Contact Reports in GC Gift Officer

1. Input Contract Report Information

• Fill out the contact report form with key details. Fields marked with an asterisk are required.
  • Contact Report Title: This is how you will identify the contact report in GCGO
  • Contact Method: How was the constituent contacted? Ex. Virtual Visit, Email, etc. 
  • Significant Interaction Checkbox: This will allow you to designate whether the interaction was significant and distinguish it from other interactions
  • Date of Interaction: The date the interaction occurred

3. Link the Contact Report to a Plan  - if applicable

• Click the “Link to task or plan?” checkbox for the contract report to appear on the constituent’s plan 
• Select the plan from the Select Plan dropdown
• Select a task from the Select Task dropdown. If needed, you can create a new Task from this dropdown. 
• If creating a new task, select “Create a Task” and select the Plan Stage. The title of the Task will match the Contract Report Title

4. Add Staff, if needed

• Add additional staff to the contact report by clicking the “+ Add Another link” in the Staff section, typing their name, and selecting it in the dropdown
  • Primary Staff: the primary staff for this constituent/interaction
  • Secondary Staff: any additional staff that participated in the interaction, secondary staff can view and edit the contact report and do not need to fill out an additional contact report for this interaction
    • Checking the “Notify” checkbox next to their name sends the staff member an email with a link to the contact report
  • Notification Recipient: any staff that you would like to notify of the interaction but did not participate in the interaction can be listed here. They will receive a link to the contact report and it will be read only
    • The “Notify” checkbox is grayed out for these users as they are already getting a notification email 

4. Add Participants, Spouses, or Partners, if needed

• Add additional constituents to the contact report by clicking “Add a Participant” then typing their name and selecting it in the dropdown
• Clicking “Add Spouse/Partner” will automatically add the constituent’s Spouse or Partner if they are set up in GCGO 

4. Type in your Contact Report Content

• Type in the content you would like to include in your contact report
• This content does not need to be formatted, in full sentences, or properly spelled – step 5 will show you how to utilize AI to clean up and format the content report based on your school’s template 

5. Generate a Draft Contact Report

• Click the Generate Draft & Tasks with AI button, this button will format the content you entered in step 4 and create follow-up tasks, explained in step 6

6. Review/Edit the Updated Contact Report

• Review the updated contact report content as needed, your original content will be shown on your screen to the right for reference 
• You can revert back to the original content by clicking the “Revert to Original Content” link below the contact report content

6. Review, Edit, or Add Follow-up Tasks

• The AI will suggest Follow-up Tasks based on the information provided in the contact report content
• Click into the task to view/edit the task information and to link it to a plan
• You can delete the task by clicking on the trash can icon to the right

6. Finalize the Contact Report

• If you click the “Utilize AI to generate a follow-up email for this constituent checkbox” you will be brought to an email page with a draft email already written after you finalize the contact report
• Click the Finalize Contact Report & Review Email button to complete the contact report and move on to the follow-up email

Note: You can always update an existing contact report by clicking on the Title of the Contact Report, updating the content, and then clicking Finalize Contact Report again