Back to UpdatesNew! Build 10,000 Personalized Sites and Reports at Once
How we removed the bottlenecks from your biggest communication projects—and gave you unlimited ways to organize your work
We heard you loud and clear.
When you’re processing thousands of stewardship reports or building cultivation sites for your entire prospect pipeline, the 250-record limit was creating unnecessary work. You were splitting cohesive projects into artificial batches, resetting configurations multiple times, and losing momentum during your busiest seasons.
So we rebuilt the workflow from the ground up—for both cultivation sites and stewardship reports.
Three Major Changes That Transform How You Work
1. Process 10,000 Records at Once (Up from 250)
Auburn University processes 8,000+ stewardship reports annually. Under the old system, that meant 32 separate batches. Boston University’s prospect development team manages hundreds of cultivation sites across multiple campaigns. Multi-school institutions coordinate donor communications across numerous colleges, each with distinct needs.
The pattern was clear: advancement teams needed technology that matched the scale of their actual work, not arbitrary limits that forced fragmented workflows.
What this means for you:
- Build your entire annual reporting cycle in one coordinated push
- Process complete prospect cohorts without artificial segmentation
- Eliminate the overhead of managing dozens of separate batches
- Maintain strategic coherence across large-scale communications
We set the ceiling at 10,000 to ensure processing speed stays fast. Most teams process 500-3,000 records per batch, which means you have substantial room to grow.
2. Unlimited Content Presets (Replaces Single Default Settings)
Here’s a scenario we heard repeatedly: Your donor relations team builds scholarship reports Monday morning. Your athletics development team needs to process their donor communications Wednesday. But there’s only one set of “Builder Default Settings”—so someone’s careful configuration gets overwritten.
Or your law school, business school, and medical center each need distinct messaging, but you’re constantly reconstructing the same content stacks because there’s no way to save multiple configurations.
Content Presets solve this. Think of them as unlimited save slots for your different communication strategies. Each preset stores:
- Greeting messages and image
- Complete content panel sequence
- Brand association
- Report update tab naming conventions
- Everything you need to build that specific type of communication
Real-world application:
Your team can now maintain separate presets for:
- First-touch prospect introductions vs. solicitation-ready proposals
- Annual comprehensive reports vs. mid-year updates
- School of Law vs. College of Engineering donors
- Scholarship stewardship vs. endowment performance reporting
- Board member engagement vs. major gift prospect cultivation
As one early user told us: “This is super helpful because it eliminates the need to reset settings every time different people or work streams need to build communications within our shared account.”
Your existing Builder Default Settings? They’ve been automatically converted to Content Presets. Nothing is lost, and now you can create as many as you need.
3. Choose Exactly Which Funds Appear in Each Report
A donor contributed to five funds last year but only three this fiscal year. Do you show all five (potentially confusing)? Or unlink the inactive funds from their record (affecting historical reports and future tracking)?
Neither option was ideal.
The new approach gives you surgical control during the batch build process. You can:
- Select specific funds for individual donors within the same batch
- Apply fund selections across groups (all scholarship donors see only scholarship funds)
- Control visibility of fund data elements (show details but hide performance graphs when strategic—no more creating duplicate funds to separate financials from impact)
- Handle up to 70 funds per donor without overwhelming recipients
The critical advantage: You can tailor the exact fund content you want to include in a donor’s report or report update tab, while keeping your CRM relationships intact. Fund and panel selections affect only the current communication, and your data integrity remains protected.
How the New Workflow Actually Works
We reorganized the process to follow the logical sequence of decisions you actually make:
Step 1: Choose your records
Filter by tags, giving level, prospect stage, fund association—whatever criteria make sense. Select 50 records or 5,000.
Step 2: Configure funds (stewardship reports only)
Choose which funds each donor will see.
Step 3: Apply a Content Preset
Select from your library of saved configurations. Apply the law school preset to law school donors, the scholarship preset to scholarship recipients, and so on—all within the same batch.
Step 4: Review and refine before building
This is your quality control checkpoint. See exactly what will be created. Make adjustments to individual records or subgroups. Change a donor’s fund selection or swap their content preset—all without affecting others in the batch.
Step 5: Build
Click build and watch the platform generate thousands of personalized communications simultaneously.
The entire process moves from sequential batching to parallel processing. You maintain personalization while dramatically improving efficiency.
What This Means for Different Teams
For Multi-School Institutions:
Your law school, business school, and medical center can each maintain their distinct identity and messaging—all processed in coordinated batches that ensure consistent quality and timing. Institutions like Boston University and University of Virginia use this approach to honor college-specific brands while maintaining institutional standards.
For Healthcare Grateful Patient Programs:
Process thousands of patient-donor acknowledgments while maintaining HIPAA compliance and personalized gratitude. Children’s hospitals using Ovrture have processed 4,200+ annual acknowledgments with this workflow.
For Prospect Development Teams:
Build 500+ cultivation sites simultaneously while maintaining individual relevance. Apply “initial introduction” presets to new prospects and “solicitation-ready” presets to donors in final cultivation stages—all in the same strategic push.
For Shared Advancement Teams:
Donor relations, major gifts, annual fund, and gift planning can each maintain their own communication strategies without overwriting each other’s configurations. No more asking “who changed the settings?”
Why We Built This
Every enhancement to Ovrture emerges from listening to advancement teams using the platform every day.
Auburn’s scale revealed the 250-record constraint. Client feedback from shared team environments highlighted the single-configuration bottleneck. Complex fund portfolios at institutions like Boston University and Texas Christian University demonstrated the need for surgical visibility control. Multiple multi-school institutions showed us the importance of flexible content strategies.
Our development philosophy is straightforward: Advancement professionals understand their operational needs better than we do. Our role is to listen deeply, build thoughtfully, and deliver capabilities that amplify your existing strategies rather than imposing vendor-determined workflows.
These enhancements also reinforce what makes Ovrture fundamentally different. We’re the only platform purpose-built for both cultivation (asking) and stewardship (thanking) in one seamless system. These workflow improvements apply equally to both, because we understand that major donor relationships don’t have artificial breaks between “cultivation” and “stewardship”—they’re continuous conversations that deserve continuous technology support.
Getting Started
For Current Ovrture Users:
The enhanced workflow is already live in your system. Your existing Builder Default Settings have been migrated to Content Presets—everything’s preserved, with unlimited capacity to create more.
Recommended adoption path:
- Week 1: Explore the new capabilities, identify additional preset strategies your team needs
- Week 2: Build your first Content Presets, test the batch review process with a small group
- Week 3: Schedule training with our team (contact Remy Erkel or Gideon Rosen)
- Week 4: Process your next major batch using the enhanced workflow
For Teams Evaluating Ovrture:
If you’re looking at donor engagement platforms and wondering how to maintain personalization while scaling both cultivation and stewardship programs, we’d welcome the conversation.
Schedule a demo: Contact Cory Andersen at cory@ovrture.com
What’s Next
This workflow enhancement continues our evolution toward giving advancement teams unprecedented control over donor communications throughout the complete relationship lifecycle.
We’re currently developing:
- AI-powered content recommendations based on engagement patterns
- Enhanced multimedia storytelling tools with video integration
- Expanded team collaboration features for complex approval workflows
- Predictive engagement analytics identifying optimal communication timing
As always, we’re building in partnership with the advancement community we serve. Your feedback shapes our roadmap, and these enhancements prove we’re listening.
Questions about the new workflows? Ideas for future capabilities? We’re here.
Remy Erkel
Assistant Account Executive, Client Engagement
Remy Erkel
Assistant Account Executive, Client Engagement
As part of the client engagement team, Remy continually engages with key contacts to ensure smooth adoption of Ovrture, helping fundraising teams become expert Ovrture users. He guides clients through every step of the onboarding process, helping new users get up-and-running and ensuring that experienced users can make the most of Ovrture’s powerful features. Remy believes that anyone and everyone can be a digital expert with the right support and training, regardless of their previous technology experience.
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