Documentation

Working with donations

AbleOrganizer is able to manage donations for your organization. Donations can be received through online forms, or recorded as part of someone's contact record. Using the form building tools in the platform, you can create a system for managing offline donations as well.

How it works

  1. You create donation forms within AbleOrganizer's form builder.
  2. You create donation pages and associate donation forms with them.
  3. When someone fills out a donation form, the system generates a thank you message and displays a thank you page.
  4. AbleOrganizer records the donation as part of someone's contact record.
  5. AbleOrganizer provides details about donations within reports.

Donation forms

Donation forms are built through AbleOrganizer's online form builder. This tool provides a drag-and-drop interface for authoring forms used to collect information. It includes the ability to add widgets for processing payments which can be used to provide some sophistcated controls around how people make donations within your site.

If you have installed all of the sample content for AbleOrganizer, you will find a variety of examples of online donation forms you can use as examples for your site. You can also create your own forms from scratch using the form builder.

Authoring a donation form

When authoring a donation form, you will want to add a commerce profile to the form itself. A commerce profile is simply an entity that adds payment processing to a form, it allows AbleOrganizer to integrate with  the payment processing tools available within Drupal.

Commerce profile widget in the form builder
Click to expand

Commerce profiles allow you to add widgets to forms for payment processing in the same way you would add fields to the form. The options here include:

  • An amount field, which can be used to provide a static or variable amount to be collected through the form.
  • A shopping cart, which can be used to allow users to select multiple amounts and options within a form. 
  • A billing address field, for use in situations where you are not storing a billing address as part of a contact record.
  • A payment form, which is used to collect payment information used to process payments. 

Each of these items will create a pseudo-field within the form fields beneath the basic controls for the form. There are various options and settings associated with each one, which will be configured on the settings page of the form builder.

Beyond the commerce item fields, you will also want to include the following activity fields as part of a donation form:

  • Order, representing the Drupal commerce order used to process the payment. You should set the default value for this field to [commerce-order:order-id] in order to store this information.
  • Amount, representing the total amount of the donation that has been processed. You should set the default value for this field to [commerce-order:commerce-order-total:amount_decimal] in order to properly store the amount of the donation.
  • Payment type, representing the means of payment used for this donation. You should set the default value for this field to Credit Card for online donations, unless you intend for people to pay by check.
  • Donation page, representing the page where this donation was received. This field does not need a default value.

Heads up! The default values you are using for the order and amount fields are called tokens. These are special codes AbleOrganizer uses to store information dynamically based on what is going on in the system. There are a variety of tokens available for use within your site, and there is a token browser available within the commerce profile widget in the form builder.

The settings page for a donation form

On the settings page, you will want to make sure you include a message thanking donors for their generous donation. You might want to ensure your form redirects to the proper page for thanking people after making a donation. In case you missed it, there's documentation for how to do this within the form builder.

When you create a donation form, the settings page will change depending on what items from the commerce profile widget you have selected. The screen will now include controls similar to the ones displayed in the following screenshot.

Commerce profile settings for a donation form
Click to expand

Within this screen, you will want to take note of the following items.

  • The product type. This is a product from Drupal Commerce and will be used to track donations. The donation feature comes with a product pre-configured for your use.
  • The order status. This is a status set in Drupal Commerce that indicates the state of the order. In most cases, you will want to set this to Completed, in order to indicate that a donation has been received once the order has been processed.
  • The amount field. This will appear when you select the amount pseudo-field from the edit page of the form builder. This allows you to control the amount you are asking for from donors.
  • 'Display the amount field as...' This allows you to control the state of the amount field. Set it to static to provide a pre-set amount that users cannot change. Set it to variable to set an amount that can be changed by users. Set it to variable with buttons to provide users with buttons allowing them to select from one of several suggested amounts.
  • Label. This is the label that will appear with the amount field.
  • Amounts. Use this field to enter amounts that will appear on the form. Leave this field blank to keep it empty (useful with variable amount fields), or enter a single amount to provide a fixed amount. Enter a comma-separated string of values to recommend several amounts. 

A donation form will also include controls allowing you to control the name and billing information used to process payments, as seen in the screenshot below.

Donation form name and billing information
Click to expand

Since you can include multiple address and name fields within a form, these fields will allow you to control which one is used for processing payments. Just select the fields you want to use and you have a donation form, ready to use in your website!

Donation pages

Once you have created a donation form, it can be associated with any piece of content in your website. To create an online donation page, you will want to use the donation page content type, available from the content creation page.

Heads up! You can actually use any content type in your system to handle online donations, but the donation page content type is the preferred method. There is some special code in the donation module that allows donation pages to be tracked effectively. Stick with this content type and your reports will always work properly.

Configuring the default form

    There are several default settings you can use to control donation forms in your website. 

    When you have a donation form you are happy with for general use, goto the donation page admin screen to set some defaults. You will see a widget similar to the following screenshot.

    Donation page form default settings
    Click to expand

    This widget allows you to automatically associate donation forms with donation pages by default when they are created in your site. Select a donation form from the drop down and save the page to use the selected form each time you create new donation pages. 

    Overriding form values

    When you create a new donation page, you can override some of the settings associated with the donation form itself. You will see a widget similar to the following within the form for creating a new donation page.

    Donation form overrides
    Click to expand

    These settings allow you to override the donation amounts and the e-mail message associated with the donation. You can enter new values for the amount field in this box, which will be reflected within the form itself.

    This page also includes controls for selecting the form used on this donation page. Look for a widget similar to the one in the screenshot included below.

    Donation page form select
    Click to expand

    In this widget, you will find controls that allow you to select the form used for the donation page and control how it displays on the page.

    • Check the box labelled 'Use CRM Core Profile for this node...' in order to include a form on the page. Uncheck this box if you ever need to display a donation page without a form for making a donation. 
    • The box labelled 'Select profile for this node' allows you to select a donation form. If you have set a default donation form for donation pages, it should be pre-selected here. This form will allow you to override the default selection and use any form on your site for processing donations.
    • Check the box labelled 'Display the form include with other content' to have your form appear beneath other content within the donation page. Uncheck this box to display it another way.
    • Enter text in the form label to give your form a title. 'Donate now,' 'Support our mission,' and other evocative asks are good titles for donation forms.

    Thank you pages and e-mails

    When a donation is received, AbleOrganizer can generate e-mails to donors and direct people to thank you pages thanking them for their generous donations within your site. You can personalize the experience using web-based administrative tools that let people know you appreciate them for caring.

    Thank you pages

    The thank you page for a donation page is configured within AbleOrganizer's form builder on the settings page for each form. You can redirect users to any path in your website to say thanks. To create a thank you page, go to the content creation page in your site and simple create a new page.

    Configuring e-mails

    AbleOrganizer can generate personalized HTML e-mails to donors upon receipt of a donation. Go to the Donation Configuration Page to select the e-mail you wish to send. This will set a default e-mail message that will be used for sending messages to donors.

    When creating a new donation page, you can select thank you messages that are different from the default one selected for donations. Just look for the CRM Core Donation widget, which includes a drop down that will list all rules tagged for use as donor messages.

    Customizing e-mails

    AbleOrganizer is capable of storing multiple e-mail templates for thanking donors. You can find a list of the rules for sending thank you e-mails on the rules administration screen. This screen includes a complete list of rules configured for the system. The donation feature ships with a rule titled 'Donation: Thank You Message' for sending thank you messages to contacts. 

    You can control the contents of this message by clicking the edit link next to the title, and clicking the edit link on the resulting page. Look for the field labelled 'The mail's message HTML body,' this contains the contents of the message that will be sent to donors. Feel free to edit the contents.

    To create multiple donor e-mail templates, instead of editing this rule, simply select the link to clone it instead. This will create a copy of the default mailing message you can customize to create new messages.

    Donation records

    A donation record is an activity record associated with a contact. It can be generated automatically when a donation form is submitted, or manually (for instance, when a check is received).

    For any contact, go to the activities screen to see a complete list of donations for that contact. You can create a new donation record by selecting the link for 'Add activity' from the top of the screen.

    When viewing an activity record, there are a number of fields that include the following.

    • Title, which is a name for the activity. This should typically be set to Online Donation or something else descriptive.
    • Participants, which explains the person making the donation. Although you can include multiple participants in a donation, it is typically best to only include one per record.
    • Date, which refers to the date the donation was recorded in the system. This is not the same as date recieved, described below.
    • Notes, which should be used to store any notes related to the donation.
    • Receive Date, which refers to the date a donation was received.
    • Amount, which refers to the amount of the donation. The amount comes from the commerce order.
    • Source, which refers to the source of the donation. Sources for donations can be configured within the activity type.
    • Payment type, which refers to the means of payment.
    • Donation page, which refers to the online donation page used to make the donation.

    Reports

    The donations module includes a number of basic reports that can be customized, extended and used as templates for creating your own custom reports.

    Most reports include additional summary reports, providing additional details related to each category of information. 

    Donation reports

    • Donation overview, summarizing all donation activity within your site.
    • Donation sources, summarizing where donations are coming from.
    • Online donation pages, providing information about the performance of specific donation pages, and the time and days they are most used. Helpful in understanding when to make appeals to specific audiences.
    • Donation details, listing information about all donations in the site, which can be filtered on a variety of fields and exported for external analysis.

    Donor reports

    • Donor overview, summarizing the rate at which you are acquiring new donors, and details about the top donors in your system.
    • Donor details, providing a list of all donors in the system that can be filtered on a number of fields and exported for external analysis.
    • LYBUNT, listing donors who contributed Last Year BUt Not This year.
    • SYBUNT, listing donors who contributed Some Year BUt Not This year.

    Customizing donation reports

    The donation reports included in AbleOrganizer can be customized and extended using the donation reports settings page. This page provides you with controls allowing you to edit the colors used to generate charts, the presence of labels / legends, and the appearance of different types of charts. The default settings created on this page can be overriden by specific reports throughout the system.

    Individual reports are built as views or panels within Drupal, and the platform provides tools for customizing the layout, contents and settings for individual report components