Best way for query segregation

I use several small queries, put them in a hierarchical order, and Globally Add an attribute to each Query (in order).  The Attribute can be set to allow only one, so dupes are removed that way, and I can add information to the Attribute to label each segment.


Once the list is assembled as an Attribute, Export from RE and do the mail merge.  Then I can do an Import to add the Appeal Tags (or another set of Global Adds).  Global Change to delete the Attribute, and done.  (Actually, I leave the Attribute itself in there to use next time...just remove it from all Constituent Records.)


This helps because RE won't add a second Attribute (it will add a second Appeal), and I can Global Change all I want with the Attribute data (not always possible with Appeals...you can't GC a Package, for example).  Plus, any edits my coworkers make to the list after it's out of RE can be incorporated into the Import data.


Some of this depends on how much data you want on your Appeal Tags in the end.  I like to see the segmentation via Packages, and often have other data I'd like to keep in Comments, Marketing Segment, and/or Marketing Source Code fields.  Plus, mailings don't always drop on the scheduled Drop Date, so waiting until the end means the most accurate Appeal Tag date.

Generally I use multiple smaller queries and merge to arrive at the ‘master’ which I export. As mentioned, one needs to be careful to run them in the right order (depending on your hierarchy). I’d add that having an ‘exclusion’ query is very helpful. As Jennifer mentioned, I too find it helpful to Import Appeal/Package/Attribute ‘tags’ after the pull.


If you’re sending primarily to individuals then the Quick Letter section of the Mail unit might be a good option. It has a tab for segmentation and this can be really helpful to eliminate duplicates and to make sure that the hierarchy is maintained (e.g. John Doe meets criteria for Query 1 [Package A], Query 2 [Package B], and Query 3[Package C]. You can insure that John Doe only gets Package A). It will also allow you to ‘tag’ the proper Appeal/Package to the Const. While it can be used for Contacts at Orgs, it’s a bit more complicated and I generally use it in correlation with Export to be able to get the information I need.

ShawnAlis Cusato:

What do you mean by Appeal Tags?  Is that the code that you use?

I do a few to several (depending on the final list) small/medium queries that are in hierarchal order.  They are loaded into the segmentation in thethe same order.


If you still get dupes, it may be the spouses or that folks have more than one of the criteria, so they are getting pulling a second and possible third time because of this.  So be mindful of any query that is pulling based on SC to spouses/orgs and such

I also use the multiple query, hierarchy method.  I create an attribute table to tag each segment,  One other thing I do after tagging a segment is run a query on spouses of those who have the tag.  I use this query to add an exclude attribute, which is also part of the table, with spouse in the comment field.  I also use the exclude attribute to exclude some of the smaller lists so that my queries don't get too crazy.  It's a lot easier to exclude one attribute than to add all of the exclusions to the queries.  

Also, I was finding that the primary may be excluded from the query, but because of soft-credits, the spouse was included.  The exclude attribute handles this nicely, because I can use the spouse query I mentioned above and add the exclude to the spouses too.

John - I totally agree, I think the segmentation function is yet another really great 'special' feature that's hidden away in Mail.  Not well understood and not widely utilized.  


Thanks for explaining how it works and its usage so well ...