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    Save Acknowledgement Letters
    • 18 Dec 2023
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    Save Acknowledgement Letters

    • Updated on 18 Dec 2023
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    Article summary

    How to save Gift Acknowledgement Letters to Profile or Fund Folders

    Prerequisite:

    How do I Install FIMS Macros into Word?

    Complete instructions are located in the attached to this article:

    How do I save Gift Acknowledgements, Fund Statements, and Grantee Correspondence to Profile or Fund Folders?

    1. Run a trial Gift Acknowledgement export.
    1. Open the main merge document in Microsoft Word and add the following paragraph at the beginning of the letter:

    <HEAD>path=«ExploreDir»;path2=«Fund1_ExploreDir»;asf=«ASF»;idcode=«IdCode»;giftnum=«GiftNum»;</HEAD>

    Note: This paragraph includes five merge fields: ExploreDir, Fund1_ExploreDir, ASF, IDCode, and Giftnum.

    Note: IMPORTANT: Do not include any spaces in this paragraph.

    1. In order to prevent this heading paragraph from printing, select the paragraph and select Format > Font. In the Font window, select the Hidden checkbox, and then click OK.
      Font Window
      Graphical user interface, application Description automatically generated
    1. At the end of the main merge document enter the following paragraph (and set it as hidden text):

    <BOTTOM>

    1. Save the modified merge documents.
    1. Merge your Acknowledgement letters as usual.

    Note: If you need to edit the form letters, you can do so, but do not alter the <HEAD> or <BOTTOM> paragraphs.

    1. To run the desired macro in the merged letters document, select View > Macros. The Macro Selection window opens.

    1. Do one of the following:
      • If you want to save the letters to each individual Profile folder as a Word document, select SaveAcknowledgements.
      • If you want to save the letters to each individual Profile folder as a PDF document, select SaveAcknowledgementsPDF.
      • If you want to save the letters to each individual Fund folder as a Word document, select SaveAcknowledgementsFund.
      • If you want to save the letters to each individual Fund folder as a PDF document, select SaveAcknowledgementsFundPDF.
    1. Click Run. One of the following occurs:
      • The SaveAcknowledgements macros will test to see that each Donor has a Profile folder, and if not it will create one. Then it will copy each letter to a separate document and save it into the appropriate Profile folder with a file name that combines the Profile Alpha Sort Name with the Gift Number (for example, ABC_Co._179.doc).
      • The SaveAcknowledgementsFund macros will test to see that each Fund has a Fund folder, and if not it will create one. Then it will copy each letter to a separate document and save it into the appropriate Fund folder with a file name that combines the Donor’s Profile Alpha Sort Name and ID code with the Gift Number (for example, ABC_Co._1135_179.doc).

    Note: You can run more than one macro from the same merged document. Once you finish running the first macro, you can run the second one immediately. You do not need to re-merge the document.

     

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