Creating a Merged List

Once you have defined lists in Personify360, you can choose to merge lists to identify a group of members with certain specifications.

Example: You are planning the fall retention campaign. Several lists already exist and represent each of the major categories of membership. These lists are automatically regenerated on a weekly basis so the member count is accurate. You want to send the first email notice to all members whose membership expires within four months, and invite them to visit the website to pay their renewal online. You can combine these lists into one list that includes all members, but excludes those members whose membership does not expire within four months using the merged list functionality.

Lists that are expired cannot be merged to create new lists.

While it is possible to combine lists using Data Analyzer, the selection criteria for several lists to be merged to form a master list could be too complex for one Data Analyzer report. It is recommended that you used the marketing merged list functionality to minimize steps and eliminate errors.

To create a merged list:

1. From the Personify360 main toolbar, select Marketing & Communication > List Maintenance.
The Marketing and Communication List Maintenance search screen displays, as shown below.

2. Click Create New.
The Marketing and Communication List Maintenance List Information screen displays as shown below.

3. Modify the system-generated List Code, if necessary.

4. The List Creation date defaults to today. Change this if necessary.

5. Enter a Description of the list.

6. If necessary, select the list Expiration date from the drop-down.

7. From the Creation Method drop-down, select “Merge Lists”, as shown below.

When you tab out of the drop-down, the Combined Lists and Excluded Lists tab display, as shown below.

8. Click Add.
The Add Lists to Merge or Exclude search window appears, as shown below.

9. Perform a search for your list by entering the applicable information in the search fields.

10. Click Search.
Your search results are populated in the grid below.

11. Select the checkboxes next to the lists you want to merge.

12. Click Add to List.
Your selections are populated in the Lists to be Combined grid. If necessary, click the View Selected Lists link to open the View Lists to Merge or Exclude window, which displays a list of the lists you selected.

13. Click the Excluded Lists tab.

14. Click Add.
The Add Lists to Merge or Exclude search window appears.

15. Perform a search for your list by entering the applicable information in the search fields.

16. Click Search.
Your search results are populated in the grid below.

17. Select the checkboxes next to the lists you want to exclude.

18. Click Add to List.
Your selections are populated in the Lists to be Excluded grid. If necessary, click the View Selected Lists link to open the View Lists to Merge or Exclude window, which displays a list of the lists you selected.

19. Click 2. List Creation, as highlighted below.

The List Creation screen displays, as shown below.

20. Check the Follow “Do Not Solicit” Preferences of Constituents on List checkbox to adhere to constituent’s contact preferences.

21. Check the Only Include Current Members on the List checkbox to eliminate any constituents from the generated list who are not current members, if necessary.

22. Click the Define Constituents to Exclude from This List link to search for and select specific constituents to remove from the generated list, if necessary.

23. Check the Promotional Communication checkbox to indicate that the list is meant to be for a marketing promotion, if necessary.

24. Click the Include or Exclude customers from the Selected Opt-In Interest Areas drop-down to add or remove customers to the list based on interest area if necessary.

25. Click the Opt-In Category drop-down to select an area of interest to either include or exclude customers by, if necessary.
After selecting an opt-in category, the Opt-In Choice drop-down becomes a required field.

26. Click the Opt-In Choice drop-down to either exclude or include customers based on the specified interest area if necessary.

27. Click the Select If/How Households Should Appear in the List drop-down to either include or exclude customers who do not belong to a household if necessary.
This option is only available if the “Use Householding” app parameter = Y.
See Householding for more information.

28. Save your changes.

At this point, you can create your list by clicking the Create List button, or you can proceed to add additional information.

29. Click 3. Optional Information as highlighted below.

The Optional Information screen displays, as shown below.

30. Select the department code or the name of the department that owns the list from the Department drop-down, if necessary.

31. Select a subject from the List Subject drop-down to better categorize your list, if necessary.

32. Click the Campaign link to select how you want this list to be used to target customers, if necessary.

33. Select an option from the Regeneration Frequency drop-down to define how often the list will regenerate so that it has the most up-to-date customer information, if necessary.

If you select a regeneration frequency of ALWAYS, any time MKT600 is run in the future, it will also regenerate any marketing list with a regeneration frequency of ALWAYS.

34. Click the Assigned to link and select a different user to assign the list to, if necessary.

35. Add any additional information in the Special Notes text box, if necessary.

36. Check the Lyris Segment checkbox if your list is a segment of a larger list.
This value is only available if you are integrating with Lyris.

37. Enter a Lyris Segment Name to be identifiable when searching for it in Lyris.
This value is only available if you are integrating with Lyris.

38. Select a Lyris Template to be used if the list is going to be sent to Lyris.
The template maps to the Interface Setup screen. This value is only needed if you are integrating with Lyris.

39. Click 2. List Creation.

40. Click Create List.
The system runs the MKT500 batch process. A confirmation pop-up window displays asking you if you wish to review the status of the job.

41. Click Yes if you want to review the status.

At any time, you may also click View Status to review the status.
The Submission Status screen displays.

Screen Element	Description
List Information Screen
List Code	Text field. This unique code identifies the marketing list throughout Personify360. While the system captures the list code when you record it on the Order Entry screen and assigns the list code to a specific group of customers and prospects, you can change the code here. The list code helps determine if a person from a specific list responds to a specific appeal. The system uses the list code to perform an ad hoc analysis of the results from one or more lists. This code cannot exceed 24 characters.
List Creation	Drop-down. Displays the date the list was created. This field defaults to the current date, but you can change the date by clicking the drop-down to select from that calendar. Once the information is saved, you can no longer edit this field.
Description	Text field. Enter a description for the list. This field is required to generate a list.
Expiration	Drop-down. Displays the date the list will expire. Click the drop-down to specify a date for users to discontinue using the list. This field is optional.
Creation Method	Drop-down. Click the drop-down to select a type of list. Your selection will affect the fields that display. Options include: · Data Analyzer Query – Select this option if you want to import an existing list of customers/prospects from Data Analyzer. · Customer Import – Select this option if you want to import an existing CSV file that contains the master_customer_id or sub_customer_id for customer records in Personify360. · Prospect Import List – Select this option if you want to import an electronic data file that contains customer information for prospects outside of Personify360. Typically, this data is purchased from a third party and has rules about how often an organization can communicate to the prospects on the list. · Opt-In List – Select this option when the customers on your marketing list will be selected from customers on an opt-in list. · Merged Lists – Select this option to create a new list from combining existing marketing lists. You can add or exclude customers from the new list you create. Values in the drop-down are populated based on the fixed codes defined for the MKT "CREATION_METHOD" system type.
Job ID	Read-only. When the MKT_List_Master.SUBMITTED JOB ID is not null, the value in this field is displayed as read-only data.
Combined Lists Tab
Add	Button. Click to display the Add Lists to Merge or Exclude search window (MKT002M). This option allows you to search for multiple existing lists to merge with or exclude from your merged list.
Delete	Button. Highlight a list from the grid below, and click this button to remove it. The View Allowed List Usage link appears.
Excluded Lists Tab
Add	Button. Click to display the Add Lists to Merge or Exclude search window (MKT002M). This option allows you to search for multiple existing lists to merge with or exclude from your merged list.
Delete	Button. Highlight a list from the grid below, and click this button to remove it.
List Creation Screen
Follow "Do Not Solicit" Preferences of Constituents on List	Checkbox. When selected, the upload process does not create a record for customers/prospects who have indicated that they do not want to be contacted. If these customers/prospects have opted out of communication with the company, no promotional requests on this customer/prospect are permitted. This option is available for all lists except Prospect Import Lists.
Only Include Current Members on the List	Checkbox. This serves as an additional filter for lists being created from the MKT002 screen. If this flag is checked, the system will eliminate any constituents from the generated list who are not current members.
Exclude Constituents from This List/Define Constituents to Exclude from This List	Link. Click to display the Constituents Excluded from List (MKT002X) window. This option allows you to exclude ship-to (order) or bill-to (donation) customers from your list who have purchased a product, campaign, fund, or appeal within the fiscal year, calendar year, or the last six months. The link will display as “Define Constituents to Exclude from This List” if no rules to exclude customers have been defined for the list. This link will not appear for Prospect Import Lists, or for merged lists that are composed of only Prospect Import Lists.
Promotional Communication	Checkbox. When selected, this option identifies a list as being used to send promotional communication and automatically checks the “Exclude Do Not Call” checkbox on the Generate List Communication (MKT006) screen. Customers who requested to not receive promotional communications (checked the “Do Not Call” checkbox) will be dropped from this list when running the MKT800 communication-generation batch process. This checkbox is used for customers who have specified specific methods in which to not receive solicitations, whereas the Exclude Removal checkbox is used for customers who requested to receive no solicitations at all.
Include or Exclude Customers from the Selected Opt-In interest Area	Drop-down. Click the drop-down to select whether to include or exclude customers based on the opt-in interest area specified in the Opt-In Category drop-down. Values are Include and Exclude.
Opt-In Category	Drop-down. Select this option if you want to either include or exclude customers based on their opt-in interest area. Selecting an option in the drop-down will render the Opt-In Choice drop-down mandatory for saving or processing your record. Values in the drop-down are populated based on the non-fixed codes defined for the CUS "OPT_IN_INTEREST_AREA" system type.
Opt-In Choice	Drop-down. Select this option to specify the opt-in category to either include or exclude customers from the list by.
Select If/How Households Should Appear in the List	Drop-down. If you are using Personify360’s householding feature, you can specify whether the marketing list should contain only households or households and individuals. If you select Households Only, a customer who does not belong to a household will not appear in the list. This option is only displayed if the “Use Householding” app parameter = Y. Values in the drop-down are populated based on the fixed codes defined for the MKT "HOUSEHOLD_INCLUSION_RULE" system type.
Create List	Button. The system runs the MKT500 batch process. A confirmation pop-up window displays asking you if you wish to review the status of the job. Click Yes if you want to review the status.
Preview List	Button. A confirmation pop-up window displays asking you if you wish to review the status of the job. Click Yes if you want to review the status.
View Status	Button. Click to display the Submission Status screen. You can select your job from the queue and export it for viewing and printing.
Optional Information Screen
Department	Drop-down. Select the department code or the name of the department that owns the list. The code is used to categorize the list to facilitate an easier search for one list among many in an organization. This information is used for reporting purposes only. Values in the drop-down are populated based on the non-fixed codes defined for the MKT "DEPARTMENT" system type.
List Subject	Drop-down. Select a user-defined code to further define the list. For example, Annual Conference or Membership. Values in the drop-down are populated based on the non-fixed codes defined for the MKT "LIST_SUBJECT" system type.
Campaign	Link. Select how you want this list to be used to target customers. For example, the list could be used to contact a group of customers to inform them of a fundraising campaign. This information is used for reporting purposes only. Values in the drop-down are populated based on the non-fixed codes defined for the MKT "CAMPAIGN" system type.
Regeneration Frequency	Drop-down. Select an option to define how often the list will regenerate so that it has the most up-to-date customer information. If you schedule the job here, you must verify the MKT600 batch job is running using the Job Submission screen. If you select a regeneration frequency of ALWAYS, any time MKT600 is run in the future, it will also regenerate any marketing list with a regeneration frequency of ALWAYS. Values in the drop-down are populated based on the fixed code defined for the MKT "REGENERATION_FREQUENCY" system type.
Assigned to	Link. This field defaults to the logged in user. If necessary, click the link and select a different user.
Special Notes	Text field. Enter any extra notes you want to record about this list.
Lyris Segment	Checkbox. This identifies whether the list is a segment of a larger list. This value is only needed if you are integrating with Lyris. For more information, see the Sending a List to Lyris and Personify360/Lyris ListManager Interface Overview sections.
Lyris Segment Name	Text field. This is the unique name you give the list so as to be identifiable when searching for it in Lyris. This value is only needed if you are integrating with Lyris. For more information, see the Sending a List to Lyris and Personify360/Lyris ListManager Interface Overview sections.
Lyris Template	Drop-down. This is the template to be used when the list is sent to Lyris. The template maps to the Interface Setup screen. This value is only needed if you are integrating with Lyris. Values are populated based on the non-fixed MKT "LYRIS_TEMPLATE" system type. For more information, see the Sending a List to Lyris and Personify360/Lyris ListManager Interface Overview sections.