Create and update contact reports with AI assistance

For GiveCampus Gift Officer users. Your role and school configuration determine the available portfolio, school-wide and administrative controls.

How to use

Open Gift Officer → Contact Reports for your portfolio. For a permitted school-wide view, use Gift Officer → Schoolwide Data → Contact Reports. Choose the new-report action in the intended scope. Enter the interaction details and notes, associate the intended constituent/context, and save. Use the available AI content/action-item generation if appropriate, then review and correct generated text before relying on it.

Existing reports have view, edit, and authorized delete actions. Contact Report Templates and school contact-report settings provide reusable structure separately from the report itself.

Troubleshooting

A generated summary, proposed action items, and a saved contact report are separate results. Check generation and save outcomes. Do not assume generating an action item automatically completes or assigns every follow-up task.

When reporting an error, include the report ID, interaction date, step that failed, and whether the issue is saving or generation. Keep constituent-sensitive content within approved support channels.

Can I finalize several draft contact reports together?

Contact reports are finalized individually; there is no bulk-finalize action in the Contact Reports list.

1. Open Gift Officer → Contact Reports, or Gift Officer → Schoolwide Data → Contact Reports for the school-wide view available to your role.
2. Filter by Status to find drafts and open a report's title.
3. Review its constituent, date, contact method, content and required fields.
4. Select Finalize Contact Report. If a follow-up email is being prepared, the button may say Finalize Contact Report & Review Email.
5. Repeat for each remaining draft.

Saving as Draft and finalizing are separate actions. Do not assume a successfully sent email proves that its contact report was finalized.

How can I check who a fundraiser contacted?

If contact reports were logged for the communication, open Gift Officer → Schoolwide Data → Contact Reports and filter by interaction date, gift officer and contact method. Review the constituents associated with those reports and compare them with the intended list.

This shows recorded contact activity; it does not by itself prove which named list was selected at send time or establish delivery to every recipient. If you need to verify the exact audience of a particular send and cannot find it in the available email history, ask Support to review that send. A missing contact report alone does not prove an email was never sent.

Why does the BBCRM interaction file lose text formatting?

The REPORT_CONTENT column in the gift_officer_bbcrm_interactions CSV contains plain text. Formatting such as HTML tags is removed from the saved contact report for this export. Editing the rich-text report again will not make the CSV preserve that formatting.

To review the original report, open Gift Officer → Contact Reports, or Gift Officer → Schoolwide Data → Contact Reports for the school-wide view available to your role, and open the report.

If your integration needs the original formatted content, ask your integration team to review the BBCRM Interactions API. Its interaction content field returns the saved content rather than the CSV's plain-text conversion. This is an integration choice, not a formatting switch in the CSV download. Confirm that the receiving CRM can handle the content before changing your import process.