This is a common issue. You have a great report of your contacts that you've filtered based on their donation history, postal mail opt-out or other contact-level details. Now you need to get this mailing list exported to Excel so you can mail to your donors. Or maybe you want to be sure that you are only sending one email per household.
You run your report and uh oh...you have 2 donors from the same household. How do you get one household per line? The Nonprofit Starter Pack has already addressed this with a handy feature.
Step 1: Add Contacts to Campaign
On the report, click the Add to Campaign button.
Your campaign has to be already created. So if you haven't created the campaign yet, open a new window, create the campaign then come back to this screen and select the campaign you'll be using. Leave Member Status as Sent, as shown.
Click Next at the bottom of the screen. After a few moments, you'll see a confirmation that the contacts have been added to the campaign.
Step 2: Run the Starter Pack Household Mailing List Process
Simply click the Household Mailing List button on the campaign record.
If you get an error when you do this, go to the bottom of this lesson for an explanation and steps to take to fix the problem.
When you click this button, the Starter Pack will check and see if there are members who belong to the same Household. If so, their Member Status is changed from Sent to Sent - Household Duplicate. Then you are automatically taken to this report which filters out the duplicates so you have one row for each household.
If you go back to the campaign, you will see that Status on contacts that came from the same household.
Edit the NPSP Campaign Household Mailing List report
This report comes with every installation of the Nonprofit Starter Pack and looks like this.
The report already has some basic mailing fields, but how do you edit it to add additional fields such as those from the Household record?
Add fields from Household to Contact object
In order for a field to appear on the NPSP Household Mailing List report, it must be on the Contact object. For this example, we'll add the Household Informal Greeting field and then add it to the Mailing List report. You can repeat this process for any other field you wish to add.
Navigate to Your Name > Setup > App Setup > Customize > Contacts > Fields.
In the Contact Custom Fields & Relationships section, click New button.
Select Formula as the field type, and then click Next.
Give your formula a label, such as Household Informal Greeting and click tab to fill in the name.
Select Text as the Formula Return Type, then click Next.
Click the Advanced Formula tab if it isn't already select, then Insert Field.
In the first column, Contact > should already be select. Find Household > in the middle column and select it. Note: Any field with > after the name will let you pick specific fields on that object's record. You can do this 5 levels deep from the original object (Contact, in this case).
From the list of Household fields, find Informal Greeting and select it. Then click Insert for it to appear in the formula box.
Click Next at the bottom of the screen.
The next screen will have information about security/profiles. Leave as is and just click Next again.
Add your field to your contact layout so everyone can see the Household greeting on the contact record.
Click Save at the bottom of the screen to create your field.
Edit report to include these new fields
Go back to the NPSP Campaign Household Mailing List report and click Customize to edit the fields that are visible. DO NOT CHANGE ANYTHING ELSE ABOUT THIS REPORT. Only edit the fields that are visible.
Save the report leaving the name and description alone.
Note: You will see this error after you save the report. Don't worry about it. Your report is still saved and will function normally.
Now when you click the Mailing List button on the campaign, your report will include the additional fields you added and you can export to Excel.
Troubleshooting errors with the Campaign button
If you click on the Mailing List button on the campaign and get an error message instead of the filtered report for your campaign, it can be fixed. This functionality requires a quick setup process that might not have been done at the time of your implementation.
First, find the NPSP Campaign Household Mailing List report and click on it. There will be no results, that's fine. Look at the address bar in your browser and copy to your clipboard the part indicated below (the record ID). Do not include the / - you only want the 15 digits at the end.
Now, navigate to Your Name > Setup > App Setup > Develop > Custom Settings
You'll have a list of custom settings depending on the applications you've installed. Find the one named Households Settings and click the Manage link to the left of the name. Do not click on the name itself.
Click Edit on the record. Then scroll and find the entry for Household Mailing List ID and paste in the 15 digit ID you copied from the address window, as shown. Click Save.
Now your campaign mailing list should behave normally.