Distributing Visitor Surveys via Altru?

Hi @Bridget Brennan!

We do a post-visit survey at different points throughout the year. We manage this using the Appeals process. We'll create an Appeal (like Post-Visit Survey Spring Break 2022) and then have different Appeal Mailings for each day within that time period that we plan on sending out the email survey. We have Letters for each Appeal Mailing. There's a Letter for a Member survey and then another for a General Admission survey. There is a corresponding query/selection for each of the Letters. There's a Member selection and a General Admission selection.

The two different Selections are pretty much the same. The only difference is the type of ticket the Selection is looking for. We have our tickets set up in Program Events (so you might do that part differently), but here are the criteria for the Constituent query:

Key points are that the tickets haven't been Refunded, that the event date is Today, and the Scan Date is Today (Scan Date seems, perhaps, more important that Event Date in case we chose to honor tickets from a previous date). And then, as part of our closing procedure, a manager on our Guest Services team goes into the Appeal Mailing and Runs the Mailing causing the survey emails to go out.

I hear what you're saying with the Acknowledgments. You'd only have to set it up once (and not a Mailing and Letter(s) for each date). You might be able to schedule it and have it go out automatically (I think, maybe). Two things you may want to test or look into:

• I might want to make sure few people have multiple qualifying transactions on the same day. Like if someone bought tickets twice and would get two surveys. If that is rare, then it's probably fine, but Acknowledgements would want to send an email for both transactions. Also, how many of your transactions involve a Donation and a Tickets. My gut feeling is that only one of those would pull into the acknowledgment process. So just something to think about.
  
• You'll also want to look at how you have set up your Revenue Reporting Filters for Acknowledgment Revenue (or the Default revenue reporting filters - which are determining what type of revenue the Acknowledgment letters are looking for). Reporting Filters let you acknowledge the Revenue Type or the combo of Transaction Type and Application.
  • If you all are set up using the Revenue Type for Reporting Filters, then you can probably make this work.
    
  • However, if you use the bottom section of Transaction Type and Application for your setup, then, you may have some challenges.
    
    To make this work, you'd have to acknowledge the Order on an Admission. But Reporting Filters will not let you do that. You can acknowledge a Payment on an Order, however, the Sales Order transaction details you need are on the Order and not the Payment. You could get around this by acknowledging the Transaction Type of Ticket, but, if you check a Transaction Type box at the top, that will override anything you have checked lower.
    
    So, if you are currently acknowledging revenue (like donations) using Transaction Type and Application, you will need to uncheck that Revenue Type box before you go to run your regular acknowledgments (or else the Acknowledgments won't have any donations to acknowledge). And then you need to recheck the Revenue Type Reporting Filter box after running acknowledgments so that your scheduled Post-Visit Survey letters will run properly.

Chris ?