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.
Mail List Name	Brief name of the Mail List
Select	Drop Down List: Patron who matches criteria Primary household patron instread All patrons in household
Active	Active / Inactive Flag
Outlet	Outlet that created the Mail List.
Access Groups	Specify which groups of people can access the data
# in List	Number of patrons currently in the list.
	Information about the Mail List and its behaviors. Click here for more information.
	The criteria groups for building the mail list. Click here for more information.
	List of Patrons who are in the mail list. Click here for more information
	List of who may change this mail list. Click here for more information.
	List of the dates and times the mail list was executed. Click here for more information.

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Description Tab

The Description tab of the Mail List window displays information about the mail list and its behaviours.

VIP List	Alert Employee if patron is on the mail list. If a patron is marked on a list as a VIP, the employee will be reminded that the patron is on the list via a popup-dialog window each time they open the particular patron's record.
External List	Allow Patrons to subscribe/unsubscribe via the internet. For most mail lists, this is never checked. However, if it is checked, this flag allows patrons to add (or remove) themselves to the mail list using the online sales module. Possible uses for this setting on mail lists are where the customer can elect to belong (or remove themselves) such as: Send me a season brochure Tell me about auditions I'm interested in 'Dance' performances Refer to a sample web page with external mail lists to see what the patron would see online.
Patrons must be logged in to subscribe	If this is: checked - the patron cannot add themselves to this mail list unless they are logged in. This mail lists are intended for the patron's 'account' page online. NOT checked - then the patron can add themselves to this mail list through the mail list quick add web link. This option is intended for letting people subscribe to lists with a minimum of data. (Name and email address).
Double Opt in Emails	This feature is only valid for mail lists that are 'external'. If enabled, then patron who is added to the mail list (manually or automatically) will be sent an email asking them to confirm that they want to be on the list. If the patron: does not respond to the email within 24 hours, they will be removed from the list. responds within 24 hours (or even at a much later date), they will be placed on the mail list with a status of 'double-opt-in confirmed' and the date that they confirmed opting in. This feature is very useful for implementing CASL (Canadian Anti-Spam Law -and/or- to improve accuracy of email addresses in the system because it requires the patron to confirm the email address, automatically improving the accuracy of the data.
Description	Detailed description of the purpose of the mail list (in 'descriptive plain language') so that others will understand its purpose or suggested usages.

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Criteria Groups Tab

Displays the selected Criteria for the mail list and allows you to add others to the Mail List.

	Inserts criteria for a Mail List. Click here for more information on adding new criteria.
	Removes the selected criteria.
	Opens the parameter window for the selected criteria.
	Rebuilds the mail list based on the selected criteria.
	Verifies the number of patrons in the Mail List.
Duplicate	will take the criteria group that you have selected and make a duplicate of it at the end of the list of criteria. By way of example, this is useful when you need to Generate a list of people for a time period and are using the having clause feature to get a total of donations, or count of events, perhaps by year Need to repeat that for a number of years to find, for example, the people who gave more than $1000 in a number of specific time periods so you can find those that are lapsed, or are giving more or buying more. The easiest way is to make one group of criteria Then duplicate it and edit the date parameters

	You can reorder groups of criteria* on a window by clicking on one and dragging it.*
	You can also drag a group of criteria from one mail list window to another. If you have built some criteria that you like and want to use portions of them in another mail list, just highlight the group and drag it to this window on another mail list.

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Draging Criteria Groups to Another Mail List

If you have some criteria on one mail list that you want to add to another, you can:

Select the group you like (see left window)
Drag it to another criteria group window

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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.

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Who's In Tab

This window displays a list of the patrons in the mail list. There are a number of things you can do with these patrons like:

generate mail labels
determine distance from your venue
export them
use them in criteria for reports or other mail lists
drag individuals from one mail list to another to place them into two lists
use the list to allow people to subscribe and unsubscribe to marketing lists online
drag them onto tasks to indicate who is invited.

	Tracking unsubscribes: If a patron unsubscribes from the mail list online, they are not removed from the mail list. Their record gets marked with an unsubscribed date. This tracks who no longer wants information from your venue for a specific purpose. This can be very useful for CASL purposes to track explicit opt outs and when the patron opted out.
	You may alter the subscribe status* using the add and remove buttons as described below.*

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.
Source	How the patron came to be in the mail list: Added Manually - an employee selected the mail list and added to the patron's record. Ticket Purchase (Box Office) - The patron was automatically added to the default mail list for an event by purchasing a ticket to an event at the box office Mail List Build - The patron satisfied the criteria for the mail list and was added when the Execute was pressed Added During Data Import - The patron was associated with one or more mail lists due to a data import. This could have been done when converting to theatre manager or by using the patron import feature Internet (Patron Self Added) - The patron placed themselves on the mail list online either on mail list screen or on the patron account window after logging in online Internet (Plug In) - You have a custom plugin that may have added the patron to the mail list as part of the processing. Ticket Purchase (Internet) - The patron was automatically added to the default mail list for an event by purchasing a ticket to an event at online Double Opt-In Pending (Box Office) - An employee added a patron to a mail list that requires double opt-in to satisfy CASL or to simply have the patron confirm that want to be on the mail list. The patron is automatically sent an email. If they: confirm - the status will be changed to Double Opt-in Confirmed don't reply - the patron will be removed from the mail list within 24 hours. However, if they subsequently confirm, they will be added to the mail list again as Double Opt-in Confirmed Randomly Assigned - You can build a mail list for marketing purposes and find it too large for our purposes or that you want to try an A-B marketing strategy. if so, you can use the Mail List Randomization feature to randomly assign people to a smaller list or to a number of other lists. Double Opt-in Confirmed - This means that the patron has received the email request to confirm participation in a mail list and confirmed it. This has two main benefits: it confirms the accuracy of the email address because the patron had to respond to it it provided a record of explicit consent as per CASL (Canada's anti-spam laws) or equivalent in other countries. Pass/Gift Certificate Purchase (Box Office) - The patron was automatically added to the default mail list for a Pass/Gift Certificate by purchasing one at the box office Pass/Gift Certificate Purchase (Internet) - The patron was automatically added to the default mail list for a Pass/Gift Certificate by purchasing one online Patron Unsubscribed (Internet) - The patron removed them selves from the mail list online. Theatre Manager actually retains this record as an indication of WHEN they removed themselves. You cannot pick these people for other mail lists. Double Opt-In Pending (Internet) - An employee added a patron to a mail list that requires double opt-in to satisfy CASL or to simply have the patron confirm that want to be on the mail list. The patron is automatically sent an email. If they: confirm - the status will be changed to Double Opt-in Confirmed don't reply - the patron will be removed from the mail list within 24 hours. However, if they subsequently confirm, they will be added to the mail list again as Double Opt-in Confirmed
Primary Phone	Patron primary contact telephone number.
	Clicking on the New button causes a pop up to be shown that lets you: Manually add a patron to the list. -or- if some patrons are selected that are unsubscribed, you can resubscribe them to the list. Note that the subscribe feature is intended for patrons to manage themselves for mail lists that they can access online. However, if you have a large mail list that is not public, you might find this useful to track who was on the list, and now wishes to be corresponded with by subscribing them.
	Opens the patron window of the selected patron.
	Clicking on the Remove button causes a pop up to be shown that lets you: Manually remove a patron from the list. -or- if some patrons are selected that are subscribed, you can unsubscribe them from the list instead of deleting them. Note that the unsubscribe feature is intended for patrons to manage themselves for mail lists that they can access online. However, if you have a large mail list that is not public, you might find this useful to track who was on the list and no longer wishes to be by unsubscribing them.
	Export the selected rows of contact information from a Mail List. If you want everybody in the list, select all the rows (or click on a line and the Ctrl-A or Cmd-A select them all) before clicking the export button. You will be give a choice of export format: tab delimited, comma delimited, xls, or xlsx format. Then you will be asked where you want to put the file
Add Pass	Can be used to add a pass or gift certificate to a number of patrons at the same time.
Unsub Email	Can be used to process an unsub/bounce file from an external emailer program and remove patrons from a mail list or remove their email addresses permanently.
	Search options for finding patrons within the selected Mail List.
	Search's the selected Mail List for patrons matching the selected search criteria.

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Using the Unsubscribe feature

In the sample list above, one patron is marked as unsubscribed online. One of the columns in the list contains the unsubscribe date, so you know when people no longer wanted to be part of the mail list.

When building other mail lists or running reports, there are two key selection criteria that lets you select these people:

Marketing Patron Belongs to Mail List - Subscribed to
When used, this will find all the people in the mail list - except those patrons who unsubscribe themselves online. This makes selecting people on a public mail list easy. You don't need to worry about who doesn't want email since they are automatically ignored.
Marketing Patron Belongs to Mail List - Unsubscribed from
This search criteria only picks people who have unsubscribed. Its best use might be for an eblast mail list where people say they no longer want a specific type of eblasts.
You can include patrons in your normal way and then use this list to eliminate people in the unsubscribed list using something like the criteria below.

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Access Restriction Tab

Displays a listing of who can change the contents of the selected mail list.

If you are on the access restriction list, you can add, rebuild and remove people from the list - and you can delete the mail list in entirety.
If the list of employees is empty, anybody can add, rebuild or remove people from the list

	If you want to hide this list from some people, use the Access Feature* at the top part of the window.*
	Preventing employees from altering the contents of the mail list does not prevent them from deleting the entire mail list unless you implement data permissions on the employee record (prevent delete of mail lists) or hide the mail list (as above)

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.

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Emails associated with Mail List

This window shows which emails are associated to this mail list for the purposes of allowing the user to unsubscribe from the mail list.

For mails to appear in this list, they MUST have been sent out using and unsubscribe list in the form letter merge.

You can:

Search by date sent to see what went out on a particular day or for a time period
Search by letter to see who got a particular bit of correspondence.
- You can see who opened it the letter
- Highlight a number of the lines based on status to see how many were sent and how many were opened
Have a look to see what is due the future
Select a number of emails and:
- change their status to Not Done to resend them -or-
- mark them done if you need to have them on the patron's file but never intended to send them, -or-
- delete them - which means that the patron could no longer unsubscribe from the email.

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Execution Log Tab

List of the dates and times the mail list was executed.

First	First name of the employee who ran the mail list.
Last	Last name of the employee who ran the mail list.
Start Count	Number of patrons in the list before the list is executed.
Stop Count	Number of patrons in the list after the list is executed.
Time (Sec)	Amount of time in seconds the mail list took to populate.
Status	The method chosen to populate the mail list. This will be one of: Duplicated - which means the mail list was original create from a duplicate of another one. The starting and ending counts will be the same and the time indicates how long it took to duplicate. Proceed - the mail list was built without clearing it first. It may mean there are patrons in the mail list that may not match the criteria. (eg if they were manually added prior to the rebuild> Rebuild - the mail list was cleared of app patrons prior to applying the criteria.
Start	The date and time at which the instance of the mail list was begun.
Finish	The date and time at which the instance of the mail list finished running.

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