Routing proposals to a mailbox based on location

Admins can work with Benevity to add location-type questions to application forms so applicants can select from the locations you’ve created in the location manager. Capturing location at submission helps route proposals to the right mailbox (when configured) and adds consistent location data for reporting and operational workflows, so your team spends less time sorting and more time reviewing the right work.

Adding location-type questions to application forms

Location questions let applicants choose from locations your org maintains in Location Manager.

• Use Location question type when the application should tie to one location.
• Use Location list question type when applicants may need to select multiple locations and you want that captured on the proposal record.

If you want help adding location-type questions to an application form, contact Benevity Support so the setup matches your program design and routing needs.

Configuring an identifier type for locations

Mailbox routing depends on how your organization configures locations. When an applicant searches for a location on an application, the proposal can route into the proposal mailbox associated with that location.

You can choose to assign mailboxes to locations in the location Settings. Open the Locations tab and select Settings. If you don’t see Settings, you may not have the Location.Manage permission.

First, choose a reference for how locations are identified:

• Mailbox
  • Use this when your organization’s locations tie directly to existing mailboxes.
  • Admins can select only an existing mailbox.
  • The Reference ID field is read-only and becomes the Mailbox ID.
• Reference ID
  • Use this when you manage your own integration identifiers, and mailbox routing depends on your internal mapping.
  • Supports non-mailbox identifiers (for example, LOC-001 or STORE-NYC-01).
  • The Reference ID field is editable.

If you choose Mailbox, the Share mailboxes setting controls whether multiple locations can use the same mailbox:

• Enabled: Multiple locations can share the same mailbox.
• Disabled: One mailbox per location. Admins can’t assign the same mailbox to more than one location.

Assigning mailboxes to locations 

If you’ve chosen Mailbox as the identifier for locations, a Mailbox dropdown is displayed when creating a location. 

Changing a proposal’s location (and mailbox) 

Admins can add or update a proposal’s location after submission. Common reasons include:

• Correcting an applicant’s selection
• Moving work to a different operational team or mailbox
• Adding location metadata for reporting or downstream workflows

To update or add a location, go to the Location tab on the proposal. If the new location is assigned to a different mailbox, changing a proposal’s location can change who sees it and trigger new workflows.