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Donors

Envelope Files

Here are some tips on managing who is included in your envelope file.

  • To be included in an envelope mailing a person has to meet the following criteria:
    • Have a physical Address.
    • Have their Contact status set to Active.
    • Have an offering envelope number on their Donor Record.
    • 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.
  • Donor Envelope Numbers should not normally be deleted or removed. Instead, edit the Donor record, set Cancel Envelopes to Yes, and they will be removed from the list.

Related Page Views

  • Env File-No Address: These Donor records should be included in the envelope file report, but they don't because they do not have an address on file.
  • Env File-No Giving 18mo: These records can be reviewed and their envelopes discontinued.
  • Env File-Inactive Contact: These folks may need to have their envelopes canceled 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 are sharing 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 folks who actually print the report. It excludes those without addresses and those inactive or deceased in Contacts.

Generate the Envelope File

  1. Go to the Donors page.
  2. From the Reports menu, select Envelope File.
  3. Select the settings you want on the report.
  4. Click View Report.
  5. Save the report to Excel.
  6. Transmit the report to your envelope company as instructed.
    Note: A SPoC can contact Support if you require a change to the Envelope File to suit your Envelope Company.

Envelope Files FAQ

Q1: The spouse with the envelope number has passed away. Can the surviving spouse keep that number?

Yes. Edit the deceased spouse record by removing the number and adding that number to the Donor record of the surviving spouse.

Q4: Can each spouse receive separately numbered envelope mailings?

Yes. They should each be set to the Individual Statement Type since getting two sets of envelopes is an indication they give separately.

Q3: Why is a Household's Alternate Address the default address in the Envelope File?

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.

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Last updated: November 26, 2024