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when saving email to database, do you include the header?

  • 1.  when saving email to database, do you include the header?

    Posted 21 days ago
    Hi Listers! As so much important information about and from donors now comes via email (even pledges) we are saving these as Notes and Actions in the database. Do you do this, and if so, how? Do you include the email headers or just strip out important information? I come from the old "save the postmark" generation and the headers seem important, but maybe not? I have searched the archives and best practices but haven't found anything specific to this. As always, thanks for your help and collective wisdom!

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    Sherrel Battles
    Data Resource Coordinator
    Christian Theological Seminary
    sbattles@cts.edu
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  • 2.  RE: when saving email to database, do you include the header?

    Posted 19 days ago

    There are times when we find this useful, such as recording when a constituent has a bio change or preference. (I'm on the data end but not gift processing.) Not sure if this is what you were asking, but if you want to copy and paste the header with the date, etc., hit Reply on the email and you can copy the text from there. There might be a way for your email client to export the email as a file that you can attach, but I would avoid that, as you may not be able to open the file down the road when/if email file formats change.

     

    Kelli Crispin

    Business Analyst/Quality Assurance Specialist

    she/her/hers

     

    The University of North Carolina at Chapel Hill 

    Office of University Development

    E  kelli.crispin@unc.edu

     

     

    CAMPAIGN.UNC.EDU

     

     






  • 3.  RE: when saving email to database, do you include the header?

    Posted 19 days ago

    Thanks, Kelli. The push-back I'm getting is my boss doesn't want the headers saved because they're "ugly." I want to establish how other people handle them.

     

    Sherrel

     






  • 4.  RE: when saving email to database, do you include the header?

    Posted 19 days ago

    Gotcha. We don't have one consistent way we would capture this info every time, but I have seen comments in our system such as "Per email on mm/dd/yyyy from <whoever>, 'blah blah blah'" Just quote the important bit and manually include the important parts from the header. Again, this is in the context of bio updates. In regard to gift processing, I would be more inclined to keep the ugly stuff, as it is essentially a date/timestamp and "signature" of sorts. Not legally binding, but definitely more "official." It also captures the email address and can facilitate tracking down the original if necessary.

     






  • 5.  RE: when saving email to database, do you include the header?

    Posted 19 days ago
    Generally we ask people to condense long email exchanges and remove stuff like headers and signatures. When we report actions (or even just read them in the database), it is indeed pretty ugly looking. Often all you would see on a report is the header.

    This is a downside of CRM integrations with email clients. I'm sure there's a way it could work better, but haven't seen it yet.

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    Jon W. Garrow
    Director of Prospect Development | Advancement
    Willamette University logo