Envelope Files
Some tips on managing who is included in your envelope file, including related page views, instructions to run the envelope file, and frequently asked questions.
- To be included in an envelope mailing, a person has to meet the following criteria:
- They must have a physical address.
- Their Contact status must be set to Active.
- They must have an offering envelope number on their Donor record.
- They must have their donor account's, Cancel Envelopes set to No.
- Use the Assign Envelope Number Tool to add envelope numbers to Donor records.
- Couples who should receive one envelope per household should only have their envelope number listed on one member of the household. Use the Env File: Duplicate Number view to find households where the same envelope number is on more than one record, edit one Donor record, and set Cancel Envelopes set to Yes.
- Use the Envelope File report to produce the file for your envelope company. Prior to first use, you should test this file with the envelope company to make sure it is acceptable.
- Use the page views listed below on the Donors page to help you to manage the envelope file.
- You should not delete or remove donor envelope numbers. Instead, edit the Donor record and set Cancel Envelopes to Yes to remove them from the list.
Related Page Views
- Env File-No Address
- These Donor records should be included in the envelope file report, but they aren't because they do not have an address on file.
- Env File-No Giving 18mo
- You can review these records and discontinue their envelopes.
- Env File-Inactive Contact
- You may need to cancel these peoples' envelopes because their Contact record has been updated to inactive or deceased. The Envelope File report does not include inactive and deleted donors in the mailing.
- Env File-Duplicate Number
- This is an audit report to tell you if two donors share a number.
- Env File-On List
- This tells you how many donors currently might be on the list. This number includes those missing an address and those who are inactive contacts even though those folks will not be on the list sent to the company.
- Env File-Will Be Included
- This is the list of people who actually print the report. It excludes those without addresses and those inactive or deceased in contacts.
Run the Envelope File
Envelope Files FAQ
Yes. Edit the deceased spouse record by removing the number and adding that number to the Donor record of the surviving spouse.
Yes. They should each be set to the individual statement type since getting two sets of envelopes is an indication they give separately.
If there is an Alternate Address record associated with a household and there are no dates supplied in the season start and season end fields, the envelope file will default to this address.