Creating a Mail List

1. Open the Mail List window.

   For more information on accessing the Mail List window, click here.

2. Click the New button.

   

3. In the Name field, enter a short name for the Mail List.
4. In the Description field, enter a detailed description for the Mail List.

   This is extremely important for other users who may use the mail list. If the description of the list is good it will not need to be deciphered to understand the reason for the list.

5. Click the Save button.

Patrons can now be added to the list. There are several techniques for adding patrons to the mail list. You can:

• add patrons via a database query,
• add patrons through a ticket purchase,
• add patrons through the batch function,
• add patrons via the patron window, or
• you can allow patrons to subscribe or unsubscribe via the internet.

Deleting Mail Lists

Deleting a mail list will remove the reference in the patrons file prior to deleting the mail list.

1. Open the Mail List Window

   Click Here to learn how to open the window.

2. Find the mail list you wish to delete.

   

3. Click the Delete button.

   The following warning message will appear:

   

4. Click the Delete button.

   A message will appear at the bottom of the Mail List window verifying the list has been deleted. All associations between the patrons and the mail list will be removed.

Merging Mail Lists

Merging mail lists allows you to merge the data of many mail lists into one large list. Merging mail lists will only copy the data of the patrons belonging to the list. The criteria for the merged list will be the same as that of the list you select in step # 4.

1. Open the Listing of Mail Lists Window.

   Click Here to learn how.

2. Select the lists you wish to merge by holding down the Ctrl (PC) or Command/Apple (Mac) key.

   

3. Click the Merge button.

   The Merge Mail Lists window opens.

   

4. Select the mail list you want to merge all the lists into.
5. Click the Merge button.

   The following warning message appears.

   

6. Click the Merge button.

   The Mail Lists are now merged together. All patrons belonging to the selected Mail Lists will be merged into the chosen list. Patrons will only appear on the combined list once.

Creating a Database Query

To create a Query, you would perform the following steps:

1. Open the Mail List Window.

   Click Here to learn how.

2. Click the New button.

   The Mail List Criteria window opens. For an overview of this window click here. A new Mail List is created and forms the base on which the database is queried.

3. Enter a name for the new list.

   Make this a short descriptive name for quick reference.

4. Enter a description of the mail list.

   This is especially important for other users who may use the mail list. A clear description of the criteria can be used to decipher the name of the list.

   

5. Click the Save button.

   You can now enter the Criteria.

6. Click the Criteria Tab.

   

7. Click the Create Group button.
8. Choose To Add Patrons To The Mail List.

   The following window opens.

   

   Select a file that contains the data you are searching for. As the example list is searching for patrons who have made donations of time or money; the two files to use would be "Volunteer Activity History For Patron" and "Donation Data For a Patron With Each Gift". Click for more information on selecting the file.

9. Select the "Volunteer Activity History For Patron" file first.
10. Click the Next button.

    The Parameter window opens.

    

    Click here for more information on this window. This is the interface through which code is added to perform a query on the database.

11. Click the New button.

    The Add/Edit Parameter window opens.

    

    The list contains all the possible searchable fields available in your selected file. The selections on the top left side of the window (and, or, not) are used for searching multiple fields when more then one line of criteria is added within the same file. Click Here for an overview of conditions and search criteria.

12. Select the field to search.

    For this example "Activity Hours Worked ", found under Volunteer Activity History For Patron, will be the selected search field criteria.

13. Select a condition and set the parameters of the search.

    

    The condition displayed above will find any patron who has a value greater than zero under the "Activity Hours Worked" field.

14. Click either:
    1. Add / Continue if adding another search criteria to the file.

       The Criteria window remains open until save or cancel is clicked.

    2. Save if the search criteria for this file is complete.

       The Parameter window will return and the entered criteria will appear in the list.

    

15. Click the Done button.

    Now the group and its criteria have been added to the main query. For this example, another group needs to be added to include the patrons who have donated money.

    

16. Click the Create Group button.
17. Choose To Add Patrons To The Mail List.

    Choose a file containing the required data. This example requires the "Donation Data For a Patron With Each Gift" file.

18. Click the Next button.
19. Click the New button in the Parameters window.

    In the Edit/Add Parameters window, eave the And button selected. The field for this example would be "Donation Amount-Actual", found under Donation Data for a Patron With Each Gift, while the condition and parameter would be greater than zero,as the search is for any donation with a dollar value.

    

20. Click the Save button.
21. Click the Done button.

    Both of the Search Criteria are added to the query. The group criteria says add any patron who has volunteered their time as well as any patron who has made a donation to the list. Now, all the criteria have been added to satisfy the description, the database can be searched.

    

22. Click the Execute button to begin the Query.

    The patrons satisfying the first criteria will be found and added to the list. Once complete, the second criteria will be performed and any patrons matching the second criteria will be added. Any patron matching both criteria will only be displayed once. The Mail List will default to the Who's In tab displaying all patrons who match the criteria and are in the list.

    

Complex Query Criteria

If you are designing a very specific mail list you will need to use some complex criteria to ensure you receive the desired data. Complex criteria uses brackets combined with operators and conditions to find specific groups of data. Click Here to view the different types of operators and conditions along with a description of their function.

Mail Lists - Rebuilding a Mail List

After creating mail list criteria and building the mail list, over time some of the patrons on the mail list may no longer meet the criteria to belong to the mail list. The most effective way to remove the patron that no longer meet the criteria is to rebuild the list.

1. Open the Mail List Window.

   Click Here to learn how to access this window.

2. Find the mail list you would like to rebuild.
3. Click the Execute button.

   The following warning screen will open.

   

4. Click the Rebuild button.
5. Click the Yes button.

   This will remove the current patrons from the list and perform the query again on the new data. Clicking Proceed would have left all current patrons in the list, added patrons who fit the entered criteria and only remove patrons who fit within any "remove" criteria.

Parameters for Mail Lists Window

Parts of the Criteria for Group from Mailing List Window

	Default search or sort order for the selected Parameters.
	Inserts the last used criteria for the merge field selected.
	Displays saved criteria options within the selected merge field.
	Saves selected criteria.
	Saves the entered criteria to be used again.
	Opens the criteria window to insert new criteria.
	Opens the criteria window and allow for modifications.
	Removes the selected line of criteria.
	Removes all lines of criteria in the parameters window.
	Inserts brackets around lines of criteria.
	Removes brackets around lines of criteria.
	Searches the database for patrons who "have" a specified line of criteria.
	Cancels the entry of criteria.
	Completes the entry of criteria.

Removing Patrons Through a Query

If you wish to remove a large number of patrons from a list and they all have a common feature, using a query is the best technique. It is the same procedure as adding a new group except for selecting the Remove function. To ensure that you are removing the correct patrons, place the remove criteria group as the last group to be performed. Click here to learn how to rearrange groups.

1. Open the Mail List Window.

   Click Here to learn how to open the window.

2. Find the mail list from which you wish to remove patrons.
3. Click the Criteria tab.

   A window with all existing criteria will appear.

   

4. Click the Create Group button.
5. Choose To Remove Patrons From The Mail List.

   The following window will appear.

   

   Select a file which contains data all patrons to be removed from the list have in common. Using the Example List created in Adding Patrons to a Mail List Through a Database Query patrons with last names starting with the letter A will be removed. The "Patron Data" file will be used for this example.

6. Select "Patron Data" from the drop-down list and click the Next button.

   The Parameters window will open.

   

   Click Here for a detailed description of the window.

7. Click the New Button.

   The Add/Edit Parameters window will open.

   

8. Select the field to search by.

   For this Example the "Patron Name-Last " field.

9. Fill the search parameters with the information to search by.

   For the example use "begins with A".

10. Click the Save button.

    The Parameters window will return and the selected criteria will appear in the window.

    
11. Click the Done button.

    The Mail List Criteria window will return.

    
12. Click the Execute button.

    The following window will open.

    

13. Click the Rebuild button.

    A confirmation window will open.

    

14. Click the Yes button.

    Theatre Manager will highlight each group as it is executed.

    The Mail List Criteria window will open to the Who's In tab. Patrons with last names starting with the letter A will now be removed from the list.

Adding Patrons to a Mail List Through a Database Query

If you wish to add a large number of patrons from a list and they all have a common feature, using a query is the best technique. It is the same procedure as adding a new group.

To add a patron to a mail list throgh a database query, 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 located in the toolbar.

   

3. Enter a Name for the new list.

   This should be a short, but descriptive name for quick reference.

4. Enter a detailed description of the mail list.

   This is extremely important for other users who may use your mail list. If you describe the criteria of the list well, they will not need to attempt to decipher the code.

   

5. Click the Save Button on the toolbar.

   You can now begin to enter your groups of criteria.

6. Click the Criteria Tab.

   

7. Click the Create Group button.
8. Choose To Add Patrons To The Mail List.

   The following window will appear.

   

   Select a file which contains data that all patrons required on the list will have in common. Using the Example List created in Creating a Database Query we wish to add all patrons born in 1966 or greater. The "Patron Data" file will be used for this example.

9. Select a file which contains the required data and click the Next button.

   The Parameters window will open.

   

   Click Here for a detailed description of the window.

10. Click the New Button.

    The Add/Edit Parameters window will open.

    

11. Select the field to search by.

    For the example you would use the "Patron Date of Birth" field.

12. Fill the search parameters with the information to search by.

    For the example use "is greater than or equal to" and the date December 31 1965.

13. Click the Save button.

    The Parameters window will return and the selected criteria will appear in the window.

    
14. Click the Done button.

    The Mail List Criteria window will return.

15. Click the Execute button.

    If this is the first time the list has been executed, Theatre Manager will highlight each group as it is executed, then the Mail List Criteria window will open to the Who's In tab. Only patrons whose birthdays fall after December 31st 1965 will be added to the list.

    If the mail list has been executed previously, the following window will open:

    

16. Click the Proceed button.

    If the mail list has not been updated for some time the Rebuild button can be used to ensure all data is current.

Adding Patrons to a Mail List Through a Ticket Purchase

This method of adding patrons to mail lists, can capture all patrons who purchased a ticket(s) for a play. When you set up a play in the Plays and Dates Window, there is an option to apply a default mail list. For every ticket bought for that play, Theatre Manager will add the patron to the default mailing list, if the patron is not currently already associated with it. For example, there may be a general mail list for musicals and many musical productions over the year. If a patron is attending their first musical they will be automatically added to the default mail list. This is an excellent tool to market for a specific genre of productions.

To add patrons to a mail list through a ticket purchase, you perform the following steps:

1. Click Setup from the menu and click Plays.

   

   The Play List window opens.

   

2. Enter the search criteria and click the Search button.
3. Select the Play and click the Open button.
4. Click the Marketing tab.

   Locate the Default Mailing List field.

   

5. Click the Search For A Value button.

   The Mail Lists window opens.

6. Enter the search criteria at the top of the Mail List Lookup window and click the Search button.

   

   Mail Lists marked with a bullet have search criteria implemented for them. That is, patrons could be added to those lists by searching the database for the specified criteria.

7. Click a Mail list to highlight and click the Select button.

   

   Every patron who buys a ticket for the production will be added to the "Musicals" mail list.

   For more information on setting up Plays and Dates refer to the System Setup section and click on Events and Dates.

Adding Patrons to a Mail List Through the Batch Function

To add patrons to a mail list through the batch functions, you perform the following steps:

From the Mail List Window, you can quickly add patrons manually, if you have their patron number. Occasionally, the patrons you want to add to a mail list may belong to a report you have just printed, and you wish to add them to a list. Using the batch function you can quickly add the patrons manually by their patron number.

1. Open the Mail List Window.

   Click Here to learn how to access the window.

2. Find the Mail List to add the patron to.

   

3. Click the Who's In tab.
4. Click the Add Button.

   The Contact List will open.

   

5. Enter the search criteria for the patron and click the Search button.

   Highlight patrons in the contact list who belong in the Mail List by single clicking on them.

6. Click the Select button.

   The patron has now been added to the list. If the patron is already a member of the mail list you will hear a beep and receive the message that the patron is already on the list. Repeat this step until all the patrons have been entered.

Adding Patrons to a Mail List Through the Patron Window

Adding a single patron to a mail list is accomplished thought the Patron Window. To add more than one patron see Adding patrons through a ticket purchase or Adding patrons through a database query. Patrons may also choose to Subscribe or Unsubscribe to a list via the internet.

To add patrons to a mail list through the Patron window, you perform the following steps:

1. Click the Mail List Tab tab in the Patron window.

   To learn more about accessing the patron window click here. You can now view all mail lists the patron belongs to.

   

2. Click the Add button to add the patron to mail lists.

   The Mail Lists Lookup window will open.

   

3. Enter the search criteria and click the search button.

   Mail lists within the criteria will appear in the list. The mail lists which contain criteria are marked with a bullet.

   

4. Select the mail list(s) to which you would like to add the patron.
5. Click the Select Button.

   

Allowing Patrons to Subscribe or Unsubscribe Via the Internet

Patrons can subscribe or unsubscribe to mail lists of your choosing, using the internet in conjunction with the web sales module. To allow patrons to subscribe or unsubscribe from a mail list via the internet, you perform the following steps:

1. Find the mail list you want to allow patrons to subscribe to or unsubscribe from.

   

2. Click the Allow patron to subscribe/unsubscribe via internet flag.

   A check mark will appear in the box. Patrons logged into the database through the web sales module can now subscribe/unsubscribe to this mail list.

3. Repeat for each mail list needing access via the internet.

Accessing the Mail List Window

To access the Mail List window you perform the following steps:

1. Click Setup >> Mail List in the toolbar.

   

   The Mail List search window will open.

2. Click the Search button.

   All active Mail Lists will be displayed.

   

3. Select a Mail List and click the Open button.

   The Mail List Criteria window will open. Alternatively, you can simply double click on the Mail List name.

   

   For more information on the Mail List window click here.

Exporting Patrons from a Mail List

1. Open the mail list you want to export patron data from.

   

   For more information on accessing the mail list window click here.

   

2. Click on the Whos In tab.

   

   For more information on the Whos In and other mail list tabs click here.

   During the export process, all of the columns displayed in the Whos In window will be exported. Click here, for information on how to change the displayed columns.

3. Highlight all the records you want to export. If you want the entire list, highlight the top record, then SHIFT+click on the bottom record.
   
4. Click the export button.
5. Enter the name and the location of where you wish to save the file and click "Save".
   The file will now be saved in the location you specified.

Parts of the Mail List Window

	Opens a new Mail List window.
	Saves changes made to the Mail List.
	Creates a copy of the open Mail List.
	Reverts back to the last save point.
	Deletes the open Mail List.
	Generates a report to the screen or default print location displaying the details of the Mail List.
	Checks the spelling of typed items within the current tab.
	Opens the mailing label window to create mailing labels for patrons included in the Mail List.
	Provides a report by zip code of all patrons in the Mail List.
Mail List #	Computer generated number for the Mail List.
Name	Brief name of the Mail List
Outlet	Outlet that created the Mail List.
# in List	Number of patrons currently in the list.

Description Tab

Criteria Tab

	Inserts criteria for a Mail List.
	Removes the selected criteria.
	Opens the parameter window for the selected criteria.
	Processes the Mail List.
	Verifies the number of patrons in the Mail List.

Who's In Tab

Type	Customizable field that allows for classification of patrons by type (Individual, Student, Staff, etc.)
Patron #	Unique number assigned to a patron.
Patron Name	Patrons first, last name and business .
Primary Phone	Patron primary contact telephone number.
	Manually add a patron to the list. For more information on adding patrons to a list click here.
	Opens the patron window of the selected patron.
	Manually remove patron from a list. For more information on removing patrons from a list click here.
	Export the contact information from a Mail List.
	Search options for finding patrons within the selected Mail List.
	Search's the selected Mail List for patrons matching the selected search criteria.

Access Restriction Tab

First	First name of the employee.
Last	Last name of the employee.
E-mail	E-mail address for the employee.
	Grants an employee access to the Mail List.
	Removes an employee from having access to a Mail List.
	Opens the employee data window for the selected employee.

Execution Log Tab

Re-Arranging Grouping of Criteria

Complex groups/criteria adds and removes patrons from a list. Criteria within the query may need to be repositioned. This is easily done by dragging and dropping the grouping.

Click the line of criteria to be moved to select it. Click and hold the mouse button to "pick up" the group. Drag the criteria up or down the list and release the mouse button where it should be placed.

Removing a Patron Through the Mail List Window

This method is useful for removing multiple patrons from a mail list when they do not have common information. If the patrons all have common information (e.g. they all are non-donors) use the Mail List Database Query method of removal.

To remove a patron through the mail list window, you perform the following steps:

1. Open the Mail List Window.

   Click Here to learn how to open the window.

2. Find the mail list to remove patrons from.
3. Click the Who's In tab.
4. Select the patrons you want to remove from the mail list.

   Single click on a patron to select them or use the Ctrl key (PC) or the Command/Apple key (Mac) to select multiple patrons.

5. Click the Remove Button.

The patron has been removed from the list.

Who is on the Mail List

Once a mail list has been created or found you may wish to view the patrons belonging to the list. By viewing the Who's In tab of the Mail List, patrons can be viewed or removed from the list.

To view a patron on the mail list, you perform the following steps:

1. Open the Mail List widow.

   Click here for more information on opening the window.

2. Find the mail list required.

   

   Currently there are 15 patrons attached to this mail list as seen by the # in List to the right of the window.

3. Click the Who’s In tab.

   The Who's In information will be displayed.

   

   For more information on this window click here.

Combining Mail Lists

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.

Mail List of Attendees to Multiple Events

• 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.

Mail List of Patrons Attending an Event

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.

Mail List of all Current Subscribers

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.