Returned Mail Entry - PosiGive
The Returned Mail Entry function allows you to process hundreds or even thousands of returned mail pieces, quickly and efficiently. Ideally your organisation will have added unique barcodes to each mail piece that can be used to scan in returned items. You can also identify mail pieces through a manual search process.
This function allows you to update a variety of fields on each contact and campaign member. Usually the Returned Mail flag is set, which increments a counter on the contact and updates the associated Campaign Member record’s status using the configured Return Mail Status value in PosiGive Settings. If no status is configured, the default status is Undeliverable. Other flags, such as Deceased or Do Not Contact, can also be updated.
If a contact’s Returned Mail Count hits the configured Return Mail Count Limit threshold (often 2 or 3), then the contact’s Address Unknown flag will be set automatically. Your organisation should then make attempts to contact the supporter by other means and update the address.
If a response is received via mail from the donor or their address is updated at any time, the Address Unknown and Returned Mail Count flags will be reset.
Note: The Return Mail Count Limit and Return Mail Status can be configured in PosiGive Settings under Advanced Settings → Return Mail Entry. These settings control when the Address Unknown flag is automatically set and what status is applied to associated Campaign Member records during returned mail processing.
Let’s look at the Returned Mail Entry window.
Processing Mail Entry
Go to App Launcher and search for Returned Mail Entry.
Returned Mail Entry has four sections, and this is what it looks like:
You can use the Barcode field to search for a contact or campaign member. If your organization uses barcoding, simply place the cursor in the Barcode field and scan the barcode on the mail piece. The system will automatically find and display the related Campaign Member and Contact records.
Returned Mail Entry also provides audio feedback when scanning barcodes, so you can confirm whether a scan was successful without needing to look at the screen. If an invalid barcode is scanned or entered, an inline validation message displays in the barcode area to help you identify and correct the issue.
The Barcode field is used to quickly locate Campaign Member records via barcode scanning.
The Search field is auto-populated — it will show the Campaign Member’s name once the barcode is entered.
The Auto Add Entry checkbox is only used when scanning barcodes. When enabled, it automatically adds the entry to the record after a successful scan.
In the Mail Preferences section, specify which flags should be set.
Returned Mail indicates that the mail was undeliverable. As a result, the Returned Mail Count for the contact should be incremented, and the associated Campaign Member record should be updated using the configured Return Mail Status. If no status is configured, the default status is Undeliverable.
Address Unknown indicates that the postal service was unable to deliver the mail because the provided address does not match any known recipient or location in their system. This status specifies that the contact’s Address Unknown flag should be set immediately.
Deceased indicates that the intended recipient of the mail is reported as deceased. When this status is received, the contact’s Deceased flag should be set immediately, and no further mailings should be sent to this individual.
Do Not Contact indicates that the recipient has requested not to receive any further communications. This status should be respected across all channels (mail, phone, email, etc.), and the contact's Do Not Contact flag should be set immediately to ensure compliance with privacy and communication preferences.
Do Not Mail indicates that the contact should no longer receive physical mail communications. This status may be set due to a recipient's request, legal restrictions, or internal policy. The Do Not Mail flag should be applied immediately to ensure the individual is excluded from all future direct mailings.
Click the Add Entry button. The contacts and their mail preferences will be added to the Records pane below the Mail Preferences section.
This section is where the Contact name or Campaign member will be recorded after adding an entry. It will automatically reflect the selected Mail Preferences. It is also where you can process or update by clicking the Process button.
If the Auto Add Entry is ticked, it will automatically add in the Records after adding the Barcode and setting the Mail Preferences.
Select the contacts and click Process to update the Contact records.
You can select multiple Contact records to process them together.
After you click Process, a confirmation message displays: “The return mail process has started. Depending on the number of records, this may take a few minutes. This page can be closed.” Click OK to refresh the page and return to the first screen.
Click Delete Entries if you want to delete an entry from the list, click the box next to the contact’s name. You can delete as many entries as you want all at once.
To make changes, click the "Edit Entry" button. Remember that you can only change one entry at a time.
Click "Review List" to view all records, as the data table can only display 20 records at a time.
After processing the Contact records, the system will now process your entries. Contacts and campaign members will be updated with the correct mail preference flags.
Campaign Member records will also be updated with a status to show that they have been included in the returned mail entry process. The status is based on the configured Return Mail Status value, or Undeliverable if no value is configured. This will then be reflected in your campaign results.
Changes made to the Mail Preferences will be reflected in the Contact details of the Fundraising Extension Info.