Send to Donorfy is an easy way to keep copies of emails you send to or receive from your constituents.
By copying your unique Send to Donorfy email address into your emails, Donorfy can automatically add those messages (and their attachments) as activities on the relevant constituent timelines.
What Send to Donorfy Does
When you include your Send to Donorfy email address in an email:
Donorfy scans the To and CC fields and the body of the email to find email addresses.
It then tries to match those email addresses to existing constituent profiles.
When a match is found, Donorfy adds a Send to Donorfy activity to that constituent’s timeline.
Any attachments on the email are linked to the activity.
This allows you to keep a clear record of your email communications directly on constituent timelines.
Good to know:
The Send to Donorfy tab and queue are personal to your login – you only see items you sent via your Send to Donorfy address.
Items are only added to timelines when Donorfy can match one or more email addresses.
Find Your Send to Donorfy Email Address
To find your unique Send to Donorfy address:
Click Home in the left-hand menu.
Click the Send to Donorfy tab.
Your Send to Donorfy email address is displayed on this tab.
Use this address whenever you want an email copied into Donorfy.
How Send to Donorfy Works
When you bcc your Send to Donorfy email address into an email:
Donorfy receives a copy of the email.
It scans:
The To field.
The CC field.
The body of the email to find email addresses.
For each email address it finds, Donorfy attempts to match it to an existing constituent record.
For each successful match:
A Send to Donorfy activity is added to that constituent’s timeline.
Any attachments are linked to the activity.
⚠️Important:
Email addresses in the BCC field (other than the Send to Donorfy address itself) are not visible to Donorfy, and therefore cannot be used to match to constituent records.
If Donorfy cannot match any of the email addresses, the email remains on the Send to Donorfy tab for you to resolve manually.
Sending Emails Using Send to Donorfy
When sending a new email to one or more constituents:
Address the email to your constituents as normal (in To and CC).
Add your Send to Donorfy email address in the BCC field.
Send the email.
Donorfy will:
Use the addresses in To and CC, plus those it finds in the body, to attempt to match and create activities.
Add the email to each matched constituent’s timeline as a Send to Donorfy activity.
For examples of how to structure your emails for best results, refer to the attachment:
Send To Donorfy Examples.docx
Forwarding Emails to Send to Donorfy
You can also forward existing emails into Donorfy.
Best practice for forwarding
When forwarding an email:
Put your Send to Donorfy email address in the To field.
(Optional) Leave CC and BCC empty.
At the very start of the body of your forwarded email, type the constituent’s email address you want to match to. For example:
To: your Send to Donorfy email address
CC: (blank)
BCC: (blank)Subject: FWD: Invite to Fundraising Dinner update
Body (first lines):
[email protected]---------- Forwarded Message ---------------
From: Your Name
Date: 01/01/2019 15:00:37
Subject: Invite to Fundraising Dinner update
Body Message:
Greetings Friends, ...Send the forwarded email.
Donorfy will scan the email body, find [email protected], and attempt to match it to a constituent record.
Be careful with extra email addresses
Because Donorfy scans the entire body of the email:
Any other email addresses in the forwarded content may also be picked up.
This can result in extra items appearing in your Items to be Resolved list.
To reduce confusion:
Remove any email addresses from the body that are not meant to be matched.
Check the relevant constituent’s timeline after forwarding to confirm the activity appears correctly.
When your own email address is on a constituent profile
If your sending email address is stored on a constituent profile:
The forwarded email will be added to that profile automatically.
It may also still appear in Items to be Resolved for further matching.
⚠️Important:
Activities that land on a constituent profile because your sending email is on that profile cannot be reassigned to another constituent.
Instead, you can use the Connected To option on the activity to link it to the intended constituent.
Resolving Items in Your Send to Donorfy Home Tab
If Donorfy cannot match any email addresses in an email:
The email appears as an item in your Send to Donorfy tab under Home.
Only you see these items – they are specific to your login and your Send to Donorfy address.
To resolve an item:
Go to Home, click Send to Donorfy.
Locate the email you want to resolve.
Click Find Constituent for this Email.
In the pop-up:
Search for the relevant constituent by name, email, or other search parameters (including alternative email addresses if needed).
If a match is found:
Select the constituent to link the email as an activity on their timeline.
If no match is found you can cancel the search and:
Create a new constituent profile, then repeat the match process, or
Choose to delete the item if it is not needed.
Summary and Tips
Always BCC your Send to Donorfy address on outbound emails you want stored in Donorfy.
When forwarding, add the intended recipient’s email address to the first line of the body and remove any unnecessary addresses in the message.
Remember:
BCC recipients (other than Send to Donorfy itself) are not used for matching.
Items on your Send to Donorfy tab are visible only to you.
If your own email is on a constituent profile, forwarded emails will arrive on that profile and cannot be reassigned – use Connected To instead.
This workflow helps you maintain a clean, accurate record of email communication across your constituent base.
⚠️Important:
Send to Donorfy is a Professional and Enterprise only feature. Essential subscribers, please contact us to find out more about upgrading.