If you have not yet set up your raffle campaign, complete this first.
This article explains how to schedule communications from a raffle campaign action and how contacts are recorded on the Recipients tab.
Raffle communications can be used to send emails, create documents for direct mail, or export contact information for other fundraising activities.
Important: Communications can only be added while the raffle campaign action is unpublished. If the raffle has already been published, you will need to click Undo Publish before adding or editing scheduled communications.
Note: Scheduled communications are only processed while the raffle campaign action is published.
Communications
Communications scheduled from within the raffle campaign action are created as separate communication actions under the same campaign header.
Scheduling a communication from the raffle campaign also records the contacts included in the selected query as recipients of the raffle campaign. These contacts are then displayed on the Recipients tab.
Go to the Communications tab within your raffle campaign action and click Add to create a new communication.
Communication Settings
The following fields are used to schedule your communication.
| Field | Description |
|---|---|
| Action Type | Select the type of communication you want to create. |
| Name | Enter a name for the scheduled communication. Use a clear name that identifies the purpose of the communication. |
| Start Date | Enter the date the communication should be processed. |
| Start Time | Enter the time the communication should be processed. |
| Population Query | Select the query containing the contacts you want to include in the communication. The dropdown displays your available queries. |
| Document | Available for Direct Mail and Email communications. Select the document to use as the PDF or email content. |
| From Email | Available for Email communications. Select the service email address that should be used to send the email. |
| Assign to Staff Member | Select the staff member responsible for the communication. This user will be notified when the communication has been processed and is available to download for Direct Mail, Excel and Unity4 Export List actions. |
| Is Active? | Selected by default. Untick this option if the scheduled communication is no longer required. An inactive communication will not be processed. |
| Save and Close | Click Save to save the communication or Close to cancel. |
Important: All required communication settings must be completed before the communication can be saved.
Action Types
There are four communication types available for raffle campaigns:
| Action Type | Use |
|---|---|
| Direct Mail | Creates a PDF for each contact in the selected query. The PDFs can be used to send letters inviting contacts to purchase raffle tickets. |
| Sends an email to contacts in the selected query. If you are directing contacts to your raffle widget, include a personalised GUID link to the webpage. | |
| Excel | Creates an Excel export containing contact information. This can be used for activities such as mail merge. |
| Unity4 Export List | Creates an export that can be used for Unity4 telefundraising. |
Once the communication has been saved, it will appear under Communications Scheduled.
Important: After saving the communication, make sure you also save the raffle campaign action.
Scheduled Communications
A scheduled communication remains active but will not be processed until its scheduled date and time.
You can edit or delete a scheduled communication while the raffle campaign action remains unpublished.
If the communication is no longer required, you can either edit it and untick Is Active? or delete it.
Important: Communications will only be processed when the raffle campaign action is published. If the campaign is unpublished when the scheduled date and time is reached, the communication will not be processed.
Once the scheduled date and time is reached and the communication has been processed, it will move from Communications Scheduled to Communications Sent.
The assigned staff member will also be notified when a Direct Mail, Excel or Unity4 Export List communication has been processed and is available for download.
Contact List
A list containing the contacts from the selected Population Query will also be created under:
Contacts > My Lists
This list allows you to view the contacts included in the communication.
Recipients
The Recipients tab records contacts who have received communications scheduled from within the raffle campaign action.
Contacts are displayed in a table showing:
- Vega ID
- Account Name
- Email address
This provides a record of the contacts who have been included in your raffle communications.
Note: The Recipients tab is populated by communications scheduled from within the raffle campaign action. Communications created separately under the campaign header are not recorded here as raffle recipients.
Adding Further Communications
If you need to add another communication after the raffle has been published:
- Click Undo Publish on the raffle campaign action.
- Add or edit the required communication.
- Save the communication.
- Save the raffle campaign action.
- Publish the raffle campaign action again.
Remember that any scheduled communications will only be processed while the raffle campaign action is published.
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“Some content in this article may have been developed with the assistance of AI tools and reviewed by staff.”
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