A Segmentation is a dynamic list of contacts that you can use to create contact groups and sync with other services. A segmentation is always up to date based on the criteria you select. For example, if you created a segmentation of all of your A leads with a valid email address then every time you run that segmentation you would get a current list of leads that match that criteria. When you add them to a contact group, they would stay in the contact group even if they become a B lead in the future.
Segmentation is an advanced feature as it allows for more complex ways to segment your database.
Create a new segmentation
A segmentation are built by using a series of rules to get to the contacts you are looking for. REMEMBER - Sometimes it's better to take the "peeling back the onion" approach and filter out the contacts you don't want instead of including those you do want.
- Go to Admin
- Click on Segmentation under the Contact Tools group
- Select <Create new Query> from the "Select Existing or Create New Query" list
- From here you will be created a series of Rules to help identify the contacts you are looking for. Remember, sometimes its better to filter out than filter in! We will use an example of creating a segmentation for emailing a new property release to our best prospects.
- In the "Define Rules for Query" group, first select an option from the first drop down list on the left hand side. These are common fields on a contact record, such as Email or Campaign. In our example we will first find all of our best contacts by Lead Status. We will select LeadStatus in the first drop down
- Select your "operator". This is how it will search your contacts for the field you selected in 5. Since we are looking for our best prospects only we will select "Equal to"
- Last we will select the value for the field we selected in step 5. Since we are looking for our best prospects we will select "A" from the drop down list as our example database has lead statuses of "A", "B", "C", "Opt Out", and "Dead"
- Click Add - we now have our first Rule. If you completed the above steps, you should see a count of how many contacts in your database match the rule.
- Next we will add another rule as we are only looking for contacts with a valid email address as we are sending them an email.
- First you will notice a new drop down list with two values "And" or "Or". Since we want all of our high quality leads that have valid email addresses we want to use "And".
- We will now use steps 5-7 again, selected EmailName, equals to, and Valid in the last drop down.
- Although SalesManager does not send emails to users who have unsubscribed, in order to ensure we have an accurate report we highly recommend when create a segmentation which will be used for creating email groups, we also recommend creating another rule. This one will be "And", "EmailUnsubscribe" "Equal to" "Not Unsubscribed".
- You should now have a simple segmentation for your A leads that have an email address and that you can email.
- Under Query Tools, create a name for your segmentation.
- Under Actions Panel, click save.
A few notes:
- If you make a mistake that's okay! You can select the rule from the "Rules" table by clicking the checkbox on the right and click "Delete Rule(s)". That will remove the selected rules from the query.
- Be careful using "And" or "Or". In our example above, if you also want your "B" leads, you would create a rule directly after you created your first LeadStatus rule and before you created your Email Name rule. It would read "Or" "LeadStatus" "Equals to" "B". You would not want to use "AND" because no lead would be a leadstatus of "A" AND "B"!
Once you have your segmentation you can always use it to create new Contact Groups for creating actions!