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 ‘Filter Definition’ from List 1 of 4

Email Studio -> ‘Subscribers’ tab -> click 'My List' folder -> select list to be filter -> click 'Filter' -> drag attributes to canvas -> define with 'and/or' > click 'Save & Build'

Create ‘Data Filter’ or ‘Filter Definition’ from Data Extension 2 of 4

Email Studio -> ‘Subscribers’ tab -> click 'Data Extension' -> select data extension to be filter -> click 'Filter' -> drag attributes to canvas -> define with 'and/or' > click 'Save & Build'

Create ‘Data Filter’ or ‘Filter Definition’ no source type specific 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 list, group or data extension to be filter -> click 'Filter' -> drag attributes to canvas -> 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’

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

Drag profile attributes or system fields from the left panel.

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’.

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.