Pulling the correct Add/Sal for Mail Merge relating to Soft Credits

Amy Horrocks

At my old job, I thought I could do this, but I can't figure it out/remember now. DBV view.

2 constituent records – Mr. Adam Jones, Mrs. Mary Jones. Relationship of Spouse between them. Sometimes Adam gives, sometimes Mary gives, sometimes Adam and Mary give. Soft credit is used when/if spouse is part of the transaction. Primary Add/Sal is Mr. Adam Jones, Mr. Jones. They each also have a Combined Ack/Sal – Mr. and Mrs. Adam Jones, Mr. and Mrs. Jones.

When I do a mail merge through RE, Tab 1 – Soft Credit Gifts to Both/Use distribution on gift, Credit Matching Gifts to Donor. Tab 2 – One letter to each donor per gift, Merge fields include Add/Sal. The Customization Options are “From Individual”, Use Combined Add if present, otherwise use Primary Add.

What I want – if Adam and Mary gave the gift, I want one letter, to come out with Mr. and Mrs. It's not – what am I doing wrong? Thanks

Dan Snyder

@Amy Horrocks One thing I see is one letter to each donor per gift. That is what is likely creating the two letters. If there is an issue with not populating the correct add/sal as well we might need some more information about your merge fields to help.

JoAnn Strommen

@Amy Horrocks As @Dan Snyder said, selecting the option for ‘one letter to each donor’ results in 2 letters but that is because you selected “Both” on Tab 1. If you only want 1 letter addressed to both you do not need to select SC credit to “Both." Just send letter to donor and use the add/sal format that includes both names.

Amy Horrocks

@JoAnn Strommen
how will it know if to use single or combined then? Maybe I had 2 letters way back when – a single letter with Primary add/sal and a combined letter with combined ack/sal….hmmmm thanks

JoAnn Strommen

@Amy Horrocks The selections on tab 1 do not affect the add/sal format you select. If you select your “Combined” the letter will have both names. If I'm understanding your question.

Something your org may want to consider if you don't have is a default set of standard add/sal. This eliminates the need to add a combined format when a spouse is added (or if you have it set to use smart function it will change). This is our basic default set. We use preferred/name 99% of the time and with the smart settings an add/sal for a couple will pull in spouse name when present otherwise it will just be the individual. So when we do letters we don't have to rely on someone's attention to detail in adding a ‘combined’ format when adding a spouse.

Amy Horrocks

@JoAnn Strommen Our standard Ack/Sal is what I put in my OP. That Smart option only refers to user-based fields…how would that apply in my scenario?

JoAnn Strommen

@Amy Horrocks From your post it sounds like you have an add/sal of “Combined Add." That addressee format can be added to all records using the smart function in add/sal formats so you can use one format regardless of if there is a spouse relationship on the record. These are screen shots of our format for Bill & Meg Smith and for Mr. & Mrs. William Smith. If there is no spouse the addressees pull as Bill Smth or Mr. William Smith.

It can be a big project to determine what add/sal your org wants and getting them added to records but IMO it was worth it as it eliminates the need for one off editing anytime there is a change.
I know some orgs chose to have the both names in the primary add/sal field. For us, we've chosen to only have the alums name there and use other add/sal formats to include spouses.