This integration between Almabase and Raiser's Edge enables your organization to track email activities seamlessly. All emails sent through Almabase's Communication Center are pushed to Raiser's Edge as Actions on the constituent's record, providing a unified view of your engagement.
Testing Email Data Push
If you are syncing email data for the first time, we recommend starting with a test email sent to a small group of recipients, such as your internal team. This approach allows you to:
Familiarize yourself with the syncing process.
Review how email data appears in Raiser's Edge.
Once you’re comfortable with the process, you can confidently sync larger email campaigns, knowing exactly how the data will be organized and displayed.
Step-by-Step Guide to Syncing Email Data
Navigate to the Sync tab.
Go to the Communication Center in Almabase and select the Sync tab.
The tab lists all emails with a "Sent" status.
Here, only the emails with the "Sent" status are listed. If you do not see an email, it will still be in the Sending phase.
2. Understand the Sync Status
The Sync Status column indicates the state of each email. Here's what each status means:
Sync Status | What it means? |
Ready to sync | The email data has not yet been pushed to Raiser's Edge. |
Synced | Email data has been successfully pushed. |
Sync Errors | Errors occurred during syncing. Fix them to retry. |
Syncing | The email data is currently being pushed. |
3. Start the Sync
Click Sync and fill in the following fields:
Email Name - Provide a recognizable name to make it easily queryable on Raiser's Edge.
Action type - This is a mandatory field on RE for creating an action. Select from the dropdown of Raiser's Edge action types.
The category of an Action is another mandatory field on RE. This is set as "Email" by default.
4. Track Activities Automatically
The Almabase system creates an Action on the constituent record for the particular email and starts syncing — Deliveries, Opens, Clicks, and Bounces to that Action.
Once synced, you can view the details on the constituent record and Action list on RE.
Constituent
Action list
Mapping Almabase Email Data to Raiser's Edge
The email data on Almabase is mapped to Action attributes on RE as follows —
Field on Almabase | Field on RE Action |
Email internal Name | Custom field with Category "Email Name" |
Action Type | Action Type (As chosen by the admin) |
Email sent date | Action Date and Status Date |
Email Activity - Open | Custom field with Category "Opened" |
Email Activity - Clicked | Custom field with Category "Clicked" |
Email Activity - Bounced | Custom field with Category "Bounced" |
Email Activity - Delivered | Custom field with Category "Delivered" |
Common Errors and How to Fix Them
Errors during syncing are often due to incomplete or incorrect constituent information. Here’s a guide to resolving them:
Error | How to fix them? |
The recipient is not mapped. | Map the receipt to a record on Almabase |
The system record ID is missing in the mapped record | Add the System Record ID from RE to the record |
The system record ID is incorrect in the mapped record | Add the correct System Record ID from RE to the record |
Once the errors are resolved, syncing resumes automatically, and the sync status changes to Syncing.
Accessing Email Data in Raiser's Edge
Once your email data is synced, you can easily view and analyze it in Raiser's Edge. Follow these steps to make the most of the synced data:
Viewing Email Recipients in the Action List:
Open Raiser's Edge NXT (Web View) and navigate to Lists > Actions.
Click Build a New List to create a custom query.
Select the custom field "Email Name" and search for the email name entered while pushing.
The resulting list will display the email recipients associated with that Action.
Analyzing Email Data (Open Rates, Click Rates, etc.)
Email activities (e.g., Opened, Clicked) are stored as custom fields within the Action and can be queried.
You can add filters on these attributes either from the database view or the web view.
FAQs
What permissions are required to sync data?
The connected Raiser's Edge account must have Solution Admin access. On Almabase, only Site Admins can perform syncing.
What API is being used to sync?
We use SKY APIs for all integrations with Raiser's Edge. The one used for email data sync is the Create Action API.
After syncing it to RE, the additional recipients might open or click on the email. How do we ensure these are also captured?
Once the email data is synced, the Almabase system ensures all subsequent unique activities like delivery, opens, clicks, and bounces are synced to RE automatically.
Does this only push delivered, opened, clicked, and bounced information?
Yes.
After syncing to RE, if there are more clicks and opens by the same constituent on the email, will that be synced again?
No. Only unique activities are synced. For example, when a constituent opens the email, the activity is pushed to RE. If the constituent opens it again, it won't trigger the push.
Why don't I see all my emails under the "Sync" tab?
This is probably because the email is not sent yet. You can go to the Sent tab to view the email status or go to the email to view the complete email report.
I don't see the emails sent for the Event through Guest Communication or event invitee emails. Why so?
Only the emails sent through the Communication Center can be synced to RE today. We are working on enabling sync for all emails sent through the platform.