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Custom Recipient List

Use this option to create a custom recipient list based on certain conditions; this creates a subset group of your contacts who have something in common;

This could be as simple as wishing to only address the women in the club, for some special event that is "ladies only", or as complex as contacting all men, between 18-50 (search by date of birth), whose last name starts with letters A-M to inform them of their role in a "bring your own" event, and a separate group for those whose last name begins with letters N-Z for slightly different information. As long as the information is accurately entered in your members' database, you can search and create an accurate email addressing only the people you want to address.

If you have the Query for your purposes already saved, choose the Category that it is filed under, select it from the existing Custom Query list, then click on "Generate Email List". 

You will be asked to Confirm Recipient List and Verify Email, click on this button. You will have the opportunity to review the email you are sending and make any small edits that need to be completed before sending.

Note: When using a custom query, you have the ability to schedule your email for a later date. See Buz Mail > List Emails > Send/Schedule > Verify and Send Email for more information.

New Custom Query

If none of your previously created Custom Queries match the group you would like to address, or you are unsure of what Custom Queries you already have saved, click the radio button for "Create New Custom Query" and press "Add New Query", this will bring you to the Query Builder.

Show Existing Queries

If you wish to view all Queries that you have saved, choose "Show Existing Queries" from the  tools available at the top of the menu that will appear. The following menu will open over your page: 

Note: It is highly recommended to save your Queries under a name that is easily identifiable. Example: The Query is searching for men, with first names beginning with either b or c- list the Query as "Males First Name c,d", or something else that you will easily recall. 

Within this menu you have the ability to Test, Copy, Delete and Export this Query:

Test

Selecting "Test" from the Action Menu will display the current results of that query by searching your contact database for all members who fit the description created in the query. Below is an example using the results of a search for all males whose first names begin with either c or d:

Copy

Selecting "Copy" from the Action list will copy the Query, and open it in the same format as you would use for creating a new Query. This is useful if you would like to create a similar Query with a slight alteration. For example: if you would like to change the search for all females with a first name beginning with c,d instead of all males with that requirement.

Delete

Selecting "Delete" from the Action list will bring up a pop-up confirming whether you wish to delete this Query or not. If you do wish to delete it, click on yes, if you don't, click on cancel to return to the previous menu without making any changes.

Export

Selecting "Export" from the Action list will initiate the download of an Excel sheet with the results of this Query onto your computer. This will allow you to view the entire list in an editable format, as well as being able to email the list to others within your company, if the information is needed elsewhere, or to create an email subgroup that can be uploaded for use as an "Uploaded Recipient List", which will be discussed in another section. 

For more information on Uploaded Recipient Lists, either click on the link or see Buz Mail > List Emails > Send/Schedule > Uploaded Recipient List in the Reference Guide.

If the list of existing Queries does not contain what you need, click the "x" button at the top of the menu to return to the "Custom Query Builder" menu.

Custom Query Builder

This tool will allow you to create and save a new Query, allowing you to use it again in the future.

New Query:

Category- For filing purposes, it is necessary to choose, or add, a "Category" to save this New Query under. This will enable you to find this specific query easier. The Category Title can be as simple as the title of the event you were sending out emails for, under which there may be numerous saved Queries; or it may be something more broad, such as a Category specifically for Alphabetical searches etc. 

If the Category that you need is not yet created, click on "Add Category". A simple window will appear with the space to enter the name of a new Category and either save the Category name, or if you have changed your mind about creating a new Category you are able to cancel and return to the previous window.

Make sure that you file your Queries in a way that is intuitive and useful for you.

Query Name- The Query name should be something easily identifiable; try to somehow incorporate what the search is either for, or consists of, so as to facilitate future searches for the same or similar results.

Note: Saving a Query only saves the parameters for the search, it does not save the results. Therefore, any Query that is used again in the future will re-search your database for the current information stored. This allows all searches done to only include up-to-date information, ensuring that you are not emailing people who are no longer members, and that you are including new members who have joined since the Query was created. If you wish to keep the results, export them onto your computer as an Excel sheet.

Condition Field Selection:

There are three options for the type of Conditions to use: Personal, Contact and Business. Select whichever of these allows you to search the information necessary for the subset you are seeking, and press "Display Condition Editor". The following editor will appear:

  • Field Name determines what is being searched. Eg: Name information, Member ID, Email options etc.
  • Comparison determines the parameters of the search relative to the Field Name. Eg: Equals, Greater than (primarily used for numerical searches, such as birth dates), etc.
  • Compare Value determines the specifics of the search within the Field Name. Eg: Under "First Name" in the Field Name, I am specifically searching for the name "Maria".
  • AND/OR only applies if you choose to have more than one parameter for the Query. If you wish to only search for one determiner, such as the First Name of the member only, this is not relevant. If you wish to find something more specific, such as Females with the Last Name "Alvarez", click on "Add" (found under the Field Name drop-down menu). This will add another space to determine another Field Name, and will require that you determine whether you are looking for the first Field Name AND the second for the persons to be relevant, or if only one OR the other of these parameters need be necessary.
  • Add allows you to create a specific search for a grouping with specific or multiple conditions in common, such as being men, and having the same first name. Note: If you choose to use multiple search conditions, make sure you choose the correct field for AND/OR, or the search will not achieve the desired results. See above.
  • Add New Group Condition is where things get a little bit complicated; this enables you to group some of the conditions, and add a parameter ON that grouping.
    For example: If you are searching for people with the last name "Alvarez", or the last name "Smith", or the last name "Jones", but you want to ensure that you are ONLY finding the males with one of these family names. In this case you would create the three Field Names determining the last name options, and then select "Add New Group Condition" and create a determiner that searches only for males. This will create a search which is searching for men with any one of those last names. 
  • Test Query allows you to test this New Query and see if it comes up with the results you are seeking to have, before saving and applying it to an email grouping. This returns a list of those found in your database fulfilling the conditions outlined.

Now for a more in depth explanation of how to fill in each of the fields, based on the chosen "Condition Field Selection" heading:

Personal- This provides you the option to search the following information under "Field Name":

  • First Name- Allows a search using member First Names, or sections of the first name
    • Can use the following as "Comparison" entries -Equals, Not Equal To, Start With, Contains
    • Compare Value must be a letter entry.
  • Last Name- Allows a search using member Last Names, or sections of the last name
    • Can use the following as "Comparison" entries -Equals, Not Equal To, Start With, Contains
    • Compare Value must be a letter entry.
  • Birth Date- Allows a search using the Birth Date of members (or by creating two parameters- one as greater than, the other as less than-can search a range of birth dates)
    • Can use the following as "Comparison" entries -Equals, Greater Than, Less Than, Greater than Equal To, Less than Equal To, Not Equal To
    • Compare Value must be a Date in the (mm/dd/yyyy) format.
  • Date Joined- Allows a search using the Date Joined (or by creating two parameter- one as greater than,the other as less than- can search a range of Dates Joined)
    • Can use the following as "Comparison" entries-Equals, Greater Than, Less Than, Greater than Equal To, Less than Equal To, Not Equal To
    • Compare Value must be a Date in the (mm/dd/yyyy) format.
  • Gender- Allows a search using Gender as the parameter.
    • Can use the following as "Comparison" entries- Equals, Not Equal To
    • Compare Value will be selected from a drop-down list.
  • Username- Allows a search for members with a particular Username, or sections of their Username.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Member ID- Allows a search for members with a particular aspect of their Member IDs.
    • Can use the following as "Comparison" entries- Equals, Greater Than, Less Than, Greater than Equal To, Less than Equal To, Not Equal To, Start With, Contains
    • Compare Value must be a text entry in the format of your Member IDs.
  • Classification- Allows a search for members with a certain Classification.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Email Opt-Out- Allows a search for members with a particular Email setting.
    • Can use the following as "Comparison" entries- Equals, Not Equal To
    • Compare Value will be selected from a drop-down list.
  • Hidden Profile- Allows a search for members with Hidden Profiles.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Primary Email- Allows a search for members with a particular similar aspect in their Primary Email address.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • User Type- Allows a search for members with a certain User Type.
    • Can use the following as "Comparison" entries- Contains
    • Compare Value will be selected from a drop-down list

Contact- This provides you the option to search the following information under "Field Name":

  • Address- Allows a search by Contact Address.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • City- Allows a search by Contact City.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • State/Province- Allows a search by Contact State/Province.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Postal/Zip Code- Allows a search by Contact Postal/Zip Code.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Country- Allows a search by Contact Country.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Primary Email- Allows a search by Primary Email, or some part thereof.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Secondary Email- Allows a search by Secondary Email, or some part thereof.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.

Business- This provides you the option to search the following information under "Field Name":

  • Business Address- Allows a search by Business Address.
    • Can use the following as "Comparison" entries- Equals, Not Equal To
    • Compare Value must be a text entry.
  • Business City- Allows a search by Business City.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Business State/Province- Allows a search by Business State/Province.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Business Postal/Zip Code- Allows a search by Business Postal/Zip Code.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Business Country- Allows a search by Business Country.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Job Title- Allows a search by member Job Titles.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.
  • Company Name- Allows a search by Company Name.
    • Can use the following as "Comparison" entries- Equals, Not Equal To, Start With, Contains
    • Compare Value must be a text entry.

Note: Depending on how general or specific you make your Query, a list of all members in your database will be returned who fulfill the parameters of the search. This is great for grouping based on commonalities (eg: from the same company, with the same job title, from the same state/province, etc.). There may be searches which will only return one member.

If you have chosen the wrong "Condition" field and wish to re-access the Condition Field Selection menu, simply click the "Reset" button at the top of the "Custom Query Builder" menu.

Also, if you decide you no longer want to create a Custom Query, but would prefer to use one of the pre-set options under "Built-in Recipient List", click the "Back" Button at the top of the "Custom Query Builder" menu.

Once your Query has been fully defined, click on "Test Query" to see the results of the search. If the results meet your needs, click on "Save Query". This will return you to the "Select the type of recipient list" menu. Click on "Generate Email List". 

Note: to save the Query you will need to have chosen a category and name for it first.

You will be taken to the below menu:

The screen shows you how many people will be sent the email. Click on "Confirm Recipient List and Verify Email" to go to the final step of sending the email.

Recall that with this option you will have the choice to either Send the email, or to schedule. See Buz Mail > List Emails > Send/Schedule > Verify and Send Email in the Reference Guide for further details on this option.