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DonorPerfect Activity Sync
Push the notes, calls, meetings and tasks your team logs onto the constituent's Contacts tab.
Push the notes, calls, meetings and tasks your team logs in BetterUnite onto the constituent's Contacts tab in DonorPerfect.
Set it up
Two things are needed, and the second is easy to miss.
- In DonorPerfect, go to Settings, Code Maintenance, set Show only to Activity / Contact Screen, and make sure you have at least one active ACTIVITY_CODE. Add one if you do not.
- In BetterUnite, open Sync Options on the DonorPerfect setup page, switch on Send activities to the Contacts tab, choose an Activity Code, and click Save Options.
The activity code is required, not optional. Every contact record in DonorPerfect is filed under one, and DonorPerfect rejects a code it does not already have rather than creating it. Without a code chosen, nothing can be sent at all.
If the Activity Code drop-down is empty, your DonorPerfect system has no active activity codes yet. Add one in Code Maintenance and reload the BetterUnite page.
Run it
The Sync Activities tab has a Sync Activities button that sends a batch immediately. Activities are also included in each scheduled run, after donations and refunds.
The result reads as a count, for example "48 of 48 activities sent to DonorPerfect". It may add how many are waiting on a contact who is not in DonorPerfect yet. See Activities that are waiting.
What gets sent
These activity types go over:
- Notes
- Phone calls
- Meetings
- Tasks
- General activities
These do not:
- Automatically generated activities. Payment confirmations, membership events, recurring gift notices and the like. They are a log of what BetterUnite did, and the gifts behind them already reach DonorPerfect as gifts. Putting them on the Contacts tab as well would bury the notes your team actually wrote.
- Emails and text messages, which are their own record in BetterUnite and would flood the tab.
- Alerts.
- Anything not attached to a contact.
How an activity appears in DonorPerfect
A DonorPerfect contact record has a code, dates and a comment, and no title field, so the title and body of a BetterUnite activity are combined into the comment. The date is the date the activity was created, and a task's due date is carried across as well.
Activities that are waiting
An activity is only sent onto a constituent who already exists in DonorPerfect. Logging a note about someone is not a reason to add them to your donor database; a donation is, and the donation sync is what puts them there.
So an activity about a contact who has never given, or who has given but has not been synced yet, waits. The sync result reports how many are in that state. The number can be large the first time, and that is normal on an organization whose contact list is much wider than its donor list.
They are not lost. As soon as a contact is matched to a DonorPerfect constituent, whether by a donation syncing or by importing constituents, their waiting activities are picked up by the next run.
Edits and repeat sends
An activity that has been sent is not sent again unless it is edited in BetterUnite. When it is, the next run updates the existing DonorPerfect contact record rather than creating a second one.
An activity DonorPerfect refused is retried on the next run. If it keeps failing, the error is in the sync result.
How much a run sends
Up to 300 activities per run, oldest first. Their API takes contact records one at a time, so a large backlog is sent over several runs. Press the button again, or let the schedule work through it.