Letters section of this guide. Once you have finished editing your letter, click Ok to continue.

After you have selected your letter template and made all of the necessary edits, click Next to continue.

In the Generate Mailing step, you can preview your mailing pieces or send a test email as well as generate your actual mail or email.

1. Preview: To preview your letter, click on Preview next to the Letters heading at the top of your screen. If you are creating envelopes or labels, you can also preview those by clicking on the links beside their respective headings. Click on Prev(ious) or Next to move between individual letters, and click Ok when you have finished previewing.

2. Send Test Email: To preview your email, you can send a test email to your own email address. Simply click on the Send Test Email link beside the Emails heading at the top of your screen. You will then be prompted to enter your email address, the sender name and address and a subject line. Click Next to send the test email.

3. Generate Mailing: By clicking on Generate Mailing, you create the finished product, ready to save, print and send to your donors.

Click Next to finish the Send Mail process.

As the last step, you can print and/or save your mailing pieces and record the mailing to each donor record. You can also send your email to the recipients you have chosen.

1. Print: Print the letters, envelopes and labels you have created by clicking on the Print link under the appropriate heading.

2. Save: Save your letters, envelopes and labels to your computer by clicking on the Save link under the appropriate heading.

3. Export Recipient List: This is found on the left menu under Other Tasks. By clicking here you can create a comma separated value file of your mailing. This is handy for creating export lists for mailing houses. After you export your list, you can record this mailing list.

4. Record Mailing: Click on Record This Mailing if you wish to indicate on the appropriate donor records that this mailing was sent. Assign a title and description to the mailing by typing in the text boxes provided. You can also record the time and date for your mailing using the drop down boxes.

5. Send Email: Send your email by clicking on the Send Now link under the Emails heading at the top of your screen. You will then be prompted to enter a sender name and address and a subject line. Click Send to send your email.

The Send Mail process is now complete!

You can view all mailings you have sent by clicking on the View Mailing History link in the Related Tasks menu. A list of all of your generated mailings will appear. You can edit the details of each by double clicking on the record. Rename the mailing, change its description, or revise the recorded date and time.

Printing Labels

With GiftWorks, you can print and customize labels with little effort. Label printing can be done in conjunction with letter generation (as described in the Sending Mail and Email section) or as its own process.

To begin generating labels, click on the Print Labels link in either the main work area of your Mailings screen or in the Related Task menu, which is found throughout the Mailings section on the left side of your screen. To print labels for an individual donor click For a Donor or to print labels for a list of donors click For a List.

· If you choose to print a label for an individual donor, you will be prompted to select a donor. Enter all or part of the donor name, choose the donor for your label and click Next to continue. You also have the option to add a donor from this window.

· If you choose to print labels for a donor list, you will be prompted to select a list of donors. Choose from your mailing lists or your SmartLists by clicking on one or the other at the top of the window. Then, from the lists shown, choose the list of donors for your label printing job and click Next to continue.

In the next screen, you can view and edit the labels that GiftWorks has generated based on your donor selection.

· Use Microsoft Word functionality for your labels by clicking on the Toolbar link at the top right of the main work area. From here you can insert pictures and bullets, save your labels to your computer, and change the font, font size, font color, etc. in your labels.

· You can show the ruler for your document by clicking on the Ruler link at the top right of the main work area.

· Change the type of labels that you would like to print to by clicking on Change beside the label name at the top of your screen. The drop down box offers a large variety of label selections with additional label categories to choose from for each label type. Select the labels that you use and click OK.

· By clicking the Options link at the top of your screen, you can choose which fields from your donor records should be included on your label. GiftWorks breaks down the label format line by line to ensure that your labels contain the exact information that you want. You can also specify direction and sorting for printing your labels. And as an additional benefit, GiftWorks lets you indicate the row and column for starting your label printing so that you never have to waste any labels. GiftWorks will pick up where you left off with the last label printing job!

When you have finished editing your labels, you can print them and/or save them to your computer. Simply click on Print and/or Save at the bottom of your screen. Click Done when you have finished with the label printing process.

Printing Envelopes

You can also print envelopes directly from GiftWorks. Envelope printing can be done in conjunction with letter generation (as described in the Sending Mail and Email section) or as its own process.

To begin generating envelopes, click on the Print Envelopes link in either the main work area of your Mailings screen or in the Related Task menu, which is found throughout the Mailings section on the left side of your screen. To print envelopes for an individual donor click For a Donor or to print envelopes for a list of donors click For a List.

· If you choose to print an envelope for an individual donor, you will be prompted to select a donor. Enter all or part of the donor name, choose the donor for your envelope and click Next to continue. You also have the option to add a donor from this window.

· If you choose to print envelopes for a donor list, you will be prompted to select a list of donors. Choose from your mailing lists or your SmartLists by clicking on one or the other at the top of the window. Then, from the lists shown, choose the list of donors for your envelope printing job and click Next to continue.

In the next screen, you can view and edit the envelopes that GiftWorks has generated based on your donor selection.

· Change the size of the envelopes that you will be printing to by clicking on Change beside the envelope size at the top of your screen. GiftWorks offers a large variety of envelope sizes from which to choose. Select the appropriate size and click OK.

· By clicking the Options link at the top of your screen, you can choose which fields from your donor records should be included on your envelopes. GiftWorks breaks down the envelope format line by line to ensure that your envelopes print exactly the way you want. You also have the option to include a return address on the envelopes. You can type the address in the text box provided or click on the Get My Organization Address link to automatically insert the address you have set for your organization. Be sure to check the box beside Print on Envelope if you would like your return address to appear. You can also specify how your envelopes should be sorted in previewing and printing. Click Ok to continue.

When you have finished editing your envelopes, you can print them and/or save them to your computer. Simply click on Print and/or Save at the bottom of your screen. Click Done when you have completed the envelope printing process.

Creating and Managing Built-in Mailings

GiftWorks offers number of built-in mailings connected to donor giving, such as Thank You letters and Donation Receipts. As you enter a new donation into GiftWorks, you can add donors to these mailings. You can send the mailings instantly and easily, as frequently or infrequently as you wish. For example, during your annual campaign, you may want to send Thank You letters twice a week. As you enter donations, just indicate that the donation should go on the mailing list. Then, when you are ready, generate your thank you letters from the list. As a reminder that there are donors in line to receive the mailing, you can find the list of common mailings with the number of donors pending receipt at the top of the main work area. Common mailings include:

1. Donation Receipts: This mailing allows you to send donors a record of the donations that they have made to your organization. You can add a donor to this common mailing each time you add a donation for the donor.

2. Donation Thank You Letters: This mailing allows you to send a letter to your donors as a Thank You for the donations they have made to your organization. You can add a donor to this common mailing each time you add a donation for the donor.

3. Pledge Thank You Letters: This mailing allows you to send a letter to your donors as a Thank You for the pledges they have made to your organization. You can add a donor to this common mailing each time you add a pledge from the donor.

4. Matching Gift Thank You Letters: This mailing allows you to send a Thank You letter to the employers who have matched a donation given by a donor to your organization. You can add a recipient to this common mailing each time you add a matched donation to a donor record.

5. Honorarium and Memorial Notifications: This mailing allows you to send a letter of notification to the people or foundation in whose honor a donation has been made. You can add recipients to this common mailing list each time you add an Honorarium or Memorial donation to a record.

Because these mailings directly follow a donation made to your organization, you cannot add donors to them from a Mailings screen. Donors can only be added when you enter donations to their records.

You can manage your common mailings by clicking on the Manage the Mailing Center link in the Other Tasks menu. The Common Mailings, also called Donation Mailings, are found at the bottom of the screen under the Donation Mailings section. Click on the link for the mailing you would like to edit. You can manage your mailing in two ways:

1. From the Details tab, change the default letter for your mailing list by clicking the Select Letter link beside the letter template that is currently set for default and choosing a new one from the list provided.

2. When you click on the Donations/Pledges tab, you can remove donors from your mailing list. Simply click the checkbox beside their names and click remove.

To send one of the common mailings listed above to the donors that have accumulated on the list, click on the desired link in the Common Mailings section of the Mailings screen. From here, you move on to the Send Mail/Email process that was described earlier in this guide. Click on any of the links along the top of your screen to customize your mailing, or click on Back or Next at the bottom of your screen to move between mailing steps. Complete the process by saving, printing or recording the mailing after you have followed the steps for sending mail.

Creating and Managing Mailing Lists

With mailing lists, you can create a list of donors grouped together for the purpose of sending each donor the same mailing. You may need to send your Board one letter, your alumni another version, and current members another. GiftWorks allows quick access to your favorite mailing lists with the My Favorite Mailing Lists section in the main work area of the Mailing screen. You can customize your favorites by clicking Manage and clicking the checkbox beside each mailing list that should appear in the favorites section.

There are two ways to create a mailing list:

1. Click on the Create a Mailing List link in the Other Tasks menu, which is found in the Mailings section on the left side of your screen.

2. From the Manage Mailing Center screen (click on the Manage the Mailing Center link in the Related Tasks menu), click Add List under the Mailing Lists section in the main work area.

Next, type the name that you would like to assign to your list in the provided text box and include a description of the list for your information. You can also choose to add your new list to your favorites by checking the box shown in the Mailing List Details window. Click Ok to finish creating your list.

Adding Donors to a Mailing List

You can add donors or contacts to a mailing list in a number of ways:

From a SmartList, click on Send Mail, then Add to a Mailing List
From a Donor record, click on Add to a Mailing List.
From the Mailings page, click on the Manage the Mailing Center on the left menu. Then, from the Mailing Lists section, highlight the list that you would like to revise by clicking on it. Next, click Edit List.

You can edit your list in several ways:

1. From the Details tab, change the name of your list by clicking on the Edit link beside the current list name and typing the new one in the text box provided.

2. From the Details tab, change the description of your list by clicking on the Edit link beside the current list description and typing the new one in the text box provided.

3. From the Details tab, change the default letter for your list by clicking the Select Letter link beside the letter template that is currently set for default and choosing a new one from the list provided.

4. When you click on the Donors tab, you can add donors to your mailing list. Click Add Donor to select individual donors or Add List to select an entire existing list of donors to add to your mailing list.

5. When you click on the Donors tab, you can remove donors from your mailing list. Simply click the checkbox beside their names and click remove.

Click Done when you have finished editing your Mailing List.

GIFTWORKS SMARTLISTS

Who are your $1000+ donors? What geographic region is most financially supportive of your organization? Which donors have pledged and need a reminder letter? GiftWorks SmartLists makes answering these questions easy. SmartLists lets you create specific, targeted lists of donors and donations according to the criteria you choose. View your lists on the page, print them in report format, or use them to generate targeted mailings. Development professionals know information is one of the keys to successful fundraising. SmartLists allows you to access and analyze your data with ease.

SmartLists Overview

Creating a SmartList is fast and simple. Within a matter of seconds, you can specify the criteria you want and get a list of all the donors and donations that match those criteria. Are there lists you will want to view regularly? Save your SmartLists and add them to My Favorite SmartLists. GiftWorks will automatically update these lists to include donors and donations that match the SmartList criteria, so you never have to build the same list twice. You can also use these SmartLists to send targeted mailings and create reports. Not yet sure what you need? GiftWorks also provides a variety of preset, commonly-used SmartLists for your convenience.

In this guide, you will learn how to create, customize, manage and edit a SmartList and use it to send mailings or run reports. Start by clicking on the SmartLists icon at the top of your GiftWorks screen.

View a SmartList

To view any saved SmartList start by clicking on the View All SmartLists link in the main SmartLists screen. The next screen lists all of your saved SmartLists by group:

1. My Personal SmartLists – These are the SmartLists that you have built and saved and opted not to share with the other users of your GiftWorks database.

2. Shared SmartLists – These are the SmartLists that you or others have built, saved and are sharing with all users of your GiftWorks database.

3. Preset SmartLists – These are the SmartLists that have been built for you by GiftWorks.

Click on the SmartList that you would like to view. On the next screen, view the selected SmartList.

Customize Your SmartList View

From here, customize your view or print the list by clicking on the desired link at the top right of the main work area. If you click Customize, you can choose which columns from the records in your list will be included in your view as well as the order in which the columns appear. Once you have customized your list, click OK to save your view.

You can also view SmartLists you have created through the Manage and Edit Your SmartLists link in the main work area of your SmartLists screen. Simply click on the link, click on the SmartList you wish to view, and click View at the bottom of the page. Preset SmartLists are not available for viewing through this section.

Access your favorite SmartLists from the My Favorite SmartLists section located at the bottom of the Donors, Donations and SmartLists main screens. Manage your view of favorites by clicking on the Manage icon next to My Favorite SmartLists. Here you can add, remove or change the order of the SmartLists in your Favorites view. Simply click on the checkbox next to the lists that you would like to have as favorites and click Save. You can also add new SmartLists to your Favorites view at the end of the Create a New SmartList process.

Create a New SmartList

Begin building a new SmartList by clicking on the Create a New SmartList link located in either the main SmartLists work area or the Related Tasks menu on the left side of the page, located throughout the SmartLists section of GiftWorks.

Here you can select the type of list you would like to create. Your can build a SmartList of individuals, organizations, donations, pledges, or even an existing SmartList. Choose the basis for your list and click Next to continue.

Now select the criteria to be used in defining your SmartList. Criteria are any properties or characteristics that your donors or donations may or may not have. Here you tell GiftWorks to show donors who fit the criteria you select. Start by clicking on the Click Here to Select a Criteria Category link at the top of the window, and choose the criteria category you’d like from the drop down list. Then, from the options available, indicate the criterion that each record in your list should match. Click Next to continue.

Note that you can only define one criterion in this part of the building process. You will have the ability to add more criteria in the next part of the process.

In the main work area, you now see the criteria you selected listed in the top half of the page and the records that match those criteria in the bottom half of the page. Here, you can add or remove criteria and further refine the criteria that you have already selected. The process of adding/removing/refining criteria is explained in the Edit portion of the Manage and Edit a SmartList section of this guide. Click Next to continue.

Now you can save your SmartList for future use, or you can use your SmartList without saving it.

1. Save your SmartList by naming it and writing an optional description of its contents for your information. Type the name and description of your SmartList in the appropriate text boxes. The name should be something descriptive, like “Donors Over $1000 from Ohio” or “This Week’s Reminders”.

Just below these text boxes, you can share your new SmartList with other GiftWorks on your network and add the list to your Favorite SmartLists view. Click on the checkbox next to the desired action and click Save List to complete the process.

2. View a report of your SmartList without saving it by clicking on the View Reports Using This List link in the Use This SmartList Without Saving It section of the page.

3. View your SmartList without saving it by clicking on the Browse This List Without Saving It link in the Use This SmartList Without Saving It section of the page. This can be useful to determine if you criteria have produced the list you want. If not, then you can edit your criteria.

Manage and Edit a SmartList

Here, GiftWorks lets you view, rename, delete or edit any of the SmartLists you have created and saved. The preset SmartLists created by GiftWorks cannot be edited or viewed here.

Click on the Manage and Edit link in the main work area of your SmartLists screen or on the Manage Your SmartLists link in the Related Tasks menu. Click on the SmartList you would like to access and click the appropriate link to get started.

· View: As described in the View a SmartList section of this guide, you can customize or print your SmartList from the main work area.

· Rename: You can assign a new name and/or description to your SmartList. Type the new information in the appropriate text box and click Ok.

· Delete: Here you will be asked to confirm that you want to delete the selected SmartList. Click Delete to continue with the process or choose Cancel to abort.

· Edit: Choose the Edit option if you would like to further define your SmartList by changing, removing, or refining the existing criteria or adding new criteria. Click on the Show tab at the top of the main work area to define the SmartList by what it will show or click on the Don’t Show tab at the top of the main work area to define the SmartList by what it will not show, or rather, what you would like to exclude.

- Change Criteria: To change criteria, click on the Refine link to the right of the criterion. Click on the blue link for the specific criterion you would like to change and follow the criteria selection process that was described in the Create a New SmartList section of this guide.

- Remove Criteria: To remove criteria, click on the Remove link to the right of the specific criterion, or click Refine and then click on the ‘X’ to the right of the criterion.

- Refine: When you click on the Refine link next to an existing criterion, you can further hone the records included in your SmartList. Click Append More to select your additional criteria and follow the process of criteria selection as it was described in Create a New SmartList. In adding criteria in this window, you are telling GiftWorks to include only the records that fit both the original criterion and the additional criteria you have appended.

▪ For example, if you want to view the donors residing in zip code 45242 who were sent an annual report, you would first select only one criterion for your list. Start by selecting donors in zip code 45242. Then click refine and append the criterion that selects donors who were sent the annual report. Your list will then show only those donors who meet both criteria.

- Add Criteria Set: When you click on the Add Criteria Set link on the left side of the main work area, you can choose new criteria for your SmartList. By adding new criteria, you are telling GiftWorks to add records that fit any of the criteria you select. Follow the process of criteria selection as it was described in Create a New SmartList. In adding criteria in this window, you are telling GiftWorks to include the records that fit any of the criterions you have added. .

▪ For example, adding the criterion of zip code 45242 and the criterion of donors who have received the annual report will give you a complete list of every donor in 45242 in addition to every donor who has received the annual report, regardless of zip code.

Send Mail to a SmartList

If you want to send mail to donors in one of your SmartLists, you can use your SmartList as a mailing list. Click Send Mail to a SmartList on the main SmartList screen and choose the desired SmartList from the list that appears in the selection window. If you are already viewing your desired SmartList, you can click Send Mail from the Related Tasks menu on the left side of the page. Refer to the Mailing guide to continue the process of sending mail to a SmartList.

Run a Report Using a SmartList

GiftWorks lets you run reports from your SmartLists so you can view your donor information in the format that best suits your needs. Once you have opened a view of your desired SmartList, click on the Run a Report link from the Related Tasks menu on the left side of the page. Then, choose the report that contains the type of information you require and click Next. GiftWorks will automatically generate your chosen default report using only the records that are included in your SmartList. From the Related Tasks menu, you can export your SmartList, change the style of your report, print your report, or customize your report. The related Report tasks are detailed in the Reports guide.

GIFTWORKS REPORTS

After entering your donors and donations into GiftWorks, use GiftWorks Reports to review, analyze, and share your information; report on giving trends for your board of directors; review your top 10 donors with your annual campaign chair; analyze opportunities with your executive committee. GiftWorks Reports lets you create the reports you need in formats that are both concise and informative.

Reports Overview

GiftWorks provides two groups of reports that enable your organization to monitor productivity and achievements at a glance. One group, Donor Reports let you see how your number of donors has grown over time, your top 10 donors, a listing of lapsed donors, and more. The second group, Donation Reports give you a sense of how donations have changed over time, the allocation of donations to each of your funds, and the effectiveness of your campaigns, in addition to several other useful measures. The reports you find most useful can be accessed quickly through the My Favorite Reports section located at the bottom of the main work area on your Reports screen.

When you need a report to show data for a specific group of donors or donations, you can run a report from a SmartList. A report from your custom-built donor list can be produced easily and a list of detailed records can be converted into an organized, graphic form in seconds. GiftWorks makes it easy to view reports on specific information you need.

GiftWorks Reports are extremely flexible, offering a variety of report styles from which to choose. The style options ensure that you are able to present your data in the most meaningful way for your organization. Reports can be viewed as lists, summaries, or graphs.

In this document, you will learn about the functions of GiftWorks Reports, how to run a report, and how to print, export and customize reports to give you exactly what you need. You can always access updated reports with the click of a button.

Donor Reports

GiftWorks offers seven report types that consolidate donor information into views that enhance your ability evaluate your organization. On all Donor reports, you can view data from the donor’s contact and detail information records. Some reports contain donation information as well. Click on the View Donor Reports link in the main work area of your Reports screen to view a list of the Donor Reports that are available, the information they can provide and the purposes they serve. To view these reports, click on their respective links.

1. Individuals by SmartList: This report provides a view of the individuals contained in any one of your donor-based SmartLists. Choose the SmartList for your report using the SmartList selection box at the bottom of the screen.

2. Organizations by SmartList: This report provides a view of the organizations contained in any one of your organization-based SmartLists. Choose the SmartList for your report using the SmartList selection box at the bottom of the screen.

3. Source of New Donors: The Source report shows donors generated by source. While this report can include all donor records, you can limit the records included by indicating a specific date range or source. Use the Source and Date Range selection fields at the bottom of your screen.

4. Donor Growth: With the Donor Growth report, you can see how the number of donors for your organization has grown over time. You can choose a date range for this report by making a selection from the Date Range selection field at the bottom of your screen. This is particularly powerful as a line or bar graph.

5. Top Ten Donors: This report shows a list of the top 10 donors based how much they have donated to your organization. Donation information is included per donor record.

6. Recently Lapsed Donors: This report shows a list of donors who contributed to your organization last calendar year but have not contributed in the current calendar year. Donation information is included per donor record.

7. Lapsed Donors: The Lapsed Donor report provides a list of all donors who contributed to your organization in the past but have not contributed in the current calendar year. Donation information is included per donor record.

You can further customize Donor Reports by specifying limits for the information included, by choosing from a variety of report styles by grouping, and by adding totals.

Donation Reports

GiftWorks offers twelve report types that organize donation information so that you can assess your organization’s fundraising effectiveness. For all Donation reports, you can view a list of the donors included in the report with other detailed information by choosing the List report style. Click on the View Donation Reports link in the main work area of your Reports screen to view a list of the Donation Reports that are available, the information they provide and the purposes they serve. To view these reports, click on their respective links.

1. Donation History: With the Donation History report, you can view how the sum of gifts donated to your organization has changed over time. Target a particular stretch of time by adjusting the date range using the Date Range selection field located at the bottom of your screen.

2. Donation History by Campaign: This report allows you to see how the donations generated by individual campaigns have changed over time. You can indicate a specific campaign for your report by choosing one from the Campaign selection field at the bottom of your screen, and further narrow you results using the Date Range selection field.

3. Donation History by Fund: This report allows you to see how the donations assigned to each fund have changed over time. You can view results for a specific fund by choosing one from the Fund selection field at the bottom of your screen, and further narrow you results using the Date Range selection field.

4. Donation History by Source of Donations: Here you have the ability to view records of donations over time according to their source of generation. You can view results for a specific source by choosing one from the Source selection field at the bottom of your screen, and further narrow you results using the Date Range selection field.

5. Donations by SmartList: This report provides a view of the individual donation records contained in a donation-based SmartList. Choose the SmartList for your report by clicking on the SmartList selection box at the bottom of the screen and then clicking on your choice.

6. Pledge History: With the Pledge History report, you can view how the sum of pledges made to your organization has changed over time. The graphical style of this report breaks down your pledge information and shows pledges made versus pledges received. View results for a specific stretch of time by adjusting the date range shown in the selection field located at the bottom of your screen.

7. Open Pledges: The Open Pledges report allows you to see a list of pledge records with outstanding payments. You can limit your results to a particular campaign and/or a particular date range using the Campaign and Date Range selection fields located at the bottom of your screen.

8. Upcoming Payments: This report shows the upcoming scheduled payments for pledges made to your organization. Show results for a particular campaign and/or date range by using the Campaign and Date Range selection fields located at the bottom of your screen.

9. Past Due Payments: With this report, you can keep track of the pledge payments that are overdue. You can limit your results to a particular campaign and/or a particular date range using the Campaign and Date Range selection fields located at the bottom of your screen.

10. Matching Gift Members: The Matching Gift Members report shows a list of donors who are associated with organizations that match gifts. You can run this report on a donation-based SmartList from your Reports screen by choosing from the SmartList selection field located at the bottom of your screen.

11. Matching Gift Fulfillment: This report lets you view a list of all donations that have been matched in addition to information about their matched pledge. You can target a specific date range for the report by choosing from the Date Range selection field located at the bottom of your screen.

12. Matching Gifts Outstanding: The Matching Gifts Outstanding report provides you with a list of donations that have been matched and whose matching payments are overdue. You can limit your results to a particular date range using the Date Range selection field located at the bottom of your screen.

You can further customize Donation Reports by specifying limits for the information included, by choosing from a variety of report styles, by grouping, and by adding totals.

Running a Report on a SmartList

GiftWorks has the ability to run reports on SmartLists to give a graphic view of your customized lists of information. As noted in the report descriptions earlier in this document, some of the reports offered through GiftWorks allow you to choose a SmartList directly from the opened report, as long as the SmartList is based on the report type you are running. For example, with the Donations By SmartList report, you can only select a SmartList whose list type is based on individual donations rather than individual donors.

Most of the custom reports you can create require that you first open your saved SmartList and run the report from there. To run a report on a SmartList, first open a view of the SmartList. From the Related Tasks menu on the left side of your screen, click on the Run a SmartList Report link. Choose from the list of reports in the next screen to view the desired report and click Next to continue. Your SmartList report is now ready for viewing and customization.

Running a Report on an Individual Record

Need to analyze one particular donor’s giving history? With GiftWorks, you can create reports from individual donor records. Reports range from a comprehensive view of a donor’s total giving history to a simplified view of a donation or pledge record.

Donor Report

Open a donor record and click the Run a Report link from the Other Tasks menu on the left-hand side of your screen. Here, you can choose from a list of reports that will provide visuals of information taken from the open donor record.

Donation/Pledge Report

Open a donation/gift, pledge or pledge payment record and click the Run a Report link from the Related Tasks menu on the left-hand side of your screen. You can run a history report that will extract payment details from the open donation or pledge record.

Report Styles and Customization

Once you run a report, you can choose the viewing style. To choose the report style that will be most meaningful for you, click on the Change Report Style link located in the Related Tasks menu on the left side of your screen. All reports have a List view that shows a list of the individual records that make up your report.

The information contained in the List style report can be sorted for a view that suits your preferences. Simply click on the column heading by which your information should be sorted. You can further customize the information shown in your reports by clicking on the Customize Report link in the Related Tasks menu. You can customize:

- any of your reports by changing the columns of information shown in the List style. From the Columns tab in the Customize Report window, select the columns of information you would like to view by clicking on the checkbox next to those columns.

- reports that show information plotted over time by selecting a specific date range. From the Date tab in the Customize Report window, select the date range for the information that you would like to view by making your selection from the drop down date lists provided. You can also adjust the time unit used to generate your report by opening the Details tab and selecting the desired time unit from the drop down list provided.

- reports that track donation amounts by choosing the monetary value for the donations included in the report: total donation amount ($), average donation amount ($), or the total number of donations made. From the Details tab in the Customize Report window, select the value for your report by choosing from the drop down list provided

- which fields are totaled using groups and totals in the List style by adjusting the settings on the Columns tab..

Reports containing data that can be quantified have style options that show a graphical representation of your reported information. These reports also have a summary view that enables you to see the table from which graphs are generated.

GiftWorks allows quick access to your favorite reports with the My Favorite Reports section in the main work area of the Reports screen. You can choose your report favorites by clicking Manage and clicking the checkbox beside each report that should appear in the favorites section.

Print Reports and Export Lists

You can print any style of your reports by clicking on the Print Report link in the Related Tasks menu on the left side of your screen. You can also export reports to another file format. First, view your report in List style by clicking on Change Report Style on the Related Task Menu. Once you are in this style, The Export List option will be available in the Related Tasks Menu. You can Export to an XML, CSV or Microsoft Excel format and choose the location for your list to be saved.

Integration with Intuit QuickBooks™ Accounting Software

GiftWorks provides robust integration with Intuit QuickBooks to help save you time by eliminating the need for double entries. In just a few simple steps, you can update QuickBooks with donation and pledge information captured by GiftWorks. This feature conveniently eliminates the need to manually record the same transaction more than once. Just have QuickBooks running on the same computer as GiftWorks and open the appropriate customer file for integration, and you’re ready to go!

Preparing GiftWorks for QuickBooks Integration

In order to post transactions to QuickBooks, you must first set your GiftWorks accounts to match the accounts you manage in QuickBooks. This means that your GiftWorks account names and account IDs should match the names and IDs you have given to your accounts in QuickBooks. Manage your accounts in GiftWorks from the Settings section. Click Manage Accounts and Transactions, and then click Manage Accounts and Funds. Follow the in-product instructions to move through the setup. Once you have managed your GiftWorks accounts, you can also set up funds. **Currently, GiftWorks does not support classes.

Posting Options

You can begin the integration process by selecting a date range that includes all of the donations and pledges that you would like to post to QuickBooks. Step-by-step instructions are located below in the Posting Transactions from GiftWorks to QuickBooks section of this guide.

Transaction Option: Cash Basis vs. Accrual Basis

GiftWorks allows you to choose the basis for posting donations and pledges to QuickBooks. If you choose to post information on a cash basis, only donations will be posted. If you choose to post information on an accrual basis, donations and pledges will be posted. This Transaction Option ensures that your postings are compatible with your QuickBooks settings. If you are not sure which option to choose, consult your accountant/bookkeeper.

Summary Option: Summary vs. Individual Transaction Information

With the Summary Option, you can decide how your postings will appear in QuickBooks. If you choose to post summary information for each account, GiftWorks will post one line for each account where a donation or pledge has been entered. Each summary transaction will be assigned to a generic “GiftWorks” user in QuickBooks. If you choose to post transaction detail, GiftWorks will post one journal entry per GiftWorks transaction. Each individual transaction will be assigned in QuickBooks to the customer’s name as it has been assigned in GiftWorks.

Post Donations or Pledges

Once you have made your selections for the available options, GiftWorks shows a detailed summary of the information you have requested for your posting. GiftWorks also lists all transactions that correspond with your posting selections. You can exclude any of these transactions from your QuickBooks post. Once you verify that all of the information shown is correct, select QuickBooks as the format for export to complete the process. GiftWorks will then post all donations and pledges as journal entries in QuickBooks. Simply allow the import when prompted by QuickBooks.

Posting Changed or Deleted Donation/Pledge Amounts

GiftWorks creates new transactions each time a donation or pledge amount is changed. If you change or delete a donation or pledge amount after if has already been posted to QuickBooks, you must post the new transactions to QuickBooks in order to reflect the change.

Changed Donation/Pledge Amounts

If a donation or pledge amount is changed, two new transactions will appear in GiftWorks. The first transaction will reverse the original transaction and the second will apply the new amount that you have entered. Post both of these new transactions to QuickBooks in order to reflect the changed donation or pledge amount.

Deleted Donation/Pledge Amounts

If a donation or pledge is deleted, one new transaction will appear in GiftWorks. It will reverse the original transaction. Post this transaction to QuickBooks in order to cancel out the original posted transaction.

Posting Transactions from GiftWorks to QuickBooks

To post transactions from GiftWorks to QuickBooks:

1. Choose Settings from the GiftWorks section menu along the top of the screen.

2. From the Settings section, click the Manage Accounts and Transactions link on the Related Tasks menu.

3. From the Manage Accounts and Transactions menu, click the Post Transactions To QuickBooks or File link.

4. Enter a date range for your QuickBooks export into the Date Range From and To entry fields, and click Post to continue.

5. In the Posting Options window:

a. Select the appropriate Transaction Option (Note: If you’re not sure which option to choose, check with your accountant/bookkeeper).

-Accrual Basis: This option allows the user to post Donations and Pledges from the GiftWorks transactions. All transactions are posted to QuickBooks.

-Cash Basis: This option allows the user to only post Donations. All transactions except those in accounts receivable are posted to QuickBooks.

b. Select the appropriate Summary Option for your desired posting action:

· Post Transaction Detail

o If posting to Quickbooks:

§ Individual Donors that have transactions will be posted to QuickBooks as customers.

§ Accounts used in the posted transactions will be added to QuickBooks if they do not already exist in QuickBooks.

§ Donations and Pledge Payments

· Transactions will be posted as one journal entry per donation/payment.

· Each journal entry will consolidate the donation transactions, posting one line per asset account and one line per fund for each income account.

· Each income account line will be posted with the fund name in the Memo field.

· Each journal entry will be posted with the most recent date of all the consolidated payment transactions.

· Each journal entry will be posted with payment method details in the Entry No. field.

§ Pledges

· Transactions will be posted as one journal entry per pledge.

o If posting to a file:

§ Each individual transaction will be posted to the export file.

§ Each individual transaction that is posted will be assigned to the Donor for whom it was entered in GiftWorks.

· Post summary information for each account:

o If posting to QuickBooks:

§ One summary journal entry will be posted to QuickBooks, with all the transactions summarized and the net debit or credit amount posted for each account.

§ The summary journal entry will be posted to a generic “GiftWorks” customer in QuickBooks to accommodate any accounts receivable activity.

§ The summary journal entry will posted with the current date.

o If posting to a file:

§ All the transactions will be summarized with a separate record posted to the export file for each account with the net debit or credit amount.

§ Each export record will be posted with the current date.

c. Click Next to continue

6. In the View Post Details window, verify the posting options you have selected and the transactions that will be included in your posting. Exclude a transaction by clicking on the checkbox beside it.. Click Next to continue.

7. In the Pick a Format and Filename window, select QuickBooks from the Format dropdown menu. Click Finish to continue.

When prompted by QuickBooks, allow access for the transaction posting.

Donor Data Stored in QuickBooks

If you are just getting started with GiftWorks and currently maintain all of your donor information in QuickBooks, we have developed a tool that can help you export information from QuickBooks. The tool allows you to export donor information into a format that can be imported into GiftWorks. The tool also supports donation exports for all gifts that have been entered into QuickBooks as deposits. The tool does not currently support gifts that have been entered into QuickBooks as journal entries. Please contact us at the GiftWorks Help Center (http://help.missionresearch.com) to request the tool. The subject line should read: QuickBooks Export Tool Request.

The QuickBooks Integration feature currently works in such a way that QuickBooks accounts are updated with transactions stored in GiftWorks. You cannot update GiftWorks accounts with information stored in QuickBooks.