Interactions

Track touch points with grantee organizations on contact, organization, request, requirement, or payment records.

Interactions in GivingData allow staff members to track their touch points with grantee organizations. Interactions can be recorded on contact, organization, request, requirement, and payment records. Information and communications related to the interaction can all be stored in one place, and the visibility of interactions flows upwards through GivingData’s data structure, with all interactions being visible on the related organization record.

Add an Interaction 

Add an interaction to a record. Once added, the interaction becomes visible on related records as detailed in the Visibility of Interactions on Records section.

1. Navigate to the organization, request, requirement, payment, or contact record.
2. Click the Interactions tab.
3. Click Add New Interaction.
   
   
4. Complete the applicable fields, and then click Next.
   1. Interaction Title - Enter a descriptive name for the interaction.
   2. Interaction Type - Select the type of interaction. See the Manage Interaction Settings section for details on configuring the available interaction types.
   3. Date - Enter the date on which this interaction occurred. 
   4. Start and End Time - Optionally add a start and end time for the interaction.
   5. Location Name - Select the location name for the interaction if applicable. If a name is selected, the location address automatically populates but can be edited if needed. See the Manage Interaction Settings section for details on configuring the available location names and addresses.
      1. Click Add Location Address to instead enter an address for the location of the interaction without selecting from the Location Name dropdown. 
   6. Notes - Optionally enter any details about the interaction.
      
      
5. Select any relevant participants, and then click Next.
   1. Request and Organization Contacts - Select one or more existing request or organization contacts as participants in this interaction.
      1. This option is not available if adding the interaction directly from a contact record.
   2. Search All Contacts or Add New Contact - Enter and select one or more existing contacts in the site as participants in this interaction. Click Add New Contact and enter the applicable fields to add a new contact not already in the site.
      1. These options are not available if adding the interaction directly from a contact record.
   3. Staff - Select one or more staff members as participants in this interaction.
      
      
6. Optionally select a file to attach to the interaction, and then click Save.

Visibility of Interactions on Records

Once added, an interaction is visible on the Interactions tab for the record from which it was added. The interaction is also visible on related records flowing upwards based on the data structure of the GivingData system. This is detailed below. 

• Contact - An interaction added from a contact record is visible on the contact record and the primary organization record for the contact.  
• Organization - An interaction added from an organization record is visible on the organization record and on any contact records selected as participants.
• Request - An interaction added from a request record is visible on the request record, the organization record, and on any contact records selected as participants. 
• Requirement - An interaction added from a requirement is visible on the requirement record, the request record, the organization record, and on any contact records selected as participants.
• Payment - An interaction added from a payment is visible on the payment record, the request record, the organization record, and on any contact records selected as participants.

Because organization records sit at the top of the data structure, all interactions flow up to the relevant organization record. They can be viewed on the organization’s Interactions tab and are included in the Grantee 360 tab. The Grantee 360 tab allows all of the interactions related to the organization, its records, and its related contacts to be viewed in context with other grant activity for the organization, as shown below.

Manage an Interaction

Once an interaction is added, multiple actions are available to manage it and view related information.

• Click the double arrow icon to view and manage the interaction details.
  • The information and actions available in each tab are detailed at the bottom of this section.
    
    
• Click the trash can icon to delete the interaction.
  
  

When viewing an interaction, click the Overview tab to view and edit basic information about the interaction.

• Click the pencil icon next to a field to edit it.
  
  
• Add any relevant tags.
• Add any comments about the interaction, which are sent to staff members and followers listed on the interaction.
  • Click the pencil icon next to Followers to add followers to the interaction, or type '@' and select the follower's name in a comment.
  • Users can configure their notification settings related to interactions.
    
    
    

When viewing an interaction, click the Related Records tab to view and edit the records with which this interaction is associated. 

• Click the pencil icon next to a record type, then add or remove related records as needed.
  
  
• If an additional record is added, the interaction visibility flows upward according to the information detailed in the Visibility of Interactions on Records section. 
  • For example, if an additional request is added to an interaction, the interaction is visible both on the new request and that request’s organization.

When viewing an interaction, click the Documents tab to view and add documents related to the interaction. This tab is not available for interactions with the Communications: Email interaction type.

• Click Add New Document and choose from the available options to add a document.
  
  
• Manage existing documents using the double arrow icon, dropdown icon, and trash can icon.

Manage Interaction Settings 

The available interaction types can be managed from Admin Tools & Settings. The available default interaction locations can also be managed here, which are the available options when selecting the location name for an interaction.

1. Click the gear icon in the quick navigation menu.
2. Click Interactions.
   
   
   
3. Click a section to expand the options.
   
   

Manage the available interaction types.

• Click Add New Interaction Type to add a new interaction type.
  
  
• Click the pencil icon next to an existing interaction type to edit it.
  
  
• Click the trash can icon next to an existing interaction type to delete it.
  
  
  

Manage the available default interaction locations and their addresses.

• Click Add New Default Interaction Location to add a new interaction location.
  
  
• Click the pencil icon next to an existing interaction location to edit it.
  
  
• Click the trash can icon next to an existing interaction location to delete it.