Donor Management System
After adding Contacts, and segmenting your Contact list using Advanced Search, you can easily generate material for printing (also known as a Mail Merge), such as letters or appeals to be mailed.
🎥 Prefer to watch a guided walk-through of creating Letters for printing? Check out our Communicating with your Donors Webinar!
Generate a Letter for Printing
1. Go to the Contacts tab.
2. Search for a specific Contact or select either:
- (1) The specific Contacts you wish to send Single Emails to,
- (2) Every listed Contact on the page, or
- (3) All Contacts in your DMS.
Search for your desired Contacts
3. Select the Actions menu at the upper-left side of the Contacts list.
4. From the Actions menu, either type “merge” or scroll and select Create Mail Merge.
Select Actions > Print/merge document
5. On the next page, you will see the following information:
Print/merge Documents Page
Main Fields
- Use Template: select an already created Template or create a new one by selecting Save As New Template at the bottom of the page or by going to Settings > Communications > Message Templates.
- Choose File: upload a Word document to compose your letter.
- Activity Subject: when Downloading the document, an Activity will be created and attached to the respective Contacts.
- Merge Fields: formerly known as DMS Tokens, they can be used to automatically include information from a Contact in emails (e.g. “Dear {Contact First Name})
- Campaign Group: legacy field not in use add the moment. Please ignore it.
- Page Format: Default PDF Format: use the default PDF format margins and specifications or select your preferred ones.
- Save As New Template: save the created contents of this Single Email as a new Template.
Document Body
- Compose your letter using this standard formatting tool that uses rich-text (e.g. bold, italics, etc.).
- Learn more about composing a letter template here
Document Type:
- At this moment, you can only download or preview your letter as a Portable Document Format (.pdf).
6. Fill out all mandatory fields and compose your letter.
7. You can use an existing Template or save the contents of your newly composed letter by selecting Save As New Template.
8. After all the necessary information is added, select Preview or Download Document to download a pdf of your new letter.
Note: After downloading your new letter(s), an Activity will be associated with the respective Contacts.