Manage Subscriber Data

List, data extension and group

Create a List

Email Studio -> 'Subscribers' tab -> ‘My list’ tab/folder -> click ‘Create’ button -> fill in fields

Import subscriber list using ‘Properties’ tab

Email Studio -> 'Subscribers' tab -> ‘My list’ tab/folder -> click list you want to add subscribers to > in 'Subscriber' local tab, click on 'Properties' tab ->click on 'Add Subscribers'. This version allow to view list's to change name, check size and add subscribers immediately after creation.

Import subscriber list using ‘Subscriber’ local mini tab's Import button

Email Studio -> 'Subscribers' tab -> ‘My list’ tab/folder -> click list you want to import > in 'Subscriber' local mini tab -> click 'Import' button -> ‘Import Subscribers Wizard’ window, map the attribute from your csv file with the attribute from your list. -> click ‘Next’ button → ‘Identify Source File’ window, fill out 3 require sections; Upload: select ‘Your Computer’ or ‘FTP’. Data Format: select one CSV, Tab Delimited or Other Delimited. Update Options: choose 1 of 3; 1. ‘Add new subscribers and update subscriber that already exists’. 2. ‘Add new subscribers but do not update subscribers that already exists’. 3. ‘Update existing subscribers but do not add subscribers that do not exist’. → click ‘Next’ button → ‘Map Attributes’, window; match left box ‘Source’ value with the right box ‘Destination’ attribute in the system. → click ‘Next’ button → ‘Confirm Mapping’ window → click ‘Save’ button.

This version you see auditing current audience and you decide if you need to bulk upload more records.

Import subscriber list to 'All Subscribers List'

Email Studio -> 'Subscribers' tab -> left panel, under 'My Subscriber' -> click 'All Subscribers List' -> click 'Create' button

Import List with FTP

Set up FTP: go to username -> Setup page -> Data Management ->FTP accounts. Then go to Automation Studio to set up ‘Data Copy or Import’ activity to import List’s data.

Import List with API

Work with developers to get data import using API to list

Create a Data Extension with Email Studio

Email Studio -> 'Subscribers' tab -> Data Extension drop down menu -> click 'Create' button

Create a Data Extension with Contact Builder

Contact Builder -> ‘Data Extension’ tab -> click 'Create' button

Data Extension type 1 of 3

Standard

Data Extension type 2 of 3

Filtered

Data Extension type 3 of 3

Random

‘Creation Method’ of Data Extension type 1 of 3

Create from new

‘Creation Method’ of Data Extension type 2 of 3

Create from existing: adding new data extension fields to existings data extension fields already in system.

‘Creation Method’ of Data Extension type 3 of 3

Create from template

‘Properties’ type of Data Extension 1 of 2

‘Sendable’: want to be able to send email messages to this data extension

‘Properties’ type of Data Extension 2 of 2

‘Testable’ used to test campaigns in the preview. Data extension with the email address of all the person that needs to received the batch send

‘Data Retention Policy’ of Create New Data Extension

By default Salesforce dated unused data extension after 6 months. You set your period. It deletes Individual Records, All records & data extensions and all records.

‘Data Retention Policy’ of Create New Data Extension

System Data Views like _Sent, _Open, _Click gets 180 Days limit before deletion and you cannot edit

‘Data Retention Policy’ of Create New Data Extension

‘Triggered Send Data Extension’ gets 6 Months (Default) limit before deletion and you can edit settings during creation of data extension

‘Data Retention Policy’ of Create New Data Extension

User Interface Tracking/Reports refers to the visibility of clicks, opens and sends from Email Studio's ‘Tracking’ tab or Analytics Builder reports get 730 Days before deletion and you cannot change this settings

‘Fields’ of creating new data extension

‘Name’: use name from your csv file for this field

‘Fields’ of creating new data extension

‘Data Type’: choose data type for this field example Text can contains letters and numbers

‘Fields’ of creating new data extension

‘Length’: limit character amount in this fields

‘Fields’ of creating new data extension

‘Primary Key’: this field need a check box marked off for unique value identifier required for each data extension

‘Fields’ of creating new data extension

‘Nullable’: this field can be empty, if so marked the box.

‘Fields’ of creating new data extension

‘Default Value’: this field have default text if required example 'Friend' for First Name field

‘Fields’ of creating new data extension

‘Send Relationship’: choose your primary key for example the email address field. It will relates to subscribers on "subscriber key"

Manual Import subscribers to data extension using Email Studio

Email Studio -> 'Subscribers' tab -> ‘Data Extension’ drop down menu -> click data extension to want data to import to -> click on 'Records' tab -> click 'Import' button

Manual Import subscribers to data extension using Contact Builder

Contact Builder -> ‘Data Extension’ tab -> click data extension to want data to import to -> click on 'Records' tab -> click 'Import' button

‘Import Type’ for import into data extension 1 of 4 Upload File part

Add and Update

‘Import Type’ for import into data extension 2 of 4 Upload File part

Add only

‘Import Type’ for import into data extension 3 of 4 Upload File part

Update Only

‘Import Type’ for import into data extension 4 of 4 Upload File part

Overwrite

‘Import Options’ for import into data extension 1 of 2 Upload File part

Checkbox: Skip row in import if bad data

‘Import Options’ for import into data extension 2 of 2 Upload File part

Checkbox: Respect double quote as text qualifier: The system treats the data contained between "" as text if selected. If not it ignores it.

Map your data for import into data extension 1 of 3 ‘Configure Mapping’ part

Header row

Map your data for import into data extension 2 of 3 ‘Configure Mapping’ part

Ordinal

Map your data for import into data extension 3 of 3 ‘Configure Mapping’ part

Manually

Import data into data extension with FTP

Set up FTP: go to username -> ‘Setup’ page -> ‘Data Management’ ->FTP accounts. Then go to Automation Studio to set up ‘Data Copy or Import’ activity to automate data import into a data extension.

Synchronized data extensions

Use Marketing Cloud Connect to synchronized data extensions

Import data into data extension with API

Work with developers to get data import using API to data extension

‘Group’

a way to segment a list

‘Filtered group’

Need to previously created 'Data Filter' or 'Measure' to segment list.

A specific subset of subscribers generated by applying criteria to a list. It contains actual subscriber records you can send emails to.

‘Random group’

Choose group size and the group will be created randomly for list

Create a ‘Data Filter-Based Group’

Email Studio -> 'Subscribers' tab -> ‘Groups/My Group’ tab/folder ->click 'Create' button -> 'Create Subscriber Group' window, click ‘Next’ → in ‘Filter Definition Method’ section, in the selection list, choose the radio button labeled ‘Build a group based on a Data Filter’. → click ‘Next’ → in ‘Define Group Details & Data Source (real name section is unknown)’ section:

‘Look for’: Set this field to ‘Subscribers’ (this is the mandatory default object type).

‘In’: Click the ‘Browse’ button next to this field. A folder directory window will open; select from standard Subscriber Lists, Publication Lists, or other existing Groups, for this example select the master ‘Subscriber List’, then click ‘OK’. NO Data Extension (DE) or a Filtered Data Extension. Data Filter and List must match in data fields. For example, if your pre-built Data Filter uses a custom attribute called Region, the list you choose in the "In" field must be mapped to support that Region profile attribute. If they do not match, the filter will fail to process or return zero subscribers.

‘Using Data Filter’: Click the ‘Browse’ button next to this field. Locate and highlight your pre-built standalone Data Filter from your saved library, then click ‘OK’.

‘Group Name’: Type the custom name for your new group.

‘Store the group in the folder’: Click ‘Browse’ to select the specific folder destination where the finished group will live.
→ click the ‘Create’ button at the bottom of the window.

‘Data Filter’: A saved set of criteria (e.g., Age > 18 AND Status = Active). It contains no subscribers. It is just the logic rule.

Create a ‘Random Group’

Email Studio -> 'Subscribers' tab -> select ‘Groups’ menu -> Click 'Create' button, then click 'Next' button -> 'Create Subscriber Group' window, click 'Pick a random group from a subscriber list'/'Random Group' -> click 'Next'/'Ok' button -> Click 'Browse' button and select the list to create the group from. -> Add the first group. Click 'Add' button . Enter a name in ‘Group Name’. The name appears in the 'Email Send Wizard'. Enter a percentage or a number of subscribers in a selected list in ‘Group Size’ that is randomly added to the group. This format is used for the rest of the groups created in this random sampling. Click the group folder to set the group's location. If you want a new group folder, click 'New', select the parent folder, and enter the name. Click 'OK'. You see your first group and how much of the list you have left for creating more groups. For example, if you defined your first group as 25% of the list, the ‘Define Random Group’ dialog box displays 75% remaining. -> Repeat to add up to 11 more groups for a total of 12. -> Click 'Create' button. Email Studio reads through your subscriber data to build the new groups. -> If you want to see the last random group that was created, select ‘View your newly created group’ check box. -> Click 'Finish' to exit the wizard. You can access your groups from the groups area and use them to send emails.

‘Data Filter’

segment a list, a group or a data extension.

A saved set of criteria (e.g., Age > 18 AND Status = Active). It contains no subscribers. It is just the logic rule.

Create ‘Data Filter’ or ‘Group Definition’ from List 1 of 4

Email Studio → Hover over ‘Subscribers’ tab in the top navigation bar and select ‘My Subscribers’ or ‘My Groups’ (or ‘Groups’) or navigate to Lists if your parent subscribers are housed there→ click on the list you want to segment to open it. Eligible Source Types: ‘All Subscribers list’, Standard Lists or Publication Lists. → click the ‘Create Group’ button. → choose ‘Filtered Group’ (to segment by attributes) or ‘Random Group’ (to split an existing list into a random subset). → if you have NOT already select your list, select your source Subscriber List (e.g., All Subscribers) or any list and click ‘OK’. → Build your segment criteria: Drag and drop ‘Profile’ attributes, ‘Preference’ attributes, ‘Measures’, ‘List Membership’ and ‘Existing Data Filters’ (folder titled ‘Filters’ (or ‘Data Filters’)) into the filter workspace.

for ‘List Membership’: You can configure the rule to find subscribers who are Member of or Not Member of that specific list.

NO Existing Groups or Group Membership as criteria.

→ click ‘Save & Build’. → Name your group (this name is your Group Definition) and choose a folder location. Click ‘Save’.

In Automation Studio this becomes ‘Group Definition’.

Create ‘Data Filter’ or ‘Filter Definition’ from Profile Attributes 2 of 4

Email Studio -> ‘Email’ -> ‘Subscribers’ tab -> select 'Data Filters' -> click 'Create' -> 'Create Filter' window, choose to filter: ‘Profile Attributes’ or ‘Data Extension’ : select ‘Profile Attributes’ to create a filter based on profiles attributes or preferences attributes from a list, you do not select list here! -> click 'Filter' -> drag Profile & Preference Attributes,

Filters - pre-made standalone data filter conditions that you have saved in your account previously. A single condition or basic rule. You can change it right on the canvas.It is a one-time copy of the rule it does NOT update, Measure, or

saved Filters- allow you to nest an entire existing data filter inside your new filter. A multi-rule data filter that is reusable. It is locked and cannot be edited here. You must edit the original file to update this and if the original changes, this one updates here too.,

to the ‘Create Filter’ canvas. For date fields, select ‘Account Time Zone’ to use the time zone for the account. Leave Account Time Zone unchecked to use Central Standard Time. -> define with 'and/or'. To group your criteria, hover over the grouping operator so that it turns a darker blue, and then click to change the operator.

If you choose ‘AND’, the subscriber must meet all criteria to be included in the group.

If you choose ‘OR’, the subscriber must meet at least one of the criteria to be included in the group.> Enter a name and description. Choose a folder location and save. click 'Save & Build'

Create ‘Data Filter’ or ‘Filter Definition’ data extension 3 of 4

Email Studio -> ‘Email’ -> ‘Subscribers’ tab -> select 'Data Filters' -> click 'Create' -> 'Create Filter' window, choose to filter: ‘Profile Attributes’ or ‘Data Extension’ : select data extension to be filter -> click 'Filter' -> drag attributes to canvas:

Fields (The Columns of Your Specific Data Extension) like FirstName, Purchase_Date, or Store_ID

or

Measures (Behavioral Metrics Linked to other data extensions) your source Data Extension must be a Sendable Data Extension that has a column mapped to Subscriber Key or Contact Key. The system uses that mapping behind the scenes to look up behavioral tracking metrics

Filters (Saved Filter Definitions) You will see a folder icon labeled Filters. This allows you to look at previously saved filter definitions. You can drag an existing filter definition onto the canvas to instantly nest or stack your criteria without building it from scratch. To create this Filters: Email Studio -> ‘Email’ -> ‘Subscribers’ tab -> select 'Data Filters' -> click 'Create' -> 'Create Filter' window, choose to filter: ‘Profile Attributes’ or ‘Data Extension’ : select data extension.

-> define with 'and/or' > click 'Save & Build'

‘Measures’

used to segment with subscriber behavior example opens, email delivery…etc from list, data extension and resulting "groups" or filtered data extensions

Create ‘Measures’ to filter

Email Studio -> ‘Subscribers’ tab -> click 'Measures' folder -> click 'Create' button -> Fill in the 'Name', 'External Key' (optional unique ID) and ‘Description’ for your record-keeping -> Set Expression Conditions: 'Event Source': Select the behavioral data file (e.g., Opens, Clicks, Bounces) that will serve as the basis for the measure. 'Attribute': Choose the specific column to evaluate (e.g., Event Date or Send ID). 'Operator': Select how to compare the values (e.g., "is greater than" or "is equal to"). 'Criteria Value': Enter the specific value against which the attribute is compared. -> ‘Group Conditions’ (Optional): Use 'Add Condition' or 'Add Grouping' to combine multiple criteria with AND or OR logic. Combine with 'Outer Grouping' and 'Inner Grouping'. -> click 'Save'.

‘Publication List’

Subscriber can unsubscribe from a publication without unsubscribing from all the other publications of the organization. Just create a publication list for each of your own publication example newsletter, coupons…etc.

‘Profile Management’

See ‘profile attributes’ that describe a ‘subscriber profile’, default 3 profiles attributes: 1. Full Name 2. Email address 3. User defined

‘Preference Management’

Subscriber's preference of receiving communications: HTML, Simple Text, Surprise, Once a month and After 3PM

‘All Subscriber List’ fields

Email addresses in All Subscriber list have: Email address, status and subscriber key.

‘Filter Definition’

Automation Studio use ‘Filter Definition’ which is really ‘Data Filter’. Go to Email Studio to create ‘Data Filter’. If ‘Data Filter’ is not created first, this [ ] does not appear in Automation Studio.

Create ‘Data Filter’ or ‘Filter Definition’ from data extension's ‘Properties’ tab 4 of 4

Manually filtered a data extension's records using the 'funnel icon' button and realized you want to save that specific logic to use again later or in an Automation Studio's 'Filter Definition'. In Email Studio, go back to data extension's 'Properties' tab and click 'Save as Filter' button.

Create Filtered Group

Email Studio → ‘Subscribers’ tab → click ‘Groups’ or ‘My Groups’ menu → click the ‘Create’ button → ‘Create Subscriber Group Wizard‘ window opens, click ‘Filtered Group’ → click ‘Next’ → in ‘Select Source List’ section: choose Subscribers folder (for your master list like ‘All Subscribers list’) or other Lists folder. → Select only 1 specific source list you want to filter. → click ‘Next’ → in ‘Filter Conditions‘ section;

Drag profile attributes (City, State, Gender, First Name, Last Name, Birthdate or Postal Code) or Preference Attributes (Wants SMS or Opted In to Monthly Newsletter) from the left panel.

Drag Measure from the left panel, you need to create these before.

Drop them into the canvas area on the right.

Select your operator (e.g., equals, contains, is blank).

Enter the value you want to match.

Click ‘Save & Build’.

→ Enter a unique Name for your group. → Choose a folder location to store it. → Click ‘Save’.

This version is not for Automation Studio ‘Group Definition’.

Filter in Email Studio: A specific subset of subscribers generated by applying criteria to a list. It contains actual subscriber records you can send emails to.

Create new Group from list

Email Studio → ‘Subscribers’ tab → click on Lists section/folder → Select the ‘List’ you want to filter → choose ‘Create Group from Filter’ → select the ‘Data Filter’ you should have created this before starting this → Name the Group → save and run filter.

Profile Attributes

They are fields/columns/containers for a specific piece of subscriber information, found in system table like the "All Subscribers" table.

"All Subscribers"

master global, system-defined table that is called a List that acts as the central source of truth for every email subscriber in your account.

Email Studio’s Filter Activity and Automation Studio’s Filter Activity

Email Studio → click ‘Interactions’ tab in the top navigation bar → in the left-hand menu, click on ‘Filter’ → click the ‘Create’ button in the top toolbar. → Fill out the Properties section: ‘Name’: Enter a clear name (e.g., ACT_Active_North_Subscribers). ‘External Key’: Leave this blank. The system will auto-generate one. ‘Description’: Write a short note about what this does. → select your Source type: Choose either ‘Data Extension’ or Subscriber List depending on your database setup (You can select only 1 list, but you can select any Subscriber List you have created in your system—it does not have to be the master All Subscribers list). NO Publication List → select your Data Filter: Browse and click on the pre-made Data Filter that contains your segmentation rules. → Name your Resulting Data: Enter the name for the new target audience list that will be created (e.g., DE_Active_North_Filtered). → Click Save in the top toolbar.

The Filter Activity itself is just logic, but it automatically creates a new container that holds the actual subscribers when it runs.

In Automation Studio, use it with ‘Filter’ activity tile.