✏️Prompts

Sort donors into year-end groups with spreadsheet formulas Prompt

Prompt

Help me sort our donor list into year-end groups using spreadsheet formulas. Do not sort the donors yourself. Give me formulas I can add as new columns, so the spreadsheet tags every donor and I can check the logic.

Today's date: [DATE]
"This year" means: [JANUARY 1 – DECEMBER 31, OR OUR FISCAL YEAR DATES]

Groups, in priority order (each donor gets only the first group that fits):
1. DO NOT ASK: marked do-not-solicit or do-not-email
2. TOP DONORS: gave [AMOUNT, FOR EXAMPLE $1,000] or more in total over the last [NUMBER] months, or are on this list of donor IDs: [IDS OR "NONE"]
3. MONTHLY DONORS: have an active recurring gift
   - Mark NEW MONTHLY instead if the recurring gift started in the last [NUMBER, FOR EXAMPLE 3] months. They get a thank-you, not an upgrade ask.
4. SKIPPED THIS YEAR: gave in at least one of the last [NUMBER] years, but nothing this year
5. FIRST-TIME DONORS: their first and only gift was this year
   - Mark TOO RECENT instead if that gift was in the last [NUMBER, FOR EXAMPLE 30] days. They get a thank-you, not a second ask yet.
6. EVERYONE ELSE: gave this year and doesn't fit a group above

Please give me:
1. The helper columns I need (for example: total given in the last 12 months, last gift date, first gift date, gave this year Y/N), each with an Excel formula and the column it goes in.
2. One GROUP column formula that applies the priority order above.
3. A COUNTIFS summary table showing how many donors are in each group.
4. The edge cases our data might create (for example, a monthly donor who also made a large one-time gift) and how the formulas handle each.
5. Anything you assumed about our columns that I should confirm.

If our export has one row per gift instead of one row per donor, first tell me how to build a one-row-per-donor summary (for example, with a pivot table), then give the formulas for that summary.

OUR COLUMN HEADERS AND 5 SAMPLE ROWS:
[PASTE. USE DONOR IDS, NOT NAMES]

Watch out for

Control: Spot-check 10 donors in each group by hand before you write anything.

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