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How to separate one mailing into emails and non-emails

At times you may need to separate one mailing into two separate mailings, based on donors who have email addresses vs those that do not.

Below are steps to process a Donation mailing as mentioned above:

a) First, emails to donors with email addresses

b) Then hard copy letters to remaining donors without email addresses

  

Start the Emailing Process

  • Create a SmartList to find the donations the mailing will be based on
  • Click on the SmartLists icon and choose to create a new SmartList based on Donations
  • Select your preferred criteria (ex: To find donations from last year, choose Donation Dates > Payment Date > pick 'Previous Year' for the date range)
  • Name and Save your SmartList 
  • Click Send Mail from the left side of the SmartList screen, then choose 'Send Mail for These Donations'
  • On the Select Options screen, choose 'Send Email using Outgoing (SMTP) Server' in the Mailing Format section
  • On the same screen, in the Recipients section, pick 'Send one mailing per donor' from the dropdown list
  • Click Next to continue with the mailing. NOTE: Any donors in the recipients list who don’t have an email address will be automatically unchecked. Click Next
  • Select your Donation letter template and click Next
  • Click on Generate Mailing then click Next
  • On the Finish Mailing screen, click the link 'Send Emails Now'
  • Leave the box ‘Record this mailing’ checked and fill in details about the emailing (title, description, etc.). Make sure you know what the Title of this mailing is for use in the next part of this process
  • Click Done - NOTE: You MUST click on 'Done' at bottom left in order to properly complete and record the mailing

 

Start the Hard Copy Process

  • Click on the SmartLists icon and choose ‘View and Manage SmartLists’
  • Choose the SmartList you created above, then click 'Edit This SmartList' on the left
  • Click on the Don't Show tab, then click 'Add Criteria Set' on the left
  • For criteria, choose Donor Information > Received Specific Mailing(s) > check the box for the specific title of the email mailing above. This will remove all of the donors that received the emailing mailing you processed above
  • Resave your SmartList
  • Click Send Mail from the left side of the SmartList screen then choose 'Send Mail for These Donations'
  • On the Select Options screen, choose your preferred mail method (ex: Send Letters & Labels etc) in the Mailing Format section
  • On the same screen, in the Recipients section, pick 'Send one mailing per donor' from the dropdown list
  • Click Next to continue with the mailing
  • Select your Donation letter template and click Next
  • Click on Generate Mailing then click Next
  • On the Finish Mailing screen, print or save your letters
  • Leave the box ‘Record this mailing’ checked and fill in details about the mailing (title, description, etc)
  • Click Done - NOTE: You MUST click on 'Done' at bottom left in order to properly complete and record the mailing
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