Portfolio File FAQs
This article answers common questions about Portfolio Files, including eligibility, formatting, submission cadence, and how portfolio data is used by the Virtual Engagement Officer (VEO).
Can I include donors from non-US countries in my portfolio file?
As of January 2026, only U.S. and Canadian addresses are compatible with Version2.
Each country has different rules and regulations related to donor privacy and communications. Currently, the Version2 system is configured to support donors who reside in the United States and Canada.
We are actively working toward supporting additional countries and will share updates as they become available.
Can or should I include PO Boxes as the donor address?
Addresses are used in Version2 for two primary purposes:
- Segmenting donors for event invitations
- Sending robotic handwritten notes
You should include whichever address is most appropriate for those uses. If a donor’s PO Box is located in the same city or region as their physical residence, a PO Box will generally work for both purposes.
Where should I store a donor’s nickname or preferred name?
Version2 VEOs most often use a donor’s name to address them directly.
For that reason, include the donor’s nickname or preferred name in the FIRST_NAME column of the Portfolio Template.
If I want to remove someone from a portfolio, do I just stop including them?
No. The Portfolio File is an add/update file only.
If you want to remove someone from a portfolio, you must submit a Portfolio Management File. Simply omitting a donor from the Portfolio File will not remove them from VEO outreach.
Why do I need to submit my portfolio file weekly?
The Portfolio File serves several critical functions:
- Notifies the VEO of updates to donor contact information
- Powers participation and retention reporting
- Enables year-over-year portfolio performance comparisons
- Provides the full picture of portfolio composition
The Portfolio File reflects cumulative donor giving within the fiscal year, while the Gift File contains gift-level detail for stewardship. Both files are used to generate the Manager Report.
What’s the difference between a Portfolio File and a Portfolio Management File?
- Portfolio File: Used to add or update donors and maintain the active portfolio
- Portfolio Management File: Used only to inactivate or graduate donors
Graduated donors are those who have moved from VEO outreach to a human gift officer’s portfolio.
What happens if my headers don’t match the Portfolio Template exactly?
If submitted headers do not match the Portfolio Template exactly, the system will skip that data entirely—meaning updates or additions will not be made.
If your file is not automated, a helpful best practice is to:
- Copy the header row directly from the Portfolio Template
- Paste it into your file to ensure an exact match
Do I need to submit multiple portfolio files if we have more than one VEO or portfolio?
No. All portfolio data can be submitted in a single file.
In the PORTFOLIO column, indicate which portfolio each donor belongs to. Be sure that the portfolio name exactly matches what was originally submitted—otherwise, the system will create a new portfolio.
Is there anything special I should know about CRM IDs with leading zeros?
Yes. Leading zeros can sometimes be removed when opening files in Excel.
If leading zeros are stripped:
- Version2 may create duplicate donor records
- Donors could receive duplicate outreach
CRM ID is the primary key in Version2. If the ID does not already exist in the system, a new record will be created. Please take extra care when submitting files if your CRM IDs contain leading zeros.
If you have questions about Portfolio Files, formatting, or submission workflows, please contact version2support@givzey.com