You can download quick reference information for Creating a Mail List by clicking on the icon.

Cheatsheet (pdf)

Flash ScreenCast

MP4 ScreenCast

By combining mail lists you can gain access to the data of many lists and from that data form a new list. Unlike merging the mail lists, you are able to keep the original mail lists and their data intact and unchanged.

To combine mail lists, you perform the following steps:

1. Open the Mail List Window.

   Click Here to learn how to open the window.

2. Click the New button.

   The Mail List Inserting window opens.

   

3. Enter a Name and Description for the list.
4. Click the Save button.
5. Click the Criteria tab.

   

6. Click the Create Group button and select To Add Patrons to a Mail List.
7. Select Mail Lists Associated with a Patron.
8. Click the Next button.

   The Parameter window opens.

   

9. Click the New button.

   The Add/Edit Parameter window opens.

   

10.  Select a field and condition.

    For this example the field will be "Mail List #" found under Mail List Setup and the condition will be "is one of"

11. Select the mailing lists to be combined.

    Hold the Ctrl (PC) or Command (Mac) key to select multiple lists at a time.

12. Click the Save button.

    The Parameters window is displayed.

    

13. Click the Done button.

    You are returned to the Mail List Criteria window.

14. Click the Execute button.

    The data from the selected mail lists will be combined.

    If the criteria is changed in one of the combined mail lists the combined mail list must be executed again to update the information.

A question that has been asked many times is "How do we find people who bought multiple events?". Just by changing the data you select from, you can use the technique described below to find people who:

• donated multiple times
• volunteered multiple times
• received multiple mailings or eblasts
• bought multiple gift certificates
For the purposes of the example, refer to the picture below. The general steps to find purchasers to multiple events are:
• Create a group in the criteria window based on ticket data per performance
• Select the criteria 'Play #' or 'Event #' (depending on what your venue calls it) and then select multiple events from the pick list
• Click the Having button on the criteria window
• The having criteria should be the 'Event #'. Be sure to pick
  • Unique count on the left
  • and on the right, enter the range of unique events such as between 3 and 6
• When you execute the mail list, you will get people who have bought 'distinct' events out of the criteria you selected
• You can make the first part of the criteria as complicated as you wish, such as 'all regular tickets' that were 'sold by user xxx' and were 'sold on a thursday afternoon' just by adding more lines to the regular criteria as you've done before.

In this example, of creating a mail list of Patron Attending an Event, the event name will be "Rolling Stones Concert". This mail list will only function if the Confirm Attendance function is being used.

1. Open the Mail List Window.

   Click Here to learn how to access this window.

2. Click the New button.
3. Enter a detailed name for the list.

   Rolling Stones Concert attendance

4. Enter a detailed description of the mail list.

   This mail list is comprised of patrons who attended the recent Rolling Stones Concert.
   
   Once this information has been entered you can now begin to enter your criteria.

5. Click the Save button.
6. Click the Criteria tab.
7. Click the Create Group button and select To Add Patrons to a Mail List.
8. Choose the "Ticket data per Performance" file.

   

9. Click the Next button.

   The Parameter window will open.

   

10. Click the New button.

    The Add/Edit Parameter window will open.

    

    Choose the Play Number, is one of, select The Rolling Stones event.

11. Click the Save button.
12. Click the Done button.
13. Click the Execute button.

To create a mail list of all of your current subscriberes, you perform the following steps:

1. Open the Mail List Window.

   Click Here to learn how to access this window.

2. Click the New button.
3. Enter a detailed name for the list.

   Current Subscribers.

4. Enter a detailed description of the mail list.

   This mail list is of all the current subscribers.

   

5. Click the Save button.
6. Click the Criteria tab.
7. Click the Create Group button in the lower left corner of the window and select To Add Patrons to a Mail List.
8. Choose the "Ticket data per Performance" file.

   

9. Click the Next button.

   The Parameter window will open.

   

10. Click the New button.

    The Add/Edit Parameter window will open.

    

    Choose the Play Number, is one of, select the plays which are in the season subscription package.

11. Click the Add / Continue button.

    Choose Promotion. is one of, select the promotion codes for all of the subscription types.

12. Click the Save button.

    

    If the criteria is left in the order shown (searching for promotion # first) the query will take extra time. Currently the query will search every ticket in the database for the Subscription and Subscription-Early promotions then search the matching tickets for the matching performance codes. To optimize the search switch the criteria, so performance code is searched first, then from those results the matching promotion # will be returned. Click here to learn how to rearrange criteria.

13. Click the Done button.
14. Click the Execute button.