Upload & Configure Templates

Written by Nick Miles

Last published at: December 3rd, 2019

Upload and configure custom templates for donation letters, grant letters, scholarship letters, and more.

If you haven't built out your templates, you can build them from examples and/or use template documentation for a list of template specific merge fields.

  1. Select System Data from the Home page.
  2. Select Templates.
  3. Click Create.
  4. Use the drop-down menu to select the type of template that you're uploading, and check or uncheck the box next to Advanced.

    The advanced checkbox only applies to grant and scholarship letters. If the box is checked, recipients who receive multiple scholarship or grant awards will have all of their awards consolidated into one scholarship letter or grant letter.

  5. Select Choose file and locate the desired template (Microsoft Word Document) on your computer.
  6. Give the template a description, and select Upload File.
  7. Click Add Fund to assign a fund to the template.

    The fund you select will be used by CommunitySuite (along with other factors) to determine which template to use for a given donation.

  8. Enter the name of the fund and select it from the drop-down.
  9. If you're configuring a donation letter template, click Edit Donation Type and/or Edit Payment Method, and select the donation types / payment methods that the template should be applied to.

    When a tax receipt / thank you is generated for a donation, CommunitySuite looks for matches between the donation type, payment method, fund of the actual donation; and what's defined in each template. Each match has a different value, and CommunitySuite calculates the sum of all matches (for each template). The template with the highest score is used to generate the tax receipt / thankyou:

    - Matching a payment method = 1000 points

    - Matching donation type = 100 points

    - Matching a fund = 10 points

    - Default Template? Yes = 1 point

  10. Select Verify/Test to generate a preview of your template/letter. A new tab will open in your web browser.
  11. Verify that the merge fields from your template are pulling the correct information, then navigate back to CommunitySuite.

    The text in bold represents data from system merge fields.

  12. Select Template List to return to the main Templates page.
  13. Click Make Default to designate a default template for a given template type (i.e. donation_letter, grant_letter, etc.)