How the Mythos Library module, workflows, and the Dynamic PDF Publisher module eliminated 500 hours of manual work and delivered "the best reports our donors had ever received"
This is Part 2 of our 3-part series on how Bucknell University transformed their stewardship reporting process. Read Part 1 to see the manual chaos that consumed 500+ hours of their team's time and Part 3 to learn how they use their efficiency gains strategically
Jessica's team at Bucknell was drowning in manual processes. But what if this chaos could be transformed into streamlined efficiency in just one reporting cycle? Here's exactly how they did it.
Mythos Library module transforms content collection
The Mythos Library module eliminated Bucknell's biggest time drain through intelligent survey functionality and automated content management.
Surveys that contributors actually want to complete
"The surveys are sent within the platform, and then those responses compile directly into the reports," Jessica explains. "For our campus partners and the students that are utilizing that survey, it's really easy. It's easy to log in, it's easy to enter the information and submit it to us."
Branded surveys built trust with campus partners by communicating clear instructions and timelines. The survey functionality allowed for easier sharing and gathering supplemental information to enhance responses.
Automated reminders eliminate manual follow-up
The automated reminder system eliminated Jessica's 50-hour follow-up burden entirely. No more chasing down busy professors or scholarship students. The system handles it automatically, freeing the team to focus on crafting compelling reports rather than administrative tasks.
Enhanced security and ease of use
Surveys are secured via Single Sign On (SSO), protecting confidential information while making the process feel as simple as "a Google form" that takes "five minutes" to complete. Survey questions became stronger because the team had more time to focus on content rather than process management.
Response rates and quality improvement
The streamlined process led to increased response rates and stronger data quality. Campus partners better understood the process and could more efficiently respond to requests through the intuitive survey system.
Automated surveys solved their content nightmare. But coordination chaos still ruled their daily workflow—until Mythos tackled that too.
Built-in workflows eliminate coordination chaos
The Mythos workflow functionality replaced spreadsheet-based coordination with intelligent task management designed specifically for donor reporting teams.
Complete process management in one platform
"Now, we can easily assign the reports to one another wherever they're at in the process, whether that is having just collected the survey and turning that into a story, which then becomes the report itself," Jessica says.
The platform manages the entire report process from beginning to end—from survey responses to creating stories to sharing final reports. The same formatting functionality as Word and Google docs, but with built-in collaboration features designed for advancement teams.
Smart assignment and tracking capabilities
Team members can assign reports to each other throughout the process with full visibility into progress and responsibilities. The note functionality allows important information to be shared and easily viewed across the team. They can search and sort workload by team member and easily assign tiers to reports to prioritize work.
Searchable content repository
Reports, funds, and donors become easily searchable within the platform. No more hunting through multiple spreadsheets or folder structures to find specific information or track report status.
The workflow transformation eliminated confusion about ownership, prevented duplicate work, and ensured nothing fell through the cracks during busy reporting periods.
With content and workflow under control, Bucknell discovered something unexpected: they could finally create reports that really wowed donors.
Dynamic PDF Publisher delivers print quality that wows
The Mythos Dynamic PDF Publisher module transformed both the quality and accessibility of Bucknell's donor reports.
Print reports that reflect institutional brand
"Our donors are saying that they're the best reports that they have received to date," Jessica shares. Print reports exceeded expectations and "looked like they were off of our own press," reflecting Bucknell's branding while delivering on high expectations.
The dramatic quality improvement was immediately noticeable to donors who had received previous reports. The professional appearance enhanced credibility and demonstrated the institution's commitment to excellent stewardship.
Seamless digital access
Digital access became seamless—donors can use their email address to securely access their unique report. Platform security ensures sensitive data stays protected while eliminating the password management burden for staff and, more importantly, donors.
Template flexibility without vendor dependence
The reporting functionality allowed the team to build branded digital reports without needing external design help or vendor fees for template changes. This flexibility meant faster iterations and the ability to enhance reports based on donor feedback.
Analytics reveal what truly engages donors
The Mythos Sites module provided Bucknell with unprecedented insight into donor behavior and preferences through detailed engagement analytics.
Real-time donor engagement data
"What's wonderful about Mythos is that we understand exactly what is compelling to donors, because you can see their experience through user experience firsthand," Jessica explains. "You can see how long they spend reading a particular impact narrative. You can see how long they observe their financials."
Data-driven content strategy
The analytics reveal exactly where donors engage versus where they abandon the report—ending years of guesswork about what actually resonates. "So then you start to understand trends about your donors. Like is it really the impact narrative that we should be spending our time building, or is it the financial details"
(numbers are for representational and not actual Bucknell insights)
This data transforms guesswork into strategy, helping the team invest time in content that truly resonates with their donor base and adjust future reports based on actual engagement patterns.
Fundraiser insights for stronger cultivation
The analytics help fundraisers understand what resonates most with their specific donors, enabling more informed conversations and strategic follow-up based on actual report engagement rather than assumptions.
The foundation for strategic transformation
These efficiency gains were impressive, but they unlocked something even more valuable: strategic partnerships that extend across the entire university.
In Part 3 of this series, discover how Bucknell leveraged their new efficiency to build stronger relationships with fundraisers, communications teams, and campus leadership—while preparing for a major campaign that requires engaged, satisfied donors. You'll see how better stewardship processes become the foundation for strategic advancement success.
