Create and Send Notification Recipient Acknowledgments
Quick Start
📧 Notifying third parties about memorial/tribute gifts? Execute notification recipient acknowledgments to inform designated contacts when donations are made in someone's honor.
- Open donation opportunity → 2. Click "Send Donation Acknowledgments" → 3. Enable notification recipient → 4. Verify details → 5. Send notification
What you'll accomplish: Execute the notification recipient acknowledgment process to inform third parties (family members, friends, or designated contacts) when memorial or tribute donations are made in about 6 minutes.
🚀 Quickstart
- Navigate to donation opportunity with notification recipient
- Click "Send Donation Acknowledgments" action
- Enable notification recipient acknowledgment
- Verify notification recipient name and contact information
- Send notification or preview to third party
⚠️ Before You Start
📋 Prerequisites Checklist
- You have appropriate permissions for donation acknowledgments
- Access to Donation Acknowledgments app
- Memorial/tribute donation with notification recipient configured
- Notification recipient information fields are populated
- Email templates for notification recipients are configured
💡 Understanding Notification Recipient Acknowledgments
What Notification Recipient Acknowledgments Provide:
- Third-party notifications about memorial or tribute gifts
- Family communications when honoree cannot be directly contacted
- Designated contact updates for organizational or special tributes
- Secondary acknowledgment channels for important memorial gifts
When to Use Notification Recipients:
- Memorial gifts - Family member receives notification about deceased honoree
- Minor honorees - Parent or guardian receives notification
- Corporate tributes - Administrative contact receives notification
- Special circumstances - Caregiver or representative receives notification
Process Coordination:
- Works alongside donor and honoree acknowledgments
- Separate messaging appropriate for third-party relationship
- Timing coordination with other acknowledgment communications
- Relationship-sensitive communication approach
Third-Party Communications
Notification recipient acknowledgments are designed for third parties who should know about the gift but are not the direct honoree. Ensure messaging is appropriate for their relationship to the situation.
📘 Detailed Instructions
Step 1: Access Donation with Notification Recipient
- Navigate to the Donation Acknowledgments app
- Find the donation opportunity with notification recipient component
- Open the opportunity record
- Verify this donation has a configured notification recipient
Optional Navigation:
- Use "All Donations" list view to filter donation opportunities
- Review donation information tab for notification recipient details
- Confirm both honoree and notification recipient are configured
Step 2: Launch Acknowledgment Process
- Locate the "Send Donation Acknowledgments" button
- Click to launch acknowledgment flow interface
- Wait for acknowledgment options to load
- Prepare to configure notification recipient acknowledgment
Step 3: Configure Notification Recipient Acknowledgment
📧 Notification Recipient Configuration
Required Selections:
- Select Acknowledgments To Update - Toggle ON to enable configuration
- Notification Recipient - Toggle ON to enable notification recipient processing
- Notification Recipient Contact - Optional lookup to populate name from contact
- Notification Recipient Name - Required field appearing in email
- Notification Recipient Email - Required field for email delivery
Configuration Considerations:
- Third-party relationship - Recipient is not the honoree but should be informed
- Family notifications - Often family member for memorial gifts
- Professional courtesy - Administrative contacts for organizational tributes
- Sensitive messaging - Communication tone appropriate for third-party relationship
Configure Notification Recipient:
- Toggle ON "Select Acknowledgments To Update"
- Toggle ON "Notification Recipient" to enable processing
- Optionally use Notification Recipient Contact lookup
- Verify/Edit Notification Recipient Name for email display
- Verify/Edit Notification Recipient Email for delivery
Step 4: Verify Information Context
Review Related Information:
- Honoree Name - Confirm honoree information is properly configured
- Donation Context - Review amount and memorial/tribute purpose
- Recipient Relationship - Understand third-party relationship to honoree
- Communication Appropriateness - Ensure notification is suitable
Quality Control Checks:
- Name accuracy - Notification recipient name is correct
- Email validity - Email address reaches intended third party
- Relationship clarity - Understand why this person should be notified
- Template appropriateness - Email template suits third-party communication
Step 5: Send or Preview Notification
📤 Notification Recipient Options
Send Notification Recipient Email:
- Requirements - Both Name and Email must be populated
- Action - Sends notification directly to third party
- Result - Updates acknowledgment status and creates activity record
Send Notification Recipient Preview:
- Requirements - Notification Recipient Name must be populated
- Action - Sends preview to current user's email
- Purpose - Quality control and template review
Best Practice for Third-Party Communications:
- Preview first - Always review third-party communications
- Check relationship context - Ensure message is appropriate
- Verify timing - Consider appropriateness of notification timing
- Send thoughtfully - Third-party communications require extra care
Choose Notification Option:
-
For Quality Control - Click "Send Notification Recipient Preview"
- Review preview for appropriate third-party tone
- Verify notification explains the memorial/tribute gift context
- Check all recipient details appear correctly
-
For Third-Party Delivery - Click "Send Notification Recipient Email"
- Confirms notification sent to designated third party
- Updates opportunity status automatically
- Creates activity record for acknowledgment tracking
✅ How to Know It Worked
Success Indicators:
- ✅ Acknowledgment flow completes without errors
- ✅ Confirmation message indicates successful notification sending
- ✅ Notification recipient acknowledgment status updates to "Acknowledged"
- ✅ Activity record created showing notification sent to third party
Verification Steps:
- Check opportunity status for notification recipient acknowledgment completion
- Review activity history for third-party notification record
- Consider follow-up if appropriate for the memorial/tribute situation
- Confirm template appropriateness for third-party relationship
🆘 Troubleshooting
❌ Send Notification Button Disabled
Problem: Cannot click "Send Notification Recipient Email" button
Solutions:
- ✅ Verify required fields - Both Name and Email must be populated
- ✅ Check email format - Ensure valid email address format
- ✅ Toggle settings - Ensure both acknowledgment toggles are ON
- ✅ Refresh interface - Try reloading acknowledgment flow
❌ Unclear Third-Party Relationship
Problem: Uncertain about appropriate third-party notification
Solutions:
- ✅ Clarify relationship - Understand how recipient relates to honoree
- ✅ Check donor instructions - Review any special notification requests
- ✅ Consult team - Discuss with development/memorial team
- ✅ Consider alternatives - May need different acknowledgment approach
❌ Template Content Issues
Problem: Template content not appropriate for third-party notification
Solutions:
- ✅ Review template - Check notification recipient email template
- ✅ Update messaging - Modify template for third-party relationship
- ✅ Test with preview - Verify template appropriateness
- ✅ Coordinate templates - Ensure consistency with other acknowledgments
❌ Missing Honoree Context
Problem: Notification doesn't properly reference honoree or memorial context
Solutions:
- ✅ Verify honoree configuration - Ensure honoree information is complete
- ✅ Check template mapping - Verify template references honoree properly
- ✅ Review merge fields - Ensure all required data is available
- ✅ Test complete context - Verify notification explains gift context
💡 Best Practices
Notification Recipient Best Practices
- 🤝 Relationship Clarity - Understand third-party relationship to honoree/situation
- 📧 Appropriate Messaging - Use tone suitable for third-party communication
- ⏰ Coordinated Timing - Consider timing with other acknowledgment communications
- 🔍 Context Verification - Ensure notification explains gift context appropriately
- 👥 Sensitivity - Use extra care for memorial and tribute third-party communications
- 📝 Complete Information - Verify all related fields are properly configured
Third-Party Communication Strategy:
- Relationship respect - Honor the third party's relationship to the situation
- Context provision - Explain why they're receiving the notification
- Professional tone - Maintain appropriate formality for third-party communication
- Coordination planning - Consider how this fits with other acknowledgments
Quality Assurance:
- Template review - Ensure templates are appropriate for third-party use
- Information accuracy - Verify all details are correct before sending
- Timing consideration - Send notifications at appropriate times
- Follow-up planning - Consider whether follow-up communication is appropriate
Workflow Integration:
- Team coordination - Communicate with development/memorial teams
- Process documentation - Document third-party notification procedures
- Exception handling - Have procedures for unusual third-party situations
- Outcome tracking - Monitor effectiveness of third-party communications