Creating a Customer Import List

The steps necessary for generating a list from existing Personify customers are very similar to importing an external file. In order to generate the marketing list, you need to create a list of all the master customer IDs and sub customer IDs for each customer you want to include.

You can do this easily by running a SQL script against your Personify database.

After acquiring your list, create an Excel spreadsheet listing the Master Customer IDs in the first column and the associated Sub-Customer IDs in the second column. As of 7.4.2, it is required that you save it as a CSV file in order to run the MKT500 batch process. The CSV file should not have any header or any enclosure characters in it. MKT500 will not look at the file mapping defined in List Category, even though List Source is still a required field on the Marketing and Communication List Maintenance (MKT002) screen.

Any customer record added to a marketing list as part of the Customer Import process remains in the system as a customer. It does not convert to a prospect.

When new lists are created from customer records (as opposed to being imported from a third-party list), the customer's original list code and original source code will be stored with each marketing list's customer record. The new list assumes that the original list code belongs to the same organization unit as the context list.

To create a customer import list:

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

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 “Customer ID Upload”, as shown below.

When you tab out of the drop-down, the Parameters for Loading List section displays, as shown below.

8. Click the File Specifications link.
The Open window screen displays.

9. Search for and select the CSV file you created with the Master Customer IDs and Sub Customer IDs.
These will be the customers that the list is built from.

10. Enter the Load Every [number] record.
This specifies that only the specified numbered record from the flat file needs to be loaded in the list. If no value is specified for this parameter, then the default value is “1” and all the records in the flat file are loaded into the list.

11. Enter the Abort After [number] errors.
This specifies the number of initial records that can result in error before the process terminates. The process aborts in failure if the number of records rejected exceeds the value entered in this field.

12. Save your changes.

13. Click 2. List Creation, as shown below.

The List Creation screen displays, as shown below.

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

15. 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.

16. 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.
For further instructions on excluding constituents from a list, refer to Excluding Constituents from a List.

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

18. 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.

19. 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.

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

21. 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.

22. Save your changes.

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

23. Click 3. Optional Information as shown below.

The Optional Information screen displays, as shown below.

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

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

26. Select a campaign from the Campaign drop-down to select how you want this list to be used to target customers, if necessary.

27. 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.

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

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

30. 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.

31. 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.

32. 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

33. Click 2. List Creation.

34. Click Load 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.

35. 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.
On this screen, you can view the parameters used, the status of the job, and the output for the job.

Screen Element	Description
List Information Screen
List Code	Text field. This unique code identifies the marketing list throughout Personify. While Personify 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. Personify 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 Personify. Prospect Import List – Select this option if you want to import an electronic data file that contains customer information for prospects outside of Personify. 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.
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.
Parameters for Loading List Section
File Specifications	Link. Click the link to select a customer list to import. This file must be in a CSV format. This link appears after selecting either the CUS_IMPORT Customer ID Upload or the LIST_IMPORT Prospect List Import options from the Creation Method drop-down.
Load Every	Text field. Enter a number to randomize the records the system loads. For example, if you enter 7, the system will load every 7th record. The default value is “1” and all the records in the flat file are loaded into the list unless otherwise specified. This field appears after selecting either the CUS_IMPORT Customer ID Upload or the LIST_IMPORT Prospect List Import options from the Creation Method drop-down.
Abort After	Text field. Enter the number of initial records that can result in error before the process terminates. The process aborts in failure if the number of records rejected exceeds the value entered in this field. This field appears after selecting either the CUS_IMPORT Customer ID Upload or the LIST_IMPORT Prospect List Import options from the Creation Method drop-down.
List Creation Screen
Follow "Do Not Solicit" Preference 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 These 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 are populated based on the non-fixed 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 Personify’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.
Load 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.
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 are populated based on the non-fixed 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 are populated based on the non-fixed 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 are populated based on the non-fixed 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.
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 Personify/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 Personify/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 Personify/Lyris ListManager Interface Overview sections.