Working with segments

Contents

Creating a segment
Sending a campaign to a segment
Editing a segment
Copying a segment
Refreshing a segment
Deleting a segment
Moving segments to another folder
Renaming a segment
Checking a segment against the GSL (Global Suppression List)
Bulk updating contacts in segments
Taking a random sample from segments
Removing segments and their contacts from your account
Converting segments to an address book
Copying segments to an address book
Segment and address book limits

Summary

You can do many things with segments once you've created them. You can of course send to them, edit them, copy them, refresh them and delete them - but there are lots more actions available too.

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We run through all of these below.

Creating a segment

First things first before you can do anything else with a segment though - you need to create one.

Creating a new segment is covered in Segmenting your contacts - Getting started

Sending a campaign to a segment

The fourth step of the campaign creation process ('Contacts') allows you to select address books and/or segments to send your campaign to.

However, you can also access the same screen from Campaigns > My campaigns and clicking on the Send icon alongside the desired campaign.

On this screen, you're prompted to select the contacts to send the campaign to, and the default view will be your Address books tab.

Select the Segments tab, which will list any created segments.

Tick the box next to the segment you want to send to. You may select more than one and you may also select segments in addition to address books.

After having configured the other send options, click on Save & continue to continue the sending process of your campaign as usual.

Editing a segment

To edit a segment that you've built, go to Contacts > Segments and click on the Edit pencil icon at the end of the row.

To edit a prebuilt sample segment, click on the Customise icon. You'll be asked to make a copy first before you can edit it.

Copying a segment

To copy a segment, go to Contacts > Segments and click on the Copy icon at the end of the row.

You can not only copy segments that you've created yourself, you can also copy sample segments (by clicking on Customise).

Copying segments allows you to create a second segment with a similar set of rules, or to use an existing segment as the basis for a new one and adding additional rules to it.

Refreshing a segment

You can see when a segment was last refreshed by going to Contacts > Segments and looking at the 'Last updated' column.

To update a segment with the latest data, click on the Refresh icon. All segments require manual refreshing using this button; no segments listed here update automatically at all.

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When scheduling a campaign send that's sending to a selected segment or segments, a checkbox option will be available that enables you to refresh segments before the scheduled send time. Ticking this will ensure segments are up to date at the point of send.

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However, please be aware that using this may delay a scheduled send by a few minutes, should the segments take a while to complete refreshing.

Deleting a segment

To delete a segment or segments, go to Contacts > Segments and tick the checkbox(es) to the left of the segment name to select them. Click on the Delete button at the top of the list.

A message will confirm successful deletion of the segment or segments.

Moving segments to another folder

If you're making use of folders with which to organise your segments, then you can move segments between them.

To do this, go to Contacts > Segments and tick the segment(s) you want to move, click on More actions and then select Move segments from the dropdown.

You'll be prompted to select a new folder location for the segment or segments. Once happy, click Move to confirm.

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Renaming a segment

To rename a segment, go to Contacts > Segments and tick the segment you want to rename, click on More actions and then select Rename segment from the dropdown.

You'll be prompted to enter the new segment name. Once happy, click Continue to confirm.

You can rename segments that you've built yourself; you can't rename the prebuilt sample segments.

Checking a segment against the GSL (Global Suppression List)

To check a segment or segment against the GSL, go to Contacts > Segments and tick the segment(s) you want to rename, click on More actions and then select Check against GSL from the dropdown.

A message will let you know that your contacts are being scanned against the GSL, and then a report will inform you of the results of the scan.

You'll be able to then unsubscribe various groups of contacts from your account based on the GSL check results.

Read more in How do I use the Global Suppression List (GSL)?

Bulk updating contacts in segments

It may be the case that you'll want to update a contact data field for every contact in a certain segment. This feature allows you to do so, enabling you to create dynamic content based on membership of a segment, or it can even be used to clean up your data where there are typos and inconsistencies.

To perform a bulk update, go to Contacts > Segments and tick the segment(s) you want to bulk update, click on More actions and then select Bulk update contacts from the dropdown.

You'll be prompted to choose the contact data field you wish to update, plus what you’d like to update it to.

Once happy, click Update all to execute the change. It will then take effect across all contacts in the segment, or segments, in a matter of seconds.

Taking a random sample from segments

You can take a random sample from a segment or segments in order to create a new address book. Go to Contacts > Segments and tick the segment(s) you want to take the sample from, click on More actions and then select Take random sample from the dropdown.

You'll be prompted to enter the new address book name, choose its folder location, and select the percentage you'd like to sample.

Once happy, click OK to confirm and create the address book.

Read more in Taking a random sample of contacts to create a new address book.

Removing segments and their contacts from your account

To remove a segment or segments and their contacts from your account, go to Contacts > Segments and tick the segment(s) you want to remove, click on More actions and then select Remove segment and contacts from the account from the dropdown.

You'll be asked to confirm the action. If definitely happy with the removal, click OK.

Converting segments to an address book

To convert a segment or segments to an address book (useful for when you've created a segment that you don’t wish to update), go to Contacts > Segments and tick the segment(s) you want to convert, click on More actions and then select Convert to address book from the dropdown.

You'll be asked to confirm the action. This is because once done, your original segment(s) will no longer be available. If definitely happy with that being the case, click OK.

A message will confirm successful conversion into an address book (with the same name it had as a segment, although this can of course be changed after conversion).

By doing this, you'll also avoid adding to your segmentation allowance.

Copying segments to an address book

To copy a segment or segments to an address book or books, go to Contacts > Segments and tick the segment(s) you want to copy, click on More actions and then select Copy to address book from the dropdown.

You'll be prompted to select which address book(s) you'd like to copy the segment(s) to.

Once happy, click Continue to confirm.

You'll then be asked to confirm the action by clicking OK, and the copying will get underway.

By doing this, you'll also avoid adding to your segmentation allowance.

Segment and address book limits

You can create up to 200 segments to analyse and manage your data. Each of these can have as many as 30 rules included.

Your account will also have a limit on the number of address books it can have, depending upon your account level. Segments count towards this limit.

Sample segments don't count towards your segment limit.

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Comments

  • Avatar

    Hi,
    On the "Removing segments and their contacts from your account" action does this supress the contacts in that segment or does it delete them from the entire account?

    Thanks

  • Avatar

    Hi Jay. Thanks for your question. This action will delete the segment and the contacts contained within it from your account entirely. It doesn't suppress the contacts. Let me know if you have any further questions about this at all.

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