Gift Processing

Purpose

• This article explains how to process gift documentation in AiryGifts, from adding documents into the system to reviewing, processing, completing, and preparing gifts for donor communication. 

The standard AiryGifts gift processing flow is:

Acquire Gifts → Process Gifts → Processed Gifts → Receipt & Thank

Before you begin

Make sure you have:

• Access to AiryGifts
• Permission to acquire or process gift documentation
• The correct workflow information for the gifts you are processing
• The correct acquisition template, if your organization uses templates
• Access to Raiser's Edge NXT, Blackbaud CRM, or the connected CRM, if you are entering or reviewing gifts
• Any required batch, fund, campaign, appeal, location, or department information

1. Acquire Gifts

Use Acquire Gifts to add new gift documentation into AiryGifts.

This is typically the first step when new gift documents are received through mail, scanning, or file upload.

To begin, navigate to:

Dashboard → Acquire Gifts

Select the workflow type

This option is configuration-dependent.

If your organization uses multiple workflows, select the workflow type that matches how the gifts should be processed.

Examples may include:

The workflow type may determine:

• Workflow steps
• Available actions
• Ownership routing
• OCR behavior
• Processing rules

Select the acquisition template

This option is configuration-dependent.

An acquisition template controls how documents are ingested and prepared for processing.

Depending on your configuration, templates may control:

Examples of acquisition templates may include:

• Check processing template
• Credit card donation template
• Pledge processing template
• Unsorted gift documentation template

Upload or scan documents

After selecting the required workflow and template, add the gift documents.

After upload or scanning, AiryGifts prepares the documents for processing.

Depending on your configuration, AiryGifts may:

• Create workflow items
• Assign the selected workflow
• Apply template rules
• Separate documents
• Assign the starting step
• Store the documents
• Add the items to the Process Gifts grid

Once acquisition is complete, the documents are ready to be processed.

2. Process Gifts

Use Process Gifts as the main workspace for active gift processing.

This is where gift processors review documents, update properties, run OCR if available, complete workflow actions, and move items toward completion.

To open the work queue:

1. Open AiryGifts.
2. Select Process Gifts from the left menu.
3. Select the correct workflow, if required.
4. Use filters to find the items you need to process.
5. If available, enable Show only my items to view items assigned to you.
6. Click Refresh.

Open a document

To review or process a document:

1. Click the document from the Process Gifts grid.
2. AiryGifts opens the document viewer and related fields or properties.
3. Review the document.
4. Complete the action required for the item’s current workflow step.

Depending on the workflow step, you may be able to update properties, run OCR, complete deposit review, enter the gift, skip the item, or mark the item as completed.

Edit or manage properties

This option is configuration-dependent.

Properties help organize and route gift documents through the correct process.

Depending on your setup, users may be able to update properties such as:

These properties may be used for assignment, workflow routing, filtering, reporting, and deposit grouping.

OCR processing

This feature is configuration-dependent.

OCR may be available when your organization uses structured forms or templates that support automated field extraction.

OCR can help extract information such as:

To use OCR:

1. Open the document.
2. Click OCR, if available.
3. Review the extracted values.
4. Correct any values that are missing or incorrect.
5. Continue with the required workflow action.

Important: OCR is an assistive tool. Always review extracted values before using them for gift processing.

3. Workflow processing actions

Workflow actions move documents from one step to the next.

The actions available depend on the item’s current step and your organization’s workflow configuration.

Entered

Use Entered when the gift has been successfully entered into Raiser's Edge NXT, Blackbaud CRM, or the connected CRM.

This action is commonly used in side-by-side entry workflows after the gift has been entered and the document has been associated with the gift record.

Depending on your configuration, selecting Entered may:

• Move the item to the next workflow step
• Mark the item as processed
• Move the item toward completion
• Support document association with the gift record

Note: For detailed manual entry instructions, Click here.

Skip

Use Skip when a document cannot be processed immediately.

Common reasons include:

• Missing donor information
• Possible duplicate gift
• Research needed
• Bad or incomplete scan
• Missing fund or coding information
• Item assigned to the wrong batch or workflow

Skipped items remain available for review and can be reprocessed after the issue is resolved.

Acknowledged & Receipted

This action is optional and configuration-dependent.

Use Acknowledged & Receipted only if your organization tracks acknowledgement or receipt completion inside the workflow.

This action may be used when donor communication has already been completed and the item is ready to move forward or close.

Not all workflows use this action.

Workflow History

Use Workflow History to review the activity on a workflow item.

You can do so by opening an item and clicking on Workflow History

Depending on your configuration, Workflow History may show:

Workflow History is useful for audit review, troubleshooting, and process tracking.

Additional document actions

Depending on your permissions and configuration, you may have access to additional document actions.

Note: Deleting an AiryGifts workflow item does not delete a gift record that already exists in the connected CRM.

4. Processed Gifts

Use Processed Gifts to view documents that have completed gift processing.

Processed Gifts is separate from the active work queue so users can distinguish between work in progress and completed processing.

A document may appear in Processed Gifts after it has been:

• Entered
• Validated
• Associated with the correct gift record, if applicable
• Completed in the workflow

Depending on permissions and configuration, users may be able to:

• View processed documents
• Search completed records
• Filter by batch or other values
• Download documents
• Review workflow history

Processed Gifts is useful for audit review, research, and confirming that prior gift documentation was processed.

5. Receipt & Thank You

This feature is optional and configuration-dependent.

• User Receipt & Thanks when your organization manages donor acknowledgements or receipts through AiryGifts.
• Receipt and thank-you processing is often handled separately from gift entry because donor communication may be completed in batches, by a different team, or after additional review. 

Select gifts for receipt or acknowledgement processing

Depending on your configuration, users may be able to select gifts by:

Workflow summary