Planning & Tracking Outreach

Important Things to Know

My Assignments Page

View Reporting

View a Snapshot of your Assignment's Information

Organizing Your Assignments Using Filters & Tags

Where can you use Filters & Tags?

Assignment Snapshot

Email Page

Acts as Role Functionality

Anonymous Donors

Who is an anonymous donor?

How does their giving appear differently in the Portal?

Important Things to Know

If your assignment has a spouse who is also an undergraduate from Brown, they will count as an additional assignment and have their own assignment snapshot & constituent profile – do not request unpairing unless instructed to do so by your staff liaison.
Any email sent from the Portal automatically becomes a note. Any phone calls, texts, in person conversations or email responses require you to create a note in order to update your staff liaison and track your outreach. Notes will stay on that constituent’s record, so anybody assigned to them after you can read them.
Emails asking for a gift must have the Marked as Gift Conversation checkbox selected in order to be recorded as solicitations. If you made an email ask but did not check the box, the Portal thinks you did not solicit this assignment. If you asked over the phone, mail or via text, create a gift conversation note.
Any thank you emails should be marked with the Thank You Conversation checkbox in order to be recorded as stewardship. If you sent a thank you but did not check the box, the Portal thinks you did not thank this assignment. If you thanked over the phone, mail or via text, create a thanked for gift note.

My Assignments Page

The My Assignments page is your default homepage. This page will keep you informed on your overall impact as a volunteer and your class and/or committee totals. At the bottom of this page, you can manage your assignment list and view a snapshot of information about each assignment. You may also contact your assignments individually from this page. You will have one My Assignments page for each of your volunteer roles. If you volunteer on more than one committee with the Brown Annual Fund, read more information about Acts as Role at the bottom of this page.

View Reporting

Your Assignments

First Row listed Left→ Right

Assignments - Your number of assignments / number pending approval.
Donors - Number of your assignments who gave (click the button in the top right corner for assignment names).
Non-Donors - Number of your assignments who haven’t given yet (click the button in the top right corner for assignment names).

Second Row listed Left→ Right

Brown Annual Fund Pledges Due - Amount pledged from your assignments this fiscal year. This does not include multi-year pledges and may be inflated due to the way the Portal manages spouses. This will not include information from anonymous donors.
Brown Annual Fund Cash Received - Cash in from your assignments this fiscal year. This may be inflated due to the way the Portal manages spouses. This will not include information from anonymous donors.

Third Row listed Left→ Right

Assignments Contacted - The number of assignments you have contacted this fiscal year. This is tracked from any email outreach done from within the Portal and any notes you have created about a method of communication with an assignment.
Assignments Emailed - The number of assignments you have contacted this fiscal year using the email functionality within the Portal.

Your Class (Class of XXXX)

This section is only available to Reunion and Class Committee volunteers.

First Row listed Left→ Right

Selectable Classmates - Number of classmates that can be requested for assignment.
Total Donors : (GOAL) - Total number of donors in this class versus the class goal.
Total Non-Donors - Total number of non-donors in this class.

Second Row listed Left→ Right

Brown Annual Fund Pledges Due - Amount pledged this fiscal year by the class. This total will be uploaded manually, see last updated date.
Brown Annual Fund Total Cash Received : GOAL (Last Updated X/XX/XX) - Cash in this fiscal year for this class versus the class goal. This total will be uploaded manually, see last updated date.

View a Snapshot of your Assignment's Information

This is a list of your approved assignments. Each assignment has its own collapsible menu that will expand when clicked to provide more detailed outreach and giving history. Click anywhere in that person’s name block to expand their outreach and giving menu. Your name is listed first, followed by your assignments in alphabetical order. Above the list of assignments are the standard filters and any added tags. These filters/tags help organize the assignment list.

The Collapsed Menu

This menu gives you a glance at your assignment’s giving status and displays any tags you have added.

The far left of the snapshot lists your assignment’s name and any manually added tags.
The middle of the snapshot displays your assignment’s giving stage(s), such as HAS GIVEN, HAS PLEDGED as well as the percentage of their gift versus their ask amount. If blank, this assignment has not given.
To view an assignment’s full constituent profile click go to full record on the far right side of the snapshot. The full record has more detailed personal, education, employment and giving information. To expand the menu, click the small downfacing arrow to the right of the full record link. The expanded menu has details on the stages of outreach and graphs of summarized giving information.

The Expanded Menu

By clicking the downfacing arrow to the right of the go to full record link, you can view a more detailed snapshot. If there are no contact buttons, we either do not have that form of contact information for the assignment or we are restricted from contacting them.

Expanded Menu - Center

Send Email Button: Email the assignment without leaving this page. You can still use the email templates we provide. This button will not appear if Brown does not have their email or if they have an email contact restriction.
Add Note Button: Use this to add a note to this assignment’s record. Notes must be manually added for any outreach done outside the Portal or any for any email responses you receive.
Call Button: On a computer, you will need to open a calling application (i.e. Skype). On a mobile device it will initiate a call. This button will not appear if we do not have a phone number or they have a phone contact restriction.
Text Button (Not pictured above): This will only appear if you are using the Portal on a mobile device and your assignment has provided a cell phone number as their preferred method of phone contact. You can then text the assignment by clicking this button. There are no texting templates available - simply type your own message.

Expanded Menu: Outreach Tracker & Top Right

Outreach Tracker Explanation

Have you contacted this fiscal year: Yes = you sent an email or created a note about a conversation.
Days since last contact: This only appears if you have contacted them.
Have you had a gift conversation: Yes = you sent an email with the gift conversation box checked or created a note about a gift conversation.
Outcome of gift conversation: Options include: committed to make a gift, will think about it, refused to make a gift, no response yet, thanked for gift. Use the notes feature to change these.
Have you thanked them: Yes = you sent an email with the thank you box checked or created a note about a thank you note being sent.

Expanded Menu Top Right

Suggested Ask: This is your assignment's total suggested ask amount.
Total paid this FY: This is your assignment's current fiscal year cash in.
Total commitment this FY: This is your assignment’s current fiscal year pledges (if applicable).

Expanded Menu - Bottom Left

Giving History Summary: This shows the most recent gift transaction for the Brown Annual Fund. Your staff liaison may use the notes feature to provide you with more information.
Most Recent Volunteer Email or Note: This is the most recent contact with your assignment. If your staff liaison added a note for you to see and you did not contact that assignment after the note was added, their note would appear here.

Expanded Menu - Bottom Right

Annual Participation: These red check marks indicate whether your assignment has made a gift to the Brown Annual Fund in the current fiscal year or the previous five years.
Annual Giving History: This bar chart displays your assignment’s summarized giving. We do not provide transactional data. (i.e. The assignment may have given $200 in 2017 but this could be 4 gifts of $50.) Hover over each bar or click to see dollar totals.

Tags: Tags can be added or removed here. These tags will appear on the collapsible menu and help you organize your assignments.

Organizing Your Assignments Using Filters & Tags

Where can you use Filters & Tags?

Assignment Snapshot

Filters and tags are located above your Assignment Snapshot. Tags are listed after preset filters. Once you click on a tag or filter to activate, your assignment list will update—click to remove.

When you create a tag for an assignment it will also be available underneath their name on the assignment snapshot.

Email Page

Filters and tags are located beneath the Recipients box. Once you click on a tag or filter to activate, your recipient list will update—click to remove.. When you identify whom you would like to email, click the checkbox to the left of the recipient's name. Keep clicking your tags and filter until you have identified all your recipients.

Use Filters to Track & Plan Outreach

Filters help you organize your outreach and track your assignments’ giving stages. Filters are created by your staff liaisons and are standard to all users. They will update as an assignment’s giving and your communications change. The full list of filters are above your assignment snapshots and on the Email page.

Filter Descriptions

All: The default. It shows all of your assignments.
1764 Society: Assignments who has made a gift 3+ consecutive fiscal years.
Anonymous Donor: Assignments who has given an anonymous gift in the past five fiscal years.
Carrie Tower Society: Assignments who made a gift of $1,500 or larger this past fiscal year (discounts for young alumni).
Gave Less Than Ask: Any assignment who made a gift below their ask amount to BAF this fiscal year.
Has Given: Assignments who have given this fiscal year to BAF. This includes anonymous donors.
Has Not Given: Assignments who have not yet given to BAF this fiscal year. This includes anonymous donors.
Has Pledged: Assignments who have an open pledge to BAF this fiscal year. This includes anonymous donors.
Last Gift to Athletics: Assignments who gave their last gift to the Athletics Annual Fund or a sport.
Leaders: Assignments who have an ask amount over $10,000 (discounts for young alumni).
LYBUNT: Assignments who gave last fiscal year but not this year.
Participation: Assignments who have an ask amount under $9,999 (discounts for young alumni).
Played a Sport: Assignments who played a sport while at Brown.
Pledged But No Gift: Any assignments who have an open pledge to BAF this fiscal year and have made no payments so far.
SYBUNT: Any assignment who made a gift(s) between 2-5 fiscal years ago but not this year.

The filters below require that you are properly tracking your outreach.

Asked But No Gift: Any assignment you solicited who has not made a gift to BAF this fiscal year.
Not Contacted This FY: Updates as you contact your assignments. Updates are automatic through email via the Portal. Create a note documenting phone conversations, text messages, and any other contact outside the Portal in order for this filter to update. This filter you have not contacted these assignments through a method mentioned above this FY. Portal emails must have the Marked as Gift Conversation checkbox selected in order to be recorded as solicitations. If you made an email ask but did not check the box, the Portal thinks you did not solicit this assignment. If you asked over the phone or via text, create a gift conversation note.
Gave But No Thank You Sent: Any assignment who has made a gift and you have not yet sent a thank you email. Mark thank you emails with the Thank You Conversation checkbox in order to be counted here.

Filter Examples

Example #1: Use the Has Given filter to identify all your assignments who already gave this fiscal year. This will also display the percentage of their gift compared to their ask amount.

Example #2: Use the Has Not Given filter to identify all your assignments who have not made a gift this fiscal year.

Example #3: To assist your outreach further, combine two filters! This example uses the Has Not Given filter and the SYBUNT filter to identify any assignments who haven't made a gift this year and didn't make a gift last year.

Organizing Assignments with Custom Tags

You can use tags to help you plan outreach ahead of time or to help you conduct outreach. Tags allow you to organize your assignment list as you wish. Simply create tags and attach them to your assignments. You can then solicit based on various affinities (sports, clubs, or personal connections). Tags are only visible to you and your staff liaison and appear alongside preset filters.

Tags are slightly different when compared to filters. Filters are standard, can apply across all assignments and are automatically updated according to your assignment’s giving and your outreach. Tags are static but can be used in conjunction with filters.

How to Create a Tag

Identify an assignment you would like to tag. You can create a tag from the full record of the constituent or through their Assignment Snapshot.

↳ Search Constituents (Full Record): Type in the name of the assignment you would like to tag. Click on their name to view their full record. In the record you will see a Tags text box above the Personal info section. You must be assigned to them.

↳Assignment Snapshot: Visit your My Assignments Page and scroll to your list of assignments. Choose an assignment and click the downfacing arrow to the far right to open their expanded assignment snapshot. The Tags text box appears at the bottom of the window.

Using the text box, type in the desired tag and click Create Tag. The new tag is displayed next to the text box. To delete a tag from this profile, click the minus button to the left of the tag name.

How to View / Edit Tags

Where to view tags?

My Assignment's: Adjacent to the preset filters and on the assignment's collapsed menu.
Email: Adjacent to the preset filters.
Tags: Click Tags on the navigation bar (pictured here).

Where to edit tags?

While on the Tags page, you can click on a tag to change it or to even add a custom color.
Click the minus button to delete a tag.

Tag Examples

Spouse of Assignment

If you request to be paired with a constituent and their spouse has a Brown affiliation you will be automatically paired with the spouse as well. Create a tag to help you identify any spouses of assignments who you may not need to reach out to.

TIP: Use preset filters and tags in conjunction on both the My Assignment Page and the Email page. For example, you can drill down to an assignment who is a classmate and has not given. There is no limit to the number of filters/tags that can be applied at once. You can get as specific as possible. Click on a filter or tag to deactivate it.

Acts as Role Functionality

What is a Role?

The Brown Annual Fund assigns Volunteer Portal roles to volunteers based on their active committee(s) and/or council(s) service in the current fiscal year. You may be assigned up to three roles in the Portal.

All reunion volunteers are assigned the role of Brown Annual Fund Reunion Class Committee.
All class volunteers past their 15th Reunion are assigned the role of Brown Annual Fund Class Committee.
All class volunteers between 1-14 years out will be assigned the role of BAF Young Alumni Class Committee Member.
Student volunteers will be assigned the Brown Annual Fund Student Committee role.
Volunteers on leadership councils are assigned a role specific to the council(s) on which they serve, e.g. Brown Annual Fund Leadership Council

What is Acts as Role (AAR)?

AAR provides a more distinct experience for each of your Brown Annual Fund volunteer opportunities. If you have multiple roles, you can switch between those roles with one click.

Use the Role Switcher located at the bottom of the navigation menu to switch views. The current role you are viewing is at the top of the Role Switcher under “Volunteering as:” and your other role(s) follow.

By using AAR, you’ll have a separate views for the following pages. If you are having difficulty finding something or someone in particular, confirm that you are in the correct role.

My Assignment's Page

By using AAR, you’ll have a separate Assignments Page for each role, making it easier to organize your outreach. You will have different assignments on each role.

Search Assignments

Your selected role dictates which constituents you can select. If a constituent can be solicited by you in more than one of your roles (for example, they are on your leadership council list and are also part of your Reunion class), a dialogue box will pop up if you try to select that assignment. Select the role(s) for which you plan to solicit that assignment.

Email

When conducting outreach via email, you can now organize assignments by role. To view assignments by role, click the applicable filter(s) located under the Recipients box. To undo a role filter, click the active filter(s) or click All to view a merged list of assignments. This functionality is compatible with the giving-related filters on this page. You will have different school templates available to you on each role.

Resources

You will only see resources for the role you have currently selected. You will have different resources on each role.

Anonymous Donors

Anonymous donors have suppressed giving information. Ensure you know how to identify an anonymous donor using the following guidelines. Reach out to your staff liaison to get more information on your anonymous assignments.

Who is an anonymous donor?

Any donor who has made a gift to Brown anonymously in the past five years is marked anonymous in the Portal. When you search for constituents, look at the BAF Donor Status column in the search results. If the donor is anonymous the status will read: Donor has given anonymously both in search results and within their constituent record under Giving History.

Any donor who fits the above criteria is still selectable, meaning you can request pairing with them. There will be times when an anonymous donor is unselectable for reasons other than anonymity.

How does their giving appear differently in the Portal?

When you are assigned a constituent who has made anonymous gifts, you will see a BAF Consecutive Giving History of $0.00 on their constituent record. You will also see the number of consecutive years of giving and the BAF Suggested Ask Amount, both of which are good indicators of donor loyalty and capacity.

TIP: On the My Assignment’s Page or Email page, use the Anonymous Donor filter to easily identify any current assignments that are flagged as anonymous donors. Example below is from the My Assignments Page.