SayPro Directory Categorization and Filtering Form.

Document Title: SayPro Directory Categorization and Filtering Form
Document ID: SP-DIR-FORM-CATFILT-2025
Version: 1.0
Issued by: SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
Effective Date: March 2025
Authorized by: SayPro Marketing Royalty

1. Purpose of the Form

The SayPro Directory Categorization and Filtering Form is an internal data classification and sorting tool designed to enhance the usability, accessibility, and efficiency of SayPro’s digital stakeholder directories. This form supports the structured classification of stakeholder records—such as donors, sponsors, and campaign participants—into organized categories and enables advanced filtering for real-time analysis, reporting, and outreach planning.

The primary goals of this form include:

• Creating a standardized framework for tagging and sorting stakeholders
• Facilitating quick retrieval and grouping of records for targeted engagement
• Supporting SayPro CRM analytics, segmentation, and dashboarding
• Enhancing SayPro’s transparency and stakeholder tracking
• Reducing administrative time spent manually locating or organizing records

2. Who Should Use This Form

This form is intended for use by:

• CRM and data entry teams
• Fundraising coordinators
• Marketing and communication officers
• Sponsorship and donor relations teams
• Events and campaign managers
• Internal audit and data governance units

3. When to Use This Form

• During initial data entry of a new stakeholder record
• When updating or reclassifying records in the master directory
• Prior to launching campaigns requiring targeted audience selection
• During quarterly reviews and segmentation clean-up
• When preparing filtered reports for funders or executives

4. Key Features and Sections of the Form

Section A: Stakeholder Record Reference

Section B: Categorization Fields

These are the predefined classification tags to be assigned to each record for streamlined directory management.

Section C: Filtering Tags

These tags support real-time searchability and drill-downs via the CRM and reporting systems.

Note: These tags must match dropdowns or autocomplete tags in SayPro’s CRM to maintain consistency.

Section D: Notes & Special Considerations

Free-text section for any manual notes or non-standard observations that cannot be captured through dropdowns. For example:

• “Donor prefers to remain anonymous but agrees to receive newsletters.”
• “Company is interested in youth entrepreneurship sponsorship only.”
• “Requested future contact only after Q4 2025.”

Section E: Authorization & Submission

5. Integration & Data Storage

• This form is digitized and embedded in the SayPro CRM interface for seamless submission.
• All inputs from the form will directly feed into filterable directory fields.
• Export options available: CSV, Excel, JSON, PDF for internal reports or audits.

6. Compliance Considerations

• Personal and financial data handled during categorization must follow SayPro’s Data Protection and Privacy Policies.
• Stakeholders’ communication and publicity preferences must be respected and enforced.
• Internal access to directory filtering tools is role-restricted to authorized personnel only.

7. Benefits of Directory Categorization and Filtering

• Enhanced Operational Efficiency: Reduces manual record-sorting and supports fast data retrieval.
• Improved Targeting: Ensures campaign messages reach the right audience segments.
• Quality Reporting: Enables cleaner, more tailored analytics for stakeholder reporting.
• Relationship Management: Supports proactive engagement based on donor behavior and preferences.
• Strategic Insights: Helps identify trends, gaps, and high-value contributors across campaigns.

8. Review & Version Control

The Directory Categorization and Filtering Form should be reviewed annually by the SayPro Data Governance Committee, with updates implemented based on:

• Stakeholder feedback
• CRM system changes
• Regulatory updates
• Operational needs

Version updates are logged and distributed via internal communications and the CRM dashboard.

9. Conclusion

The SayPro Directory Categorization and Filtering Form is a strategic tool that brings structure, consistency, and efficiency to the way SayPro manages its diverse and growing network of stakeholders. By categorizing and tagging stakeholders correctly from the outset, SayPro empowers its teams to act with precision, communicate with relevance, and deliver greater impact across its campaigns and donor relations.