Donors Table
Updated 2 weeks ago
Donors Table
Use the Donors page when you need to review donor records, find a specific donor, update donor table views, export donor data, or work with selected donors in bulk.
Open Donors from the sidebar. The page may show a donor worksheet or a classic table, and both use your donor records and saved reports.
The Donors page gives your team a searchable, sortable worksheet for donor records.
Walkthrough: reviewing, sorting, and searching the Donors table.
Choose the Donors You Want to Review
Start by choosing the donor record set that matches the work you are doing.
All Donors shows donors across available donor profile forms when your role has all-donor access.
Donor profile or form views show donors connected to one donor form.
Archived Donors shows donors that have been archived.
Saved Reports reload saved filters, visible columns, column order, sorting, and view settings. Save a report with Save as new report or Create report.
The view selector switches between donor forms, archived donors, and saved donor reports.
Select a specific donor profile/form before adding a donor or archiving donors. Add Donor and some bulk actions are disabled from the all-donors view because Gratona needs to know which donor form should store the record.
Read and Sort the Table
Each row represents one donor. The donor identity column stays visible while you scroll horizontally through additional fields.
Use the table to:
sort by a column when the column header allows sorting
open a donor profile from the donor row
edit donor details when your role allows donor management
change page size or move through pages from the footer
select individual rows, the current page, or all matching donors when bulk work is needed
The columns you see depend on the active donor form, saved view, and fields your team has chosen to show.
Search and Filter Donors
Use Search donors for a quick search across the searchable donor fields in the current view.
Use the filter builder when you need a more specific list, such as donors with a certain field value, date range, or blank field.
Select the filter control.
Choose the field to search.
Choose the comparison.
Enter or select the value when the comparison needs one.
Apply the filter.
Filters help you narrow the donor table by donor fields, system fields, dates, and saved conditions.
Active filters appear above the table. Clear a single filter from its filter chip, or clear all filters when you want to return to the unfiltered view.
Save a Report
Save a report when you want to reuse a donor list, column layout, sort order, or set of filters.
Filter or search the donor table.
Choose the columns you want to show. Select
Save as new report, enter a clear report name, then select Create report. In the classic table, use the Create Report tab.
Saved reports are available from the view selector and supported reporting workflows.
Show, Hide, and Save Columns
Use Columns when you want the table to answer a specific question without changing donor form fields.
The Columns menu controls which donor fields are visible in the current table view.
You can show or hide donor fields, system fields, and engagement-related columns when they are available. Saving the report keeps that column setup for later.
Use Manage form only when you need to change the actual donor form fields. That changes the data structure admins collect for donors, not just the table display.
Export or Import Donors
Use Export / Import when you need a CSV of donor records for reporting, finance handoff, or offline analysis.
Confirm the active view, columns, search, and filters.
Select Export / Import and choose your option:
Current page CSV — downloads the rows currently shown on the page.
All as CSV — starts a background export of all donors matching the current view.
All sent to email — starts a background export and emails a download link when ready.
Export and import actions are grouped together so admins can download donor data or begin a donor CSV import.
Large exports are prepared in the background. A progress section appears at the top of the page while processing and provides the download when ready.
Only start an import when you are ready to upload a CSV and review the import workflow. Imports can create or update donor records, so use the import tools intentionally.
Work With Selected Donors
Select donors when you need to take action on a group. After selecting rows, bulk actions appear above the table.
Bulk actions appear after you select donors from the active donor view.
Depending on your permissions and enabled integrations, bulk actions can include:
sending tax summaries
generating mailings
bulk editing donor fields
assigning a fundraiser or relationship manager
archiving selected donors
syncing selected donors to QuickBooks
When you select all donors on the current page, Gratona may offer a second option to select donors across pages. Review the selected count before running a bulk action.
For Bulk Edit, use individual rows or the current page when working with a filtered list. Selecting all donors across pages can update every donor in one donor form, including donors outside the current search and filters. In All Donors, Bulk Edit uses the first donor form for that action.
Review Archived Donors
Use Archived Donors when you need to review records that are no longer active in the main donor table.
Archived Donors shows records that can be restored or permanently deleted when your role allows it.
Select archived donors when you need to restore them. Permanently delete archived donors only when your organization is ready to remove those records.
Permissions
Your role controls what you can see and do on the Donors page. You may not see every action described here. Add, edit, import, archive, restore, delete, donor duplicates, households, QuickBooks sync, mailings, reports, and donor form management can all be permission-gated.