Taking Bulk Actions from Reports

Use "Send Emails" when you want to turn the Contacts represented by a report into the audience for a bulk Email.

1. Click "Send Emails".

2. DonorDock creates a temporary Marketing List using the Contacts represented by the report.

3. You are taken to a draft bulk Email with that temporary Marketing List already selected as the audience.

4. Complete the Email settings and either build the Email or load an existing Marketing Template.

5. Test, schedule, or send the Email using the normal bulk Email workflow.

For larger reports, it may take a short period for the temporary list to finish populating. DonorDock will continue preparing the list and notify you when it is ready.

"Send Texts" works similarly to "Send Emails", but creates a draft bulk Text Message instead.

Once you have filtered the report to the Contacts you want to reach:

1. Click "Send Texts".

2. Confirm that you want to create the bulk Text Message.

3. DonorDock creates a temporary Marketing List from the Contacts represented by the report.

4. A draft bulk Text Message opens with that temporary audience selected.

5. Complete the Text Message content and any other applicable settings.

6. Send the Text Message using the normal bulk Texting workflow.

The report name identifies the temporary list in the draft, making it easier to see where the recipients came from. As with bulk Email, this temporary Marketing List is tied to the draft communication and does not need to be cleaned up or maintained as a separate Marketing List afterward.

Contact Reports include a "Letters" action that allows you to generate printed donor communications for the Contacts returned by the report.

Before generating Letters, make sure the Contact Report contains the correct contact information. You may also want to review mailing-related information such as Addressee, Address Line 1, City, State, and ZIP Code.

To create Letters:

1. Run or create the Contact Report containing the intended recipients.

2. Apply any filters needed to finalize the audience.

3. Click "Letters".

4. Choose the applicable Print Marketing Template.

5. Continue through the Letter generation process.

The output depends on the type of Print Template being used. Templates created in the DonorDock Editor generate a PDF, while uploaded Microsoft Word Templates generate a Word document.

Gift Reports can include a "Receipts" action that allows you to generate Receipts for the Gifts returned by the report.

This action is available when the Gift Report displays individual Gifts as individual rows. Because Receipts belong to specific Gift records, summarized reports cannot be used in the same way.

Before generating Receipts:

1. Run a Gift Report that displays individual Gifts.

2. Use "Gift Date", Gift Status, Gift Type, Campaign, Fund, or other applicable filters to identify the Gifts you need.

3. Review the report carefully to make sure the correct Gift records are included.

4. Click "Receipts".

5. Choose the applicable Receipt action and continue through the Receipt generation process.

Receipt generation uses your organization's Transactional Templates rather than Marketing Templates. Depending on the Receipt workflow selected, DonorDock can prepare Receipts for Email or Print.

The "Export" button creates a separate copy of the current report results for use outside DonorDock.

Available formats include:

• Excel

• CSV

• PDF

Use Excel when you want to continue analyzing the information, create PivotTables, perform calculations, or build charts and graphs. CSV is useful for transferring the report data to another system or workflow, while PDF provides a fixed version of the results for saving, printing, or sharing.

Reports can also be saved and managed directly from the report view.

Save

Use "Save" when you are working with an existing Custom Report and want to update its saved filters, columns, or other report configuration.

The next time that Custom Report is opened, DonorDock will use the updated setup against the current data in your database.

Save As

Use "Save As" when you want to create a new Custom Report from the report you are currently viewing.

This is also how you preserve changes made to a Standard Report. Standard Reports themselves cannot be overwritten, so customizing a Standard Report and selecting "Save As" creates a new Custom Report based on it.

"Save As" is also useful when you want to create a second version of an existing Custom Report without changing the original.

Remove

"Remove" deletes a saved Custom Report.

Removing a report only deletes the saved report configuration. It does not delete any Contacts, Gifts, Activities, or other records that appeared in that report.

Use "Add Badge" when all Contacts represented by the report should receive the same Badge or set of Badges.

Once the report contains the correct Contacts:

1. Click "Add".

2. Select the option to add a Badge.

3. Begin typing the name of the Badge you want to apply.

4. Select the Badge from the dropdown. If the Badge does not already exist, the dropdown will show "(new)" after the name you entered. Select that option to create the new Badge and add it to the selection box.

5. To add more than one Badge, repeat the same process for each additional Badge.

6. Each selected Badge appears as a tag in the box. If you add one by mistake, click the small X on the Badge to remove it before continuing.

7. Once the selected Badges are correct, click "Apply".

The selected Badges will be added to the Contact records represented by the report. Because the Badges are added directly to the Contacts, you can use them elsewhere in DonorDock for reporting, segmentation, Automations, and other applicable workflows.

Use "Add to Marketing List(s)" when you want to retain the report contacts as a reusable Marketing List.

1. Finish filtering the report to the intended contacts

2. Click "Add".

3. Select "Add to Marketing List(s)".

4. Search for and select one or more existing Marketing Lists.

5. To create a new Marketing List, type the full list name and choose the option marked "(new)".

6. Confirm that the selected Marketing List appears in the selection box.

7. Click "Apply".

DonorDock will begin adding the Contacts represented by the report to the selected list. For larger groups, the Marketing List may continue processing after you leave the report. DonorDock will notify you when the list is ready.

Temporary vs. Permanent Marketing Lists

The Marketing List action is different from "Send Emails" and "Send Texts".

Use the "Add" action when you expect to work with the group again.

Reports can be used to create the same Activity for all Contacts represented by the report.

This is helpful when a reporting question leads directly to follow-up work.

For example, you might identify:

• Major donors who need stewardship calls

• Lapsed donors who need follow-up Tasks

• Members who need renewal outreach

• Volunteers who need a follow-up Activity

• Prospects your development team needs to contact

To create Activities in bulk:

1. Run the report containing the intended Contacts.

2. Apply any necessary filters.

3. Click "Add".

4. Select "Add Activity".

5. Choose the Activity Type.

6. Complete the applicable Activity details.

7. If the Activity has already occurred, mark it Complete during creation.

8. Click "Create and Save".

Bulk Activities can include:

• Phone Call

• Letter

• Meeting

• Task

• Event Attendance

• Volunteer

• Ask

Activities can be created from any report type, including Activity Reports.

Each Contact receives an Activity record, so those Activities become part of the Contact's history and can later be managed or reported on individually.

When you are working with a Gift Report, the "Add" menu also provides the option to add Gift Tags to the Gifts returned by the report.

Gift Tags belong to individual Gift records, so this action is useful when you want to categorize a group of transactions based on reporting criteria.

For example, you might run a Gift Report for:

• Gifts from a particular Campaign

• Gifts received during a special initiative

• Gifts that need an internal tracking designation

• Gifts imported or reviewed as part of a particular process

Once the Gift Report contains the correct Gift records:

1. Click "Add".

2. Select the option to add Gift Tags.

3. Choose the Gift Tag you want to apply.

4. Confirm the bulk action.

The selected Tag is added to the Gift records themselves and can then be used in future Gift Reports through the "Tags" and "Exclude Tags" filters.