Upload Gift Pledge and Grant Letters to DonorCentral

Upload Gift, Pledge, and Grant Letters to DonorCentral

The Document Module in FIMS enables you to link and upload gift, pledge, and grant payment letters to the related record (or records) in DonorCentral. Once uploaded, these letters display in either the Gift letters tile on the Gift details page -- for gifts and pledges -- or in the Grant letters tile on the Grant details page -- for grants -- so you can easily access the payment letters in DonorCentral.

Configure in FIMS

Step 1: Enable document uploads to DonorCentral

1. Go to Tools, System Utilities, DonorCentral, DonorCentral Options.
2. In Section, select Services.
3. In Option, select Upload_Documents.
4. In Value, select On.
5. Select OK.

Step 2: Upload documents to DonorCentral

Choose one of the following three upload options depending on how you want to upload documents to DonorCentral.

Option A: Generate a document and upload to DonorCentral

1. Prerequisite: Go to Tools, Update FIMS Macros to get the new macro additions:

• SaveAcknowledgementsPDF
• SaveGrantLetterGrantNumberFolderPDF
• SaveGrantLetterDonorAdvisorPDF

Note: Ensure letters are created properly:

How to Create and Run Grant Letters in Microsoft Word 

How do I Create and Run Gift Acknowledgement Letters?  

2. Open an Export process for a Gift or Grant letter.

• To open a gift history letter, go to Reports, Gifts, Gift History - Export.
• To open a grant letter, go to Reports, Grants, Export Grant Information.

3. Choose the letter by doing one of the following:

• In the Saved Reports tab, click on a row to select the letter and select Load Selection.
• Or, in the Send To tab, next to the Auto Launch Document field, click the disk icon to browse to and select the previously generated letter.

4. In the Send To tab, select the Run Macro checkbox.

5. Select Run Report. Results and a confirmation popup display.

6. Select Create and Upload to DC to add the document to the Document Module and attach it to the associated record in DonorCentral.

7. Select OK.

Option B: Add preexisting documents to upload to DonorCentral

1. Go to View, Documents Module.
2. Select the Processes tab.
3. Select an option for either Grant or Gift documents.
4. Select Run Process.
5. Specify your selection criteria to identify the documents.
6. Select OK.
7. In the Selections tab, select Run Report.
8. In the report, select Create Document Links.
9. Select Create and Upload to DC to add the document to the Document Module and attach it to the associated record in DonorCentral.
10. Select OK.

Option C: Link and upload documents to related records in DonorCentral

1. Go to View, Documents Module.
2. In the data grid, right-click on one or more document rows that you want to upload and select Upload Docs.
3. Select an Upload Docs option.

Note: You only need to upload a document if a related record (fund, grant, profile, or donation) is also uploaded.

4. Select OK.

View Gift, Pledge, and Grant Letters in DonorCentral

In DonorCentral, the list of documents associated with a gift or pledge display in the Gift letters tile on the Gift details page. Documents associated with a grant display in the Grant letters tile on the Grant details page.

The Uploaded date indicates when the file was uploaded to DonorCentral from FIMS. The Last modified indicates when the file was last saved prior to being uploaded to DonorCentral.

To view a document, you can download it either by selecting Download file from the document's menu or by selecting the document's name.