Category

Creating Letters and Emails

Letters and Emails can be built within Greater Giving Online so that you can correspond with your Supporters either before your event, or even throughout the year. The Letters can be directed towards any of the roles within the software, so you can easily send out Thank You’s to your Bidders, Solicitations (and Thank You’s!) to your Donors, or a general reminder to all Supporters that your event is coming up! There are two different areas for creating Letters and Emails; one is accessible only to Organization Admins, and the other is accessible by viewing your Supporters within a Project. We will cover both options below.

Organization Wide Emails:

You can set up emails for your entire organization to use through your Organization Home. Please note that only Organization Admin’s can set up emails in this manner.

  1. From Organization Home, click Manage Letter and Email Templates under the Organization header.
  2. Click Add to create a new letter, or Edit to alter a previously made letter.
  3. Choose a Template from the drop down menu, and click Use Template.
    • This is generally recommended, as Templates pre-populate information and require minimal drafting on your part.
  4. Choose a Letter Name.
  5. If using a Template the Letter Name will automatically fill, but you can always change it.
  6. Leave any additional internal Notes about the Letter. This could be used to identify the Letter for future use by new members of your organization.
  7. In the Design area is the draft of the letter. Typical tools associated with document design are present here, including hyperlinks, font size and type, numbered lists, indentations, and image insertion. Also of note are Merge Fields.ltr_eml_1.jpg
    • Merge Fields pull information from your Greater Giving Online database and populate in your letter. For instance, the Merge Field {AddressBlock} will fill in a Supporter’s full address as long as it is already entered into the software.
  8. If you have used a Template, there will already be a few Merge Fields present in the draft of your letter. For some Merge Fields, you can configure how they display in your letter. Scroll below the Design area and click on one of the blue Configure links. This will open a secondary Design area for you to edit the Merge Field.
    • These secondary Design areas have additional Merge Fields, as well as some Merge Fields specific to the type of Merge that it is. See our Configuring Merge Fields for more info on Merge Fields.
  9. Once you have drafted the letter, scroll to the bottom to set Margins, choose Page Orientation, and Preview. The Preview feature will not use any of your Supporter’s, instead it will populate with generic values.
  10. Click Save when finished. This Letter will then apply to each one of your Projects.

Project Letters:

In addition to Letters drafted for your entire organization, you can also draft letters within each Project. 

  1. From Project Home, click View/Edit Supporters under the Supporters header.
  2. Click Letters and Emails in the toolbar.
  3. Click Add to create a new letter, or Edit to edit any current letters.
  4. Choose a Template from the drop down menu, and click Use Template.
    • This is generally recommended, as Templates pre-populate information and require minimal drafting on your part.
  5. Choose a Letter Name.
    • If using a Template the Letter Name will automatically fill, but you can always change it.
  6. Leave any additional internal Notes about the Letter. This could be used to identify the Letter for future use by new members of your organization.
  7. In the Design area is the draft of the letter. Typical tools associated with document design are present here, including hyperlinks, font size and type, numbered lists, indentations, and image insertion. Also of note are Merge Fields.
    • Merge Fields pull information from your Greater Giving Online database and populate in your letter. For instance, the Merge Field {AddressBlock} will fill in a Supporter’s full address as long as it is already entered into the software.
      ltr_eml_2.jpg
  8. If you have used a Template, there will already be a few Merge Fields present in the draft of your letter. For some Merge Fields, you can configure how they display in your letter. Scroll below the Design area and click on one of the blue Configure links. This will open a secondary Design area for you to edit the Merge Field.
    • These secondary Design areas have additional Merge Fields, as well as some Merge Fields specific to the type of Merge that it is. See our Configuring Merge Fields for more info on Merge Fields.
  9. Once you have drafted the letter, scroll to the bottom to set Margins, choose Page Orientation, and Preview. The Preview feature will not use any of your Supporter’s, instead it will populate with generic values.
  10. Once you have drafted your letter, click Save. This will save the new letter into your Project.

 Reviewing Sent Emails:

When you send out emails through Letters and Emails, it creates an entry in Review Sent Emails area. You can access this area from your project home by clicking on the link "Review Sent Emails" under Project Tasks. You can view the date information for when it was sent, number successful and the number that have failed. If you click on said numbers, they will take you to a detailed list of the emails sent. It will also tell you the login that was used when the emails were sent. 


Was this article helpful?
5 out of 9 found this helpful