Configure Donation Notifications to On Behalf Of
Quick Start
🤝 Setting up proxy donation notifications? Configure on behalf of notification fields for donations made by one person on behalf of another person or organization.
- Open donation opportunity → 2. Go to Donation Information → 3. Configure on behalf of fields → 4. Set acknowledgment status → 5. Verify setup
What you'll accomplish: Configure on behalf of notification fields for donations where someone makes a gift on behalf of another person or organization, ensuring appropriate recognition and communication in about 8 minutes.
🚀 Quickstart
- Navigate to donation opportunity with on behalf of component
- Open Donation Information tab
- Configure on behalf of information fields
- Set on behalf of acknowledgment status
- Verify all required fields are populated
⚠️ Before You Start
📋 Prerequisites Checklist
- You have appropriate administrative permissions
- Access to Donation Acknowledgments app
- Donation with on behalf of component exists
- Understanding of proxy donation relationships
- Email templates configured for on behalf of communications
💡 Understanding On Behalf Of Configuration
What On Behalf Of Notifications Enable:
- Proxy donation recognition for gifts made by representatives
- Organizational delegation acknowledgments for institutional gifts
- Family representative notifications for household donations
- Professional courtesy communications for business relationships
Types of On Behalf Of Donations:
- Corporate donations - Executive donating on behalf of company
- Family donations - One family member donating for entire family
- Organizational gifts - Representative donating on behalf of organization
- Delegation gifts - Agent making donation for principal
- Board donations - Board member donating on behalf of institution
On Behalf Of vs Donor:
- Donor - Person actually making/processing the donation
- On Behalf Of - Person or organization being represented by the donation
- Different recognition - Both may receive acknowledgments with different messaging
- Relationship clarity - Important to distinguish roles for proper communication
Delegation Relationships
On behalf of donations involve delegation relationships where one party acts as representative for another. Clear communication helps maintain proper relationships with all parties.
📘 Detailed Instructions
Step 1: Access Proxy/Delegation Donation
- Navigate to the Donation Acknowledgments app
- Find the donation opportunity with on behalf of component
- Open the opportunity record
- Verify this donation involves delegation or representation
Step 2: Open Donation Information Tab
- Locate the Donation Information tab
- Click the tab to access donation-specific sections
- Find the "On Behalf Of Information" section
- Prepare to configure delegation details
Step 3: Configure On Behalf Of Information Fields
🤝 Required On Behalf Of Fields
| Field | Required | Purpose | Example |
|---|---|---|---|
| On Behalf Of Name | ✅ | Name of person/organization being represented | "Smith Family Foundation" |
| On Behalf Of Email | ✅ | Email for acknowledgment delivery | "info@smithfamily.org" |
| On Behalf Of Acknowledgment Status | ✅ | Workflow tracking | "To Be Acknowledged" |
| On Behalf Of Ack. Status - Preview | ❌ | Preview email testing | "To Be Acknowledged" |
| Amount | ✅ | Donation amount (from opportunity) | $1,000.00 |
| General Accounting Unit | ✅ | Fund designation | "General Fund" |
Configuration Considerations:
- Organizational names - Use full, formal names for organizations
- Representative emails - May go to organization contact or representative
- Professional tone - Communications should be appropriately formal
- Recognition clarity - Acknowledgment should clarify the delegation relationship
Configure On Behalf Of Fields:
- Click "On Behalf Of Information" to expand section
- Enter full name of person/organization being represented
- Add appropriate email address for acknowledgment delivery
- Consider whether email goes to organization or representative
- Verify name and contact information accuracy
Step 4: Understand Delegation Context
Clarify Relationships:
- Who made the donation? (Donor field)
- Who are they representing? (On Behalf Of field)
- Who should receive acknowledgment? (Email recipients)
- What recognition is appropriate? (Acknowledgment content)
Common Scenarios:
- Corporate executive donating on behalf of company
- Family member making gift for entire family
- Board member contributing on behalf of organization
- Assistant processing donation for principal
- Fundraising team collecting donations for organization
Step 5: Set Acknowledgment Status
📊 On Behalf Of Status Options
Standard Status Values:
- "To Be Acknowledged" - Ready for on behalf of notification
- "Acknowledged" - Notification sent to on behalf of party
- "Do Not Acknowledge" - No notification requested for represented party
- "Manual Acknowledgment Required" - Needs special handling
Preview Functionality:
- Test acknowledgments - Use preview to verify delegation messaging
- Template validation - Ensure template handles on behalf of relationship
- Professional review - Check appropriateness for organizational communications
Coordination Considerations:
- Multiple acknowledgments - Donor and on behalf of may both receive communications
- Timing coordination - May want to coordinate acknowledgment delivery
- Message consistency - Ensure consistent messaging across acknowledgments
- Set "On Behalf Of Acknowledgment Status" to "To Be Acknowledged"
- Optionally configure preview status for testing
- Consider coordination with donor acknowledgment
- Save opportunity record to preserve configuration
✅ How to Know It Worked
Success Indicators:
- ✅ All required on behalf of information fields are populated
- ✅ On behalf of acknowledgment status is set appropriately
- ✅ Email address reaches appropriate contact for represented party
- ✅ Opportunity saves without validation errors
Testing the Configuration:
- Send preview acknowledgment to verify delegation messaging
- Check professional tone appropriate for organizational communication
- Verify name representation appears correctly in template
- Test complete workflow from configuration to delivery
🆘 Troubleshooting
❌ On Behalf Of Information Section Missing
Problem: Cannot find On Behalf Of Information section on opportunity
Contact your System Administrator to verify:
- ✅ Page layout includes On Behalf Of Information section
- ✅ Field-level security allows access to on behalf of fields
- ✅ Record type configuration supports delegation functionality
- ✅ Donation type includes on behalf of features
❌ Organizational Email Issues
Problem: Difficulty with organizational email addresses or contacts
Solutions:
- ✅ Verify organization contact - Confirm appropriate email for organization
- ✅ Check email deliverability - Ensure organizational emails are active
- ✅ Consider alternatives - May need specific contact person vs generic email
- ✅ Test communication - Verify organization can receive acknowledgments
❌ Delegation Relationship Clarity
Problem: Unclear relationship between donor and on behalf of party
Solutions:
- ✅ Document relationship - Note how delegation relationship works
- ✅ Clarify communication - Determine who should receive what acknowledgments
- ✅ Review with stakeholders - Confirm understanding of delegation arrangement
- ✅ Update templates - Ensure templates handle delegation messaging appropriately
❌ Template Integration Issues
Problem: Email templates not handling on behalf of scenario correctly
Solutions:
- ✅ Check template mapping - Verify template field references for on behalf of
- ✅ Test preview function - Use preview to identify template issues
- ✅ Review merge fields - Ensure template includes on behalf of information
- ✅ Validate messaging - Confirm template message appropriate for delegation
💡 Best Practices
On Behalf Of Best Practices
- 🤝 Clear Delegation - Ensure clear understanding of delegation relationships
- 💼 Professional Communication - Use appropriate tone for organizational acknowledgments
- 📧 Appropriate Recipients - Send acknowledgments to correct organizational contacts
- 🔍 Verify Authority - Confirm delegation authority for significant donations
- 📝 Document Relationships - Maintain clear records of delegation arrangements
- ⏰ Coordinate Communications - Plan timing with other donation acknowledgments
Relationship Management:
- Authority verification - Confirm representative has authority to make donation
- Contact validation - Ensure organizational contacts are current and appropriate
- Communication preferences - Respect organizational communication preferences
- Professional standards - Maintain high standards for organizational communications
Delegation Scenarios:
- Corporate giving - Handle with appropriate business formality
- Family foundations - Respect family foundation protocols
- Board donations - Acknowledge institutional representation appropriately
- Professional services - Handle attorney, accountant, or advisor donations appropriately
Communication Strategy:
- Dual acknowledgments - Both donor and represented party may receive communications
- Message differentiation - Different messages for donor vs on behalf of party
- Professional tone - Especially important for organizational acknowledgments
- Relationship respect - Honor the delegation relationship in communications