Automated Donor Stewardship Workflow (Power Automate + SharePoint + Outlook)

Pragalbh Pujari · June 3

Hi everyone,

I’m sharing a donor‑stewardship automation I built using Power Automate, SharePoint, and Outlook.
This workflow automatically:

pulls donor data,
generates personalized stewardship letters using Word templates stored in SharePoint,
saves each letter into the correct folder,
and sends a clean, formatted HTML summary email to solicitors.

I’m sharing all the files so you can import, test, and adapt the workflow for your own organization.

Important Note About the Data Source (Please Read)

To make this workflow portable and easy to import, I used a dummy JSON file that mimics the structure of actual donor data coming from Blackbaud’s native Power Automate connectors.

What this means for you:

The workflow logic is complete
The letter generation is complete
The email formatting is complete
But you will need to replace the dummy JSON with your own Blackbaud data source

I’ve included the sample JSON file so you can see the exact structure and field names the workflow expects.

Where to Get the Real Data (Blackbaud Native Connectors)

If you want to replace the dummy JSON with live data, you can use:

1. Blackbaud SKY API Connector (Power Automate)

Actions like:

List Constituents
List Gifts
List Fundraisers
List Actions
List Assigned Solicitors

These return JSON objects that match the structure used in the sample file.

2. Blackbaud NXT Fundraising Connector

If available in your environment, you can pull:

Gift details
Donor details
Fund information
Campaign/appeal/event data

These return JSON arrays that can be mapped directly into the workflow.

Included in the Download

1. Power Automate Workflow (.zip)

Import directly into your environment
All actions, variables, and HTML formatting included
Uses a dummy JSON source so it imports cleanly

2. Word Document Templates (SharePoint)

These templates are used to generate sample letters.
They include:

Content controls
Merge fields
Clean formatting
Ready for your branding

3. Sample JSON File

This file shows:

The structure of the donor data
Field names used in the workflow
How to map your own Blackbaud connector output

4. Email Screenshot

Shows the final formatted email sent to solicitors, including:

Grid‑lined HTML table
Email buttons
Phone links
Clean spacing and layout

What the Workflow Does

Generates personalized donor letters

Uses SharePoint‑stored Word templates
Populates donor name, amount, fund, date, and type
Saves each letter into the correct folder

Sends a formatted email to solicitors

Fully styled HTML table
Visible grid lines between rows and columns
Buttons for “Email Donor”
Phone links
Consistent rendering in Outlook

Fully automated

Once triggered, the workflow:

Reads donor data
Generates letters
Saves files
Sends the summary email
No manual steps required

A Thought to Leave You With

I hope this sparks some curiosity about what else can be achieved using this architecture.

Once you understand how Power Automate, SharePoint, and Blackbaud’s connectors fit together, the possibilities open up fast:

automated pledge reminders
solicitor activity dashboards
donor journey workflows
automated stewardship cycles
personalized impact reports
and much more

If you want to dive deeper into this subject or brainstorm ideas for your own organization, let’s connect.
I’d be happy to discuss and explore what’s possible.

Feel Free to Use, Modify, and Improve

This workflow is meant as a starting point for anyone looking to automate stewardship processes in Blackbaud environments.

If you adapt or enhance it, please share your version back with the community - we all benefit from shared learning.

Happy automating!

— Pujari