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How to Load Direct Mail Data into Avid

Direct mail reporting in Avid AI allows you to gain deeper insights into how your mailings influence donor behavior, not only in direct response rates but also in indirect revenue and cross-channel impacts. 

 

This step-by-step guide will walk you through the process of uploading direct mail select lists to unlock specialized reporting.

Step 1: Navigate to the Data Upload Section

  1. Log in to Avid AI.
  2. Go to the Settings menu.
  3. Locate the Add File button. This section allows you to upload files directly or use other methods like SFTP or a public link.

Step 2: Upload Your File

  1. Choose Your Upload Method:
    • Set up an SFTP drive that will automatically process any data files uploaded to it
    • Drag and drop your file into the upload area.
    • Or, generate a Public Link to share with your list brokers or data handlers, allowing them to upload the data without gaining access to the rest of Avid.
  2. Prepare Your File:
    Include the following key columns in your data; you can also download a template here.
    • Account ID - The unique CRM ID that maps to the individual households
    • Drop Date - When the letter was sent
    • Mailing Name - The name of the overall mailing campaign
    • Mailing ID (Optional) - A unique identifier for each mailing
    • Appeal Code (Optional) - The code that will tie individual gifts back to the CRM transactions. This is unique to the person meaning the same file can contain multiple appeal codes.
    • Category (Optional) - A way to classify the different campaigns. This is used with filters and additional reporting.
    • Package (Optional) - The unique package for each individual. Can be a code or a name.
    Once ready, click Upload, and select your file. After uploading, you can view it in the Files tab. You can upload multiple files and they will all be added into the system for reporting.
  • Note: The column names do not have to match the list above but they must remain consistent across files.

Step 3: Configure the File for Direct Mail Reporting

  1. Select the "+ Add" button next to your uploaded file name. This is found on the Files section of the settings.
  2. Enter the information below to create a data set that will allow multiple files to be added into Avid without any future effort.
    • Name: Choose a descriptive name for your data set. "Direct Mail Select" works.
    • Category: Select "Direct Mail Select".
    • Refresh Type: Choose "Append" which allows you to add multiple files over time. It will keep a continuous record of all mailings and recipients.
    • Deduplication (Optional): This determine how future files are deduplicated against it other (in case the same file is uploaded twice). We would suggest selecting the Account ID and Mailing ID columns. 
    • File Name Pattern: This is how Avid determines whether future files should be added to the same data set.
      • Full File Name: If the file name will be the same every time, leave the field as is.
      • Wildcard Matching: If the file name will vary from upload to upload, you have the option of entering specific words to look for such as "Direct Mail" or anything else. You can then add a % before and/or after the words which will allow it to match to those files. For example, if the file pattern were set as "direct_mail%", it would match a file named "direct_mail_september.csv" or "direct_mail_cultivation_20241010.csv".
  3. Press Next once finished.
  4. You can skip the optional Inclusion Filter screen.

Step 4: Map Your Data

After the inclusion filter, you will be on the final step of the setup process. At this point, you will align the columns found in your file to what they are called in Avid.

Use the drop downs on the left side to match to the Avid column on the right. After mapping the required fields, you can add any additional fields found in the file. If there isn't a default field, you can add a Custom Column which can be used for filters or potentially custom charts.

Pro Tips:

  • Flexible Columns: While column names in your file don’t have to match exactly, consistency in naming conventions across files ensures consistent processing.
  • Appending New Data: Always choose the "Append" refresh type for building a comprehensive dataset over time.
  • Custom Filters: Use mapped fields (like category or package) to apply filters in your analysis.

By following these steps, you can easily load and analyze your direct mail data, unlocking valuable insights for your fundraising efforts!