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

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