Support (offered by community volunteers) > Usability Improvements

Include Membership Tokens with Contact data in emails and PDF letters

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davidunwinubs13:
In various forum posts (including my own), users have requested the ability to include CiviMember membership record tokens (Membership type, Membership Expiry date etc.) with CiviContact contact record tokens (Address, City, Postcode etc).

At the moment, you can only access Contact record tokens. This is a real problem if you want to send renewal reminders out by snail mail rather than email (Believe it or not some people either can't or don't want to receive renewals by email)

I have had a quote from a UK Consultant to create a hook between contact and membership records to make both sets of tokens available for membership renewal in an offline mode (ie create renewal letters)

The cost of this is approx. £2,600 (UK Sterling). We as a small organisation could not fund it all, but we would be prepared to share the costs with other organisations. If you would be interested in contributing and  being involved in defining the requirements, please respond to this post or email me at david.unwin@marylebone.org.

Thanks
David

Donald Lobo:

1. Can you elaborate a bit more on the project scope. i.e. is it only restricted to exposing membership tokens on some specific membership renewal pages.

2. What membership fields do u want exposed as tokens

3. Can you ask them to describe how they plan on doing so.

lobo

davidunwinubs13:
Here are my answers:
1. Can you elaborate a bit more on the project scope. i.e. is it only restricted to exposing membership tokens on some specific membership renewal pages.
Answer - Effectively yes, I just want to be able to include any Membership token in a create email or create PDF letter ie something like this
---------------------------------------------------------------

{contact.individual_prefix} {contact.first_name} {contact.last_name}
{contact.street_address}
{contact.supplemental_address_1} {contact.supplemental_address_2}
{contact.city} {contact.postal_code}


Dear {contact.postal_greeting}


Your membership {membership_type} {membership_ entity} to {organization} expires on {membership_expiry_date}.


If you would like to renew your membership please send us {membership_fee} by return post


Thank you...............rest of letter
---------------------------------------------------------------------------------------------------------------

2. What membership fields do u want exposed as tokens


Answer: The ones described in answer 1, and any others that could be used ie membership start date for instance

3. Can you ask them to describe how they plan on doing so.


Michael McAndrew gave the following to me.. basic, but I could Ask Michael to elaborate

Your approach sounds sensible and would work.  I think it is also work exploring a fuller integration.  We would do this by adapting the already existing membership renewal functionality for the paper workflow, so we can, for example:
 adapt the logic that works out when a membership renewal email should be sent (and knows that a renewal email has been sent) so it is suitable for paper mailings

create a standard membership renewal paper letter template

There might be other functionality that we could hook into here, and I would advise a requirements gathering and specification stage where we gather input from the CiviCRM community before starting work on the code.

Michael McAndrew:
Hey there,

We gave the quote for this, though it was for more work that just exposing membership tokens :)

I think it is also work exploring a fuller integration that takes advantage of membership model a bit more and does similar stuff to the bin/UpdateMembershipRecord.php script.

So the project would include
* adapting the logic that works out when a membership renewal email should be sent
* knows that a renewal email has been sent
* create a task - batch and print pdf letters for people whose membership is about to expire
* print a batch again in case you deleted them :)
* create a standard membership renewal paper letter template

There might be other functionality that we could hook into here, and I thought a requirements gathering and specification stage would be useful to get more feedback from folks.

petednz:
If someone has several memberships will they all be listed or are you thinking that if you are sending to a Smart Group/Search for eg Membership Type X then it will only send relevant tokenised info?

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