Gratona
Zapier

Map campaign donations to Bloomerang with Zapier

Updated 2 weeks ago

Use this guide when your organization sends Gratona donations to Bloomerang through Zapier and wants campaign gifts to reach a specific fund and appeal. It applies to both online gifts and payments entered manually in Gratona.

For gift-entry steps, see Record a check or offline gift for a campaign. If you use Gratona's direct Bloomerang integration instead of Zapier, follow the setup for that integration. Avoid having both integrations create the same gifts.

Understand the fields

  • Gratona campaign: the fundraising program that groups the gifts.

  • Gratona designation: the particular destination selected for a gift within that program.

  • Bloomerang fund: the fund assigned to the donation in Bloomerang.

  • Bloomerang appeal: the appeal assigned to the donation in Bloomerang.

Names do not have to match. For example, a Gratona campaign called Winter Meals can send donations to the Bloomerang fund Community Projects and appeal Winter Meals Appeal.

Before you start

Have access to the existing donation Zap, the correct Gratona and Bloomerang accounts, and the intended fund and appeal in Bloomerang. Confirm the fund and appeal with the person responsible for your organization's reporting. Formatter lookup tables and Paths require a Zapier plan that supports them, such as Professional or higher.

Use your existing Zap's routing where possible. Do not add a second Zap that also creates the same donations.

1. Load the right donation sample

  1. Open your existing Zap and its Gratona New Donations trigger. The app listing may still be named HelpYouSponsor.

  2. Check Payment Source: leave it at the default to include both online and offline gifts. Choose Offline / Manual Payments only when this Zap is intentionally limited to payments entered manually.

  3. Test or refresh the trigger using a gift assigned to the campaign you want to map.

  4. Confirm the sample's Designation Program Name and Designation Name. Copy the appropriate ID for your routing rule.

Field

Use

Designation Program ID

Give every designation in a campaign the same Bloomerang destination.

Designation ID

Give one specific designation its own destination.

Donation ID

Identify the gift allocation for matching, updates, and duplicate checks.

Use IDs from your own sample. IDs remain stable when names change. See New Donations for the complete trigger, amount, giving-source, and date guidance.

2. Add the mapping to your existing routing

Choose one approach below. If your Zap already has routing, extend it instead of adding a second donation-creation action.

Option A: Use lookup tables for the fund and appeal

Use this when the donation steps stay the same and only the destination changes.

  1. Add Formatter by Zapier, select Utilities, then choose Lookup Table as the transform. Use Designation Program ID as the Lookup Key, or Designation ID for a single designation.

  2. In the table's Key column, enter the ID from your Gratona sample. In Value, enter the corresponding Bloomerang fund ID. Obtain that value from the Fund dropdown in your connected Bloomerang action; do not use the Gratona ID as the destination ID. You can also use the dropdown's menu to Add lookup table step from its available choices, then replace the lookup keys with the appropriate Gratona IDs.

  3. Add a second lookup with the same Gratona key and the corresponding Bloomerang appeal ID as its value. Preserve the rows for other gifts in both tables.

  4. Test both lookups. In Bloomerang's Create Donation action, use the fund lookup's output as the custom value for Fund and the appeal lookup's output for Appeal.

  5. For this workflow, which requires both fields, continue to Create Donation only when both lookup results exist and match a reviewed destination. Do not use a catch-all fund or appeal for an unknown ID. A blank lookup key can return no output even when a fallback is set. Review stopped or unmatched runs in Zapier History.

For the example, the Gratona campaign ID maps to the Bloomerang IDs for Community Projects and Winter Meals Appeal. Use the actual IDs from your own two accounts.

Option B: Use Paths for different actions

Use this when a campaign needs its own sequence of actions. To route by a stable numeric ID without relying on a name comparison:

  1. Add a Formatter > Utilities > Lookup Table step whose key is Designation Program ID (or Designation ID). Map the relevant ID to a text routing label, such as winter-meals. Include reviewed labels for the other routes your Zap handles.

  2. Add or open Paths after that lookup and before donation creation. In the campaign branch, compare the lookup output with (Text) Exactly matches and enter winter-meals.

  3. Keep the existing constituent matching steps. In this branch's Create Donation action, select the intended Bloomerang Fund and Appeal.

  4. Make the creation branches mutually exclusive. Unknown or blank routing labels should go to a review path without creating a donation. Check where Zapier moves existing actions when adding Paths, and remove any overlapping creation route.

Set Bloomerang's Campaign field only if your organization also uses one for these gifts. A Gratona campaign does not automatically require a Bloomerang campaign.

Review filters before either approach. A rule requiring a child, a sponsorship ID, or an online payment method can exclude pooled or offline gifts.

3. Preserve gift amounts, dates, and ownership

Map Individual Transaction Amount for the allocation being sent. Payment Transaction Amount can be the total of several allocations; sending that total for every allocation overstates giving. Map Gift Date to the donation date and keep Deposit Date separate.

Keep your existing donor, giving-source, and soft-credit mappings. A campaign rule changes the destination, not who owns the gift. For DAF and IRA/QCD details, follow Record a received DAF grant, Record a received IRA/QCD gift, and the New Donations guide.

4. Test without creating duplicates

  1. Test the routing with a campaign gift and with a gift from another campaign or program. Confirm each reaches only its intended route.

  2. Review the mapped donor, allocation amount, gift date, payment method, fund, and appeal.

  3. Before testing Create Donation, check whether that sample gift already exists in Bloomerang. Testing this action creates a real record. Do not replay an existing gift into a creation action.

  4. Use one real gift that has not already been sent to verify the result in Bloomerang, then publish the reviewed Zap changes and monitor the next run.

Store the Bloomerang transaction ID against the Gratona Donation ID for each allocation. An Updated Donation workflow should update that same transaction rather than create another gift. Changing a gift does not replay its previously consumed New Donations event.

Troubleshooting

Checks are missing, but online gifts arrive. Check Payment Source, filters, and path rules. Review the run in Zapier History for the first step that stopped or failed.

The fund or appeal is wrong. Confirm the routing ID, the branch or lookup result, and the Fund and Appeal values passed to Bloomerang. Matching names alone do not create a mapping.

The gift appears twice. Check overlapping paths, multiple active Zaps, another integration sending the same gift, and action tests or replays. Identify the duplicate records before correcting them.

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