Setting Up One Off Letters and Emails

This article explains how to setup one off documents that you can send to your constituents by either email or by post.

In settings search for 'Acknowledgements & Documents' - see this article for help with settings.

Add a new document - indicate how the document will be sent (either email or mail) if you want to record the sending of the document on the constituents timeline you can specify the Activity Type to use.

If the document is being sent by email you can provide default values for the from email address, from name and subject - these can be changed when you send the document.

Under 'Acknowledgement / Document Template' enter the text of your document. You can create your document in a word processor (e.g. Word) then copy and paste from there into your template this will retain most of the layout & formatting - the behaviour of the cut and paste varies a bit between browsers and things are more locked down on a Mac. If you want to include pictures see this article.

You can include the placeholders listed below into which Donorfy will merge details.

Constituent Placeholders

  • {LabelName}
  • {Salutation}
  • {OrganisationName}
  • {FirstName}
  • {LastName}
  • {AddressLine1}
  • {AddressLine2}
  • {Town}
  • {County}
  • {Country}
  • {PostalCode}
  • {Phone}
  • {EmailAddress}
  • {Jobtitle}
  • {Department}

These placeholders calculate the total amount given in this and last tax years

  • {TotalAmountThisTaxYear}
  • {TotalAmountLastTaxYear}

Transaction placeholders 

If your document will be used from the batch Acknowledgements under the actions menu (see this article) you can use these placeholders

  • {Amount} - amount given
  • {AcknowledgementText} - any personalised acknowledgement text entered for the transaction
  • {Number} - transaction number - e.g. if you need a receipt number

If your document will be used from the Send Document option on the timeline (see this article) you can use these placeholders - Donorfy will merge in details from the latest transaction

  • {LatestTransactionAmount} - amount given
  • {LatestTransactionDate} - date paid
  • {LatestTransactionNumber} - transaction number - e.g. if you need a receipt number
  • {LatestTransactionAcknowledgementText} - any personalised acknowledgement text enter for the transaction

These placeholders can be used with both batch Acknowledgements and Send Document

  • {Product} - the product(s) associated with the transaction
  • {Fund} - the fund(s) associated with the transaction

Recurring Payment Instruction (RPI) Placeholders

If your document will be used from either

  • the batch Acknowledgement sending under the actions menu to send acknowledgements for new recurring payment instructions, or
  • from the Send Document option of the RPI Manage menu - as shown below - rather than the main send document menu option

You can use these placeholders

  • {Amount} - total amount of RPI
  • {AcknowledgementText} - any personalised acknowledgement text entered 
  • {PaymentFrequency} - payment frequency 
  • {Products} - list of products 
  • {Beneficiaries} - list of any beneficiaries of the RPI
  • {BeneficiaryMessage} - any comments or messages entered for the beneficiaries
  • {CollectionMethod} - how the RPI will be collected e.g. GoCardless
  • {CollectionDay} - number of the day in the month when the payment will usually be collected
  • {FirstPaymentDate} - the date first payment will be made 
  • {StartDate} - date the RPI will start - this will be empty if the RPI will start at the next collection
  • {EndDate} - date the RPI will end - this will be empty if the RPI is open ended
  • {CollectionReference1}, {CollectionReference2}, {CollectionReference3},{CollectionReference4}, {CollectionReference5} - the collection references associated with the RPI - these are usually the bank account details

Other placeholders

You can also use {Today} to merge in the current date

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