Since you can have more than one template uploaded per template type (more than one tax receipt, more than one grant letter, etc.), you have options for how the correct template is selected per transaction.
- The first option is to set your main template as the default template. That will be used unless you manually edit the template on the transaction.
- Apply criteria to templates to automate which template the system selects for a given transaction. Logic that automates template selection can be applied to tax receipts, grant letters, scholarship letters, internal grant letters, pledge payment letters, and promise payment letters.
The remainder of this article focuses on applying logic to template selection.
Grant/Scholarship & Pledge/Promise Payment Letters, Invoices
A fund can be assigned to grant letters, scholarship letters, internal grant letters, pledge payment letters, promise payment letters, and invoices. When running these templates, the system will look at the fund assigned to the grant/scholarship/pledge/promise and when that fund is assigned to a template, it will use that template. Otherwise, it will use the default template.
Assign Fund to Template
- Navigate to the System Data page.
- Click Templates in the left-side menu.
- Click the template to be assigned to a fund.
- Click Add Funds in the left-side menu.
- Add individual funds
- Enter the fund name in the Fund field and select the fund from the drop-down menu.
- Repeat for any additional fund.
- Add all funds in a Fund Group, Fund Subgroup, Fund Division, or Fund Segment
- Click Add Fund Group, Add Fund Subgroup, Add Fund Division, or Add Fund Segment in the left-side menu.
- Add individual funds
- Check the boxes of the items to be assigned to the template.
- Click Add Fund Group, Add Fund Subgroup, Add Division, or Add Fund Segment.
- All funds in that category will be added to the template.
- Click Add Fund Group, Add Fund Subgroup, Add Division, or Add Fund Segment.
Tax Receipts
Multiple criteria can be assigned to tax receipts. You can assign Payment Methods, Donation Types, and Funds. Since multiple criteria can be assigned, the selection process for tax receipts is more complex and uses a points system. Each criteria has an allocated number of points.
When a tax receipt / thank you is generated for a donation, the system looks for matches between the donation type, payment method, fund of the actual donation, and what is defined in each template. Each match has a different value, and the system calculates the sum of all matches. The template with the highest score is used to generate the tax receipt.
- Matching a payment method = 1000 points
- Matching donation type = 100 points
- Matching a fund = 10 points
- Default Template? Yes = 1 point
Example 1
Two templates:
- Default with no additional criteria.
- Criteria of Payment Method Public Security.
The system will automatically assign the default template to all donations except those with a Payment Method of Public Security.
Example 2
Three templates:
- Template 1: Default with no additional criteria.
- Template 2: Criteria of Payment Method Stripe.
- Template 3: Criteria of Girls on Trails Empowerment Fund.
Scenario 1: An online donation is made to the Operating Fund. (Bold text indicates which template has matching criteria.)
| Template 1: Default with no additional criteria. | Template 2: Criteria of Payment Method Stripe. | Template 3: Criteria of Girls on Trails Empowerment Fund. |
|
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
| Total: 1 point | Total: 1000 points | Total: 0 points |
- The system will select template 2 because the Payment Method matches. The Payment Method match is worth 1000 points, which overrides the default template that has one point.
Scenario 2: A check donation is made to the Girls on Trails Empowerment Fund. (Bold text indicates which template has matching criteria.)
| Template 1: Default with no additional criteria. | Template 2: Criteria of Payment Method Stripe. | Template 3: Criteria of Girls on Trails Empowerment Fund. |
|
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
| Total: 1 point | Total: 0 points | Total: 10 points |
- The system will select template 3 because the Fund matches. The Fund match is worth 10 points, which overrides the default template that has one point.
Scenario 3: An online donation is made to the Girls on Trails Empowerment Fund. (Bold text indicates which template has matching criteria.)
| Template 1: Default with no additional criteria. | Template 2: Criteria of Payment Method Stripe. | Template 3: Criteria of Girls on Trails Empowerment Fund. |
|
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
Payment Method = 1000 points Donation Type = 100 points Fund = 10 points Default Template Yes = 1 point |
| Total: 1 point | Total: 1000 points | Total: 10 points |
- The third template is the template for this fund, but the system will select template 2 because the Payment Method matches. The Payment Method match is worth 1000 points, which overrides the default template that has one point and fund template that has 10 points.
If there is a tie where there are two or more templates that have the same, highest point value, the system will select the lower template ID (assigned when the template is uploaded).