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Create and Send Honoree Acknowledgments

Quick Start

🌹 Notifying honorees about memorial/tribute gifts? Execute the honoree acknowledgment process to inform individuals or families when donations are made in their honor.

  1. Open donation opportunity → 2. Click "Send Donation Acknowledgments" → 3. Enable honoree acknowledgment → 4. Verify details → 5. Send notification

What you'll accomplish: Execute the honoree acknowledgment process to send sensitive and appropriate notifications to individuals or families when memorial or tribute donations are made in their honor in about 6 minutes.

🚀 Quickstart​

  1. Navigate to memorial/tribute donation opportunity
  2. Click "Send Donation Acknowledgments" action
  3. Enable honoree acknowledgment selection
  4. Verify honoree name and contact information
  5. Send honoree notification or preview

⚠️ Before You Start​

📋 Prerequisites Checklist
  • You have appropriate permissions for donation acknowledgments
  • Access to Donation Acknowledgments app
  • Memorial or tribute donation is properly configured
  • Honoree information fields are populated
  • Honoree email templates are configured and appropriate

💡 Understanding Honoree Acknowledgment Process​

What Honoree Acknowledgments Provide:

  • Memorial notifications to families when gifts are made in memory
  • Tribute communications to living individuals being honored
  • Sensitive messaging appropriate for memorial and tribute situations
  • Professional recognition of the honoring relationship

Types of Honoree Notifications:

  • Memorial gifts - Notify family of deceased individual being remembered
  • Tribute gifts - Notify living individual being honored
  • Special occasion - Notify honoree of birthday/anniversary donations
  • Achievement recognition - Notify honoree of gifts recognizing accomplishments

Process Sensitivity:

  • Memorial timing - Consider family's grieving process
  • Appropriate tone - Use respectful, comforting language
  • Family preferences - Respect family wishes about notifications
  • Cultural awareness - Be sensitive to cultural and religious considerations
Sensitive Communications

Honoree acknowledgments require special care, particularly for memorial gifts. Always preview communications to ensure appropriate tone and sensitivity.

📘 Detailed Instructions​

Step 1: Access Memorial/Tribute Donation​

  1. Navigate to the Donation Acknowledgments app
  2. Find the donation opportunity with honoree component
  3. Open the opportunity record
  4. Verify this is a memorial or tribute donation

Optional Navigation:

  • Use "All Donations" list view for donation filtering
  • Review donation information tab for honoree details
  • Confirm honoree configuration is complete

Step 2: Launch Acknowledgment Process​

  1. Locate the "Send Donation Acknowledgments" button
  2. Click to launch acknowledgment flow interface
  3. Wait for acknowledgment options to load
  4. Prepare to configure honoree acknowledgment settings

Step 3: Configure Honoree Acknowledgment​

🌹 Honoree Acknowledgment Configuration

Required Selections:

  • Select Acknowledgments To Update - Toggle ON to enable configuration
  • Honoree - Toggle ON to enable honoree acknowledgment processing
  • Honoree Contact - Optional lookup to populate honoree name from contact
  • Honoree Name - Required field that appears in acknowledgment email
  • Honoree Email - Required field for email delivery

Configuration Notes:

  • Honoree Contact is for convenience - Honoree Name is what appears in email
  • Memorial vs Tribute - Same process but different template messaging
  • Family notification - Email may go to family member for memorial gifts
  • Sensitive timing - Consider timing for memorial notifications

Field Relationships:

  • Honoree Contact → Honoree Name (convenience population)
  • Honoree Name → Email template (appears in notification)
  • Honoree Email → Delivery address (where notification is sent)

Configure Honoree Acknowledgment:

  1. Toggle ON "Select Acknowledgments To Update"
  2. Toggle ON "Honoree" to enable honoree acknowledgment
  3. Optionally use Honoree Contact lookup to populate name
  4. Verify/Edit Honoree Name exactly as it should appear
  5. Verify/Edit Honoree Email address for appropriate delivery

Step 4: Verify Honoree Information​

Review Required Fields:

  • Honoree Name - Verify spelling and full name accuracy
  • Honoree Email - Confirm email reaches appropriate recipient
  • Donation Context - Review amount and memorial/tribute purpose
  • Family Appropriateness - Ensure communication is appropriate

Special Considerations:

  • Memorial gifts - Email typically goes to family, not deceased honoree
  • Timing sensitivity - Consider recent loss timing for memorial gifts
  • Family preferences - Some families prefer no notification
  • Relationship context - Understand donor's relationship to honoree

Step 5: Send or Preview Honoree Notification​

📤 Honoree Notification Options

Send Honoree Email:

  • Requirements - Both Honoree Name and Email must be populated
  • Action - Sends notification directly to honoree/family
  • Result - Updates acknowledgment status and creates activity record

Send Honoree Preview:

  • Requirements - Honoree Name must be populated
  • Action - Sends preview to current user's email
  • Purpose - Quality control and sensitivity review

Best Practice for Memorial/Tribute:

  1. Always preview first - Critical for memorial/tribute sensitivity
  2. Review tone - Ensure appropriate for memorial or tribute context
  3. Check timing - Consider appropriateness of notification timing
  4. Send carefully - Once approved, send actual notification

Choose Notification Option:

  1. For Quality Control - Click "Send Honoree Preview"

    • Review preview for appropriate tone and sensitivity
    • Verify memorial/tribute language is respectful
    • Check all honoree details appear correctly

  2. For Honoree/Family Delivery - Click "Send Honoree Email"

    • Confirms notification is sent to honoree/family
    • Updates opportunity status automatically
    • Creates activity record for tracking

✅ How to Know It Worked​

Success Indicators:

  • ✅ Acknowledgment flow completes without errors
  • ✅ Confirmation message appears indicating successful sending
  • ✅ Honoree acknowledgment status updates to "Acknowledged"
  • ✅ Activity record created showing notification sent

Verification Steps:

  • Check opportunity status for honoree acknowledgment completion
  • Review activity history for notification sending record
  • Consider follow-up if appropriate for memorial situations
  • Confirm template tone was appropriate for situation

🆘 Troubleshooting​

❌ Send Honoree Email Button Disabled

Problem: Cannot click "Send Honoree Email" button

Solutions:

  • ✅ Verify required fields - Both Honoree Name and Email must be populated
  • ✅ Check email format - Ensure email address is valid format
  • ✅ Toggle settings - Ensure both acknowledgment toggles are ON
  • ✅ Refresh interface - Try reloading acknowledgment flow
❌ Inappropriate Template Content

Problem: Template language not appropriate for memorial/tribute context

Solutions:

  • ✅ Review template - Check honoree email template content
  • ✅ Update messaging - Modify template for appropriate tone
  • ✅ Test with preview - Use preview to verify template appropriateness
  • ✅ Consult team - Review template with development/memorial team
❌ Family Contact Issues

Problem: Uncertainty about appropriate family contact for memorial

Solutions:

  • ✅ Verify contact - Confirm appropriate family member email
  • ✅ Check preferences - Some families prefer no notification
  • ✅ Timing consideration - May need to delay for recent loss
  • ✅ Alternative communication - Consider phone call for significant gifts
❌ Preview Email Issues

Problem: Preview email doesn't arrive or appears incorrectly

Solutions:

  • ✅ Check spam folder - Preview emails may be filtered
  • ✅ Verify template mapping - Check email template field references
  • ✅ Review merge fields - Ensure all required data is available
  • ✅ Test template - Verify honoree template is properly configured

💡 Best Practices​

Honoree Acknowledgment Best Practices
  • 🌹 Sensitive Communication - Use extra care for memorial notifications
  • 📧 Always Preview - Critical for memorial/tribute sensitivity review
  • ⏰ Timing Awareness - Consider timing for memorial notifications
  • 👥 Family Respect - Honor family preferences about notifications
  • 📝 Accurate Information - Verify honoree names and family contacts
  • 🎨 Appropriate Templates - Ensure templates match memorial/tribute context

Memorial Gift Considerations:

  • Recent loss timing - Allow appropriate time after loss before notification
  • Family coordination - Check with family about notification preferences
  • Sensitive language - Use comforting, respectful language for memorial
  • Cultural awareness - Be sensitive to cultural and religious differences

Tribute Gift Management:

  • Living honoree - Notification can go directly to honored individual
  • Celebratory tone - Use appropriate celebratory language for tribute
  • Achievement context - Reference specific achievement or occasion
  • Relationship acknowledgment - Acknowledge relationship between donor and honoree

Quality and Compliance:

  • Template review - Regularly review templates for appropriateness
  • Staff training - Train staff on sensitive communication principles
  • Documentation - Maintain records of notification preferences
  • Feedback integration - Incorporate family feedback on communications

🔗 Related Actions​