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  • Custom Fields in Templates

    Overview

    Custom fields can be created and added to templates, allowing for custom data to automatically populate when your templates are generated. This article details the steps to create a profile custom field and add it to a fund statement template. 

    Adding a Custom Field to a Template

    First, you will need to create the field you would like to add to the template.
    Custom_Fields_in_Templates_1.png

    Creating Custom Fields in profiles is a little different than in other areas. See the bottom “Apply to Profile Types” option. In this example, you only want to have this field show up if the profile is an organization, so only that type is checked. When you add a profile field, think about which types and applies to and try to limit it to just the ones that make sense for the field.

    Once the field has been added, it can be used in a template. When you work with templates, many fields are defined in the system. For instance, in the fund statement, {{funit_id}} refers to the numeric fund ID in the system. These are available because they are standard fields. Custom fields work differently. In any template in the system, the field name consists of two parts. For everything except profiles, they are as follows. Note that objects not listed like GL Account are not currently available in templates.

    Object

    Template Beginning

    Donation

    cf_donation

    Fund

    cf_fund

    Grant

    cf_grant

    Scholarship

    cf_scholarship

    Profiles are a little different because it is possible to have multiple profiles in the same template, so they are set based on the usage.

    Usage

    Template Beginning

    Grantee

    cf_grantee

    Student

    cf_student

    Sponsored Org

    cf_sponsored

    Grant Beneficiary

    cf_contact

    Grant Advisor

    cf_advisor

    Fund Advisor

    cf_fund_advisor

    Donor

    cf_profile

     

    Once you know the proper template beginning, the second part of the name is the value you put into the import code on the field. 

    • The example above uses “pf_fslabel” as the import code. Using the table above, you see that the fund advisor profile begins with “cf_fund_advisor”. To add the field to your fund statement template, you combine the two utilizing a period. Using a period, “pf_fslabel” and “cf_fund_advisor” combine to become "pf_fslabel.cf_fund_advisor" as the new field. This can be added and utilized as any normal field would be. 
      • {{cf_fund_advisor.pf_fslabel}} would show the value on the statement and using {{MERGEFIELD cf_fund_advisor.pf_fslabel}} could be used for conditions. Add {{cf_fund_advisor.pf_fslabel}} where you want it to print in the fund statement template.
    • Importantly, you CANNOT use special characters within your import code titles for this method, otherwise it will not function as a code on a template.
      • Spaces are utilized for object use; for example this field, "{{MERGEFIELD cf_fund_advisor.pf_fslabel}}" has a space between the object and the code. If a space is added to an import code, it will automatically be converted into an underscore to ensure that the field will not be processed as an object when the template is generated. 
      • Periods define where the normal field code ends and the custom field code begins. For the above example, cf_fund_advisor.pf_fslabel, the period separates the template field code from the custom field code. If you were to use a period in a custom field import code, the template would break 
      • Other special characters (e.g. #, %, $...) are undefined by CSuite when processing a template with custom field codes, so the field will break and will not populate with data. 
    • This method works when your foreach code matches the same object that the custom field is attached to. 

    Grant and Scholarship Exceptions

    For basic and advanced grant and scholarship templates, the value is created inside the foreach table instead of just referencing the field directly. You would still use the same template beginning values you saw above for the Custom Fields. However, displaying the value happens with this format {{#foreach cf_XXXX}}{{import code}}{{/foreach cf_XXXX}} where XXXX is the appropriate value from the tables above. 

    • As an example, suppose you want to display the SDG created in Example 2 on the grant letter. The import code for the field was gt_sdg. You would add text to the template such as: “Your grant supports the UN Sustainable Development Goal(s) of {{#foreach cf_grant}}{{gt_sdg}}{{/foreach cf_grant}}.
    • This method of adding a custom field is added without using a period.

    Please note that this also changes how these would be used in conditional areas of templates.

    For example, let’s say we wanted to use our gt_progmgr field above inside the grant letter template. If the Program Area is “Gator Granting”, you may want to add information about our various gator funds to seek additional funding. The condition would be written something like: {{#foreach cf_grant}}{IF {MERGEFIELD gt_sdg} = “Gator Granting” “Please note that the Everglades Community Foundation has several funds that relate specifically to granting needs for Gators. Please contact us if you have additional funding needs.” “”}{{/foreach cf_grant}}

    For additional help on adding a custom field to a template, please reach out to your CSM to determine the best kind of usage for your custom fields and templates. 

    Additional Info

    For additional info on custom fields, please check out this article:

     

  • Example Templates

    Download Instructions:

    1. Click the name of a template and it will open a Google Doc in a new tab.

    2. Click the Download icon in the upper-right corner of the screen.

     

    Checks

    Check Template - All Fields

    Check w/ Grant Letter Example

    Check Scholarship Format Example

    Check Grant Format Example

    Check 3 Part Quickbooks Format Example

    Check 3 Part Check In Middle Example

     

    Event Ticket Receipts

    Event Ticket Receipt - All Fields

    Event Ticket Receipt w/ Map Example

    Event Ticket Receipt Example

     

    Fund Statements

    Fund Statement - All Fields

    Fund Statement Example

    Fund Statement Example Using Financial View

    Fund Statement Letter Example

     

    Grant Card

    Grant Card - All Fields

     

    Grant Letters

    Grant Letter - All Fields

    Grant Letter Example

    Grant Letter DAF w/ Conditions Example

    Grant Letter DAF Grant w/ Donor Thank You

    Grant Letter Anonymous Example

    Grant Letter DAF Example

    Grant Letter Advanced w/ Conditions Example

    Grant Letter Advanced - All Fields

    Grant Letter Advanced Example

     

    Internal Grant Letters

    Internal Grant Letter - All Fields

    Internal Grant Letter Example

     

    Opportunity Letters

    Opportunity Letter - All Fields

    Opportunity Letter Example

     

    Pledge Payments

    Pledge Payment - All Fields

    Pledge Payment Example

     

    Scholarship Letters

    Scholarship Letter - All Fields

    Scholarship Letter Example

    Scholarship Letter Advanced - All Fields

    Scholarship Letter Advanced Example

     

    Tax Receipts

    Tax Receipt - All Fields

    Tax Receipt w/ Conditions Example

    Tax Receipt Example

    Public Security w/o Stock Valuation Example

    Public Security w/ Stock Valuation Example

     

    Tribute Letters

    Tribute Letter - All Fields

    Tribute Letter in Honor of Example

    Tribute Letter in Memory of Example

     

    Yearly Tax Receipts

    Yearly Tax Receipt - All Fields

    Yearly Tax Receipt Example

     

     

     

     

     

     

     

     

     

  • Template Overview

    Use Templates to personalize letters for bulk mailings. When you have letters to send to contacts who are in your Profiles you can use Templates. When you set up Templates you can generate unique letters by using letter specific "fields" to insert data through a mail-merge type process.

    Each letter that is produced will have identical layout, formatting, text, and graphics. Specific sections of each type of letter will vary.

    You can download a letter template and customize the messaging using word processing software like Word or Google Docs before uploading it for use in CommunitySuite. 

    Here is how to create your template letters in the system:

    • Go to System Data
    • Select Templates from the left-hand side of the screen
    • Pick one of the Example Templates

    • The system will automatically download the template to your computer as a Word file (.docx) - you can open this with any word processing software but be sure to save it as a .docx in order to upload it.

    Open the downloaded template document in your word processing software and you will see the specific fields that can be used only for that letter template.

    Example Grant Letter:

    This is an example letter that creates one letter per grant - even if there are multiple grants being paid with one check. Grant Letter Example is a document that shows you the fields you can use to populate a grant letter:

    Separator {{#foreach grant}}

    Community Foundation name and address information

    {{site.name}} {{site.address}} {{site.address2}} {{site.city}}, {{site.state}} {{site.zipcode}} {{site.phone}}

    Grantee/Profile Info

    Vendor Name: {{check.vendor_name}} 

    Profile Name:{{check.profile_name}}

    Salutation: {{check.salutation}}

    Check Information

    Check Date (YYYY/MM/DD): {{check.check_date}}

    Today Nice Date (MM/DD/YYYY): {{check.today_nice_date}}

    Check Number: {{check.check_num}}

    Check Amount: {{check.check_amount}}

    Check Address: {{check.check_address}} {{check.check_address2}} {{check.check_city}}, {{check.check_state}} {{check.check_zipcode}}

    Grant Date: {{grant_date}}

    Total Grant Amount: {{total_grant_amount}}

    Description: {{description}}

    Fund Name: {{funit_name}}

    Grant Summary: {{summary}}

    Sponsored Vendor: {{sponsored_vendor_name}}

     

    EXAMPLE GRANT LETTER - Template for a basic grant letter using some of the merge fields 

    {{#foreach grant}}Community Foundation

    {{check.today_nice_date}}

    Dear {{check.vendor_name}},

    Our Community Foundation has awarded you a grant from {{funit_name}} in the amount of ${{grant_payment_amount}} on {{grant_date}} for {{description}}.

    Sincerely,

    Executive Director

    You can copy and save the example letter template or create your own using our sample merge fields for your data.

    Once you have created your own letter with the information you want, you will need to upload the letter for use.

    • Go to System Data
    • Choose Templates
    • Select Create
    • Pick the Type of letter from the drop-down
    • Check if this is Advanced or not
    • Select your customized letter from your computer and upload it via the Choose File button 
    • Add a Description to distinguish the letter from others
    • Select the Upload File button

    After the document is uploaded, select the red Verify/Test to make sure the letter works as intended. The new letter template will now be in your system for printing. You may upload as many different templates as needed for each letter type. Be sure to designate which one is the default.

    Your software will populate the fields that you have inserted with data as indicated.

     
  • Managing Templates*

    Upload as many templates as you need for each type of communication, however, you will need to make one the Default template for each communication type and you can identify specific transactions that will trigger the use of a certain template.

    To make a Template the default Template:

    • Go to System Data
    • Pick Templates from the left-hand menu to see all your templates 
    • Set an uploaded template as the “Default” for that particular type of template letter, eg. Donation letter, Grant letter, Scholarship letter, etc., by selecting [Make Default] from the templates table default column.

    If a template is the default, this will be the letter used by the system when that type of communication is triggered. 

    Other management actions are also available in the left menu when you select a specific Template.

  • Template Merge Field Options*

    To view general merge fields and merge fields applicable to specific templates click here

     
  • Create a Yearly Tax Receipt*

    Create a Year-End Donation Tax Receipt to print or email to your Donors. This document will contain all donations made by the selected donor for the year.

    • Go to System Data from the Home page
    • Click Templates from the left menu
    • Select Examples
    • Choose the Yearly Tax Receipt template and Download it to your computer
    • Edit the template with your messaging and add the appropriate Merge Fields and your Logo
    • Upload the template into CommunitySuite Templates
    • Test the template by selecting Verify/Test from the left side of the screen

    If you do not upload an edited template, the system will use the generic Year End Tax Receipt - see example below.

    YTR_1.png

  • Update a Template*

    You can update an existing template within the template record:

    • You can add a new version of the template letter by selecting Update File in the left side menu. 
    • You may also view and restore past versions of the letter template by click Versions in the left side menu then clicking [Make Active] next to the applicable version.
    • You can delete obsolete templates or leave other versions in the system for later use if needed.
    • And you can test your template to verify it’s working.
    • To make sure that your template merge fields are working properly click Verify/Test in the left side menu. Then review the generated document to make sure data has pulled into all of the merge fields. 

      • If the merge fields are not populating properly check your letter template: 

        • Make sure that you included the double curly brackets when you copied and pasted the merge fields. 

    • Next, make sure that the data exists in the system.
      • For example, if you are using profile merge fields, go to the associated profile and make sure the fields you are pulling data from actually contain data. 

    • If the template is still not populating correctly contact support@foundant.com

    Back in the Template List you can set an uploaded template as the “Default” for that particular type of template by selecting [Make Default] in the default column to the right of the applicable template. 

    Note: if you’ve added a custom Donation letter you must make sure the Donation Templates checkbox is checked on the System Data page. 

  • Assign Donation Types to a Template
    1. Navigate to System Data from the Home page.
    2. Select Templates from the left-side menu.
    3. In the Templates window, click the Template ID of the relevant template.
    4. Select Edit Donation Type from the left-side menu.
    5. In the Template Donation Types window, click the checkbox next to the Donation Type(s) that you want to add to the template.
    6. Click Update.

    If system transactions meet your selected criteria, the template will be used. Otherwise, the system will use the default template for that letter type.

    Note: 

    • The Edit Donation Type option is only applicable to Donation Letter templates.
  • Assign Funds to a Template

    You can assign one or more funds to a template. This can be helpful when creating fund specific templates. To assign a fund to a template:

    1. Navigate to System Data from the Home page.
    2. Select Templates from the left-side menu.
    3. In the Templates window, click the Template ID of the relevant template.
    4. Select Add Fund from the left-side menu.
    5. In the Add Fund window, search for the Fund that you want to Assign and select the Fund from the drop-down list. 

    If system transactions meet your selected criteria, the template will be used. Otherwise, the system will use the default template for that letter type.

    Note: 

    • Available for Donation letter, Grant letter, Scholarship letter, Internal Grant letter templates.
  • Template Documentation

    Template Documentation shows the merge fields associated with each Template type, and displays real data from your site next to each merge field. Template Documentation can be helpful for identifying where in your site a specific merge field is pulling data from. 

    To access Template Documentation (for all templates besides Fund Statement):

    1. Navigate to System Data from the Home page.
    2. Click Templates from the left-side menu.
    3. Click Template Fields List from the left-side menu.
    4. Select a Template Type.

    For example, in the Donation Letter Documentation below, {{addr.citystatezip}}, {{addr.address}}, and {{addr.name}} pull information from the Donor section of the Donation Record. 

    template_1.png

    template_2.png

    To access Template Documentation for fund statement templates:

    1. Navigate to Funds from the Home page.
    2. Click Fund Statements from the left-side menu.
    3. Click Formats from the left-side menu.
    4. In the Fund Statement Formats window, select a Format Name.
    5. Click Template from the left-side menu.
    6. In the Choose Fund for Template Documentation window, select a Fund.
    7. Select or enter a Date Range to pull data from.

    Pro Tips:

    • To change the information being pulled into specific Template Documentation (i.e Donation Letter, Grant Letter, etc), refresh your web browser while viewing the specific Template Documentation.
    • When creating Templates, keep in mind that Merge Fields are template specific. For example, you cannot use merge fields from the Donation Letter template in the Grant Letter template.
  • Upload & Configure Templates

    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.)