Managing Segments

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Last updated: Jul 17, 2017 by Former user (Deleted)
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Navigating to Segments

FOUNDATION > SEGMENTATION > MANAGE SEGMENTS

Using Segments

Segments is a function used to create lists of records from System data, based on conditions defined using CRMQL (CRM.COM Query Language), a business query language developed by CRM.COM. Segments are used by most System modules, especially batch processes, to apply Actions on specific records and not others.

Batch Processes use Segments in two ways:  

  • Included in Segments: Use to apply actions only on records included in these Segments
  • Exclude Segments: Use to exclude records found in the defined Segments, from being affected by their actions.
  • Navigate to Segments and explore existing records via the Summary page. 
  • Click on the link (Name or Number) of the record of your interest to enter the Data Entry page and see more detail. 
  • Use the Actions Menu to create a NEW Segment, modify (EDIT) or DELETE an existing one. 
  • Use BACK to return to the Summary page and CANCEL to revert any unwanted changes made to the Segments. 
  • Click on ACTIONS to discover other possibilities available for Segments.
  • Click on the Audit Log button to view a log of changes performed on the displayed Segment.

View the Attributes Table below for a comprehensive description of the Segments fields.  Check the Validations & Restrictions Table for a list of available Actions when working with Segments including each Action's related restrictions, validations and additional information.

Validations & Restrictions

ActionValidationsRestrictionsAdditional Information
Create
  • All mandatory fields must be provided
  • Name and Alternative code must be unique

  • A valid query must be entered to be able to save the Segment as 'Posted.'

  • The 'Exceptional Items' specified in the Segment must have the same Entity Type as the entity specified in the Segment.
  • Not applicable
  • Not applicable
Edit
  • All mandatory fields must be provided
  • Name and Alternative code must be unique

  • A valid query must be entered to be able to save the Segment as 'Posted.'

  • The 'Exceptional Items' specified in the Segment must have the same Entity Type as the entity specified in the Segment.
  • Entity defined at the Segment cannot be changed.

Editable Fields:

  • Name
  • Alternative Code
  • Description
  • Criteria Template
  • Criteria
  • Exceptional Items
Delete
  • Segments cannot be deleted if they are used as criteria by any 'Effective' business process.
  • Not applicable
  • Not applicable
Preview & Export
  • The CRMQL query isvalid
  • Not applicable
  • Not all the records of a Segment are available through Preview.  All records are available through Export.

Attributes

An * indicates a field is mandatory.

Name

Description

Main Information
Number*An auto-generated number that uniquely identifies each Segment.
Name*The name of the Segment.
Alternative Code*The alternative code of the Segment.
Entity*

Determines the Type of information which will be grouped in the Segment. The filters or queries which can be defined in the Segment depend on the selected entity. The supported Segment entities are the following:

  • Contact Information
  • Subscriptions
  • Service Requests
  • Accounts Receivable
  • Bills
  • Activities
  • Jobs
  • Rewards Participants 
  • Award Transactions
  • Spend Transactions
  • Award Expiration Transactions
  • Payment Gateway Cards 
  • Payment Gateway Requests
  • Payments
  • Buy in Advance Request
Life Cycle State

The Life Cycle State of the Segment which can be:

  • 'Draft.'
  • 'Posted.'

The CRMQL query must be correct for the Segment to be  saved as 'Posted'.

Criteria
Criteria Template

Segment Criteria Templates are used to load predefined CRMQL queries into the Criteria area.

Select the Criteria Template before the Entity. Once a Criteria Template is selected, the Segment entity is automatically updated.

Criteria

The criteria for segmenting the information, which can be specified using a CRMQL query (either manually or by selecting a Criteria Template).

Auto-complete features are available while typing the CRMQL query.

Mandatory on Conditions: The criteria are mandatory if the Segment is saved as 'Posted'.

The CRMQL query must be correct for the Segment to be saved as 'Posted'.  

The CRMQL query does not need to be correct for the Segment to be saved as 'Draft'.  

Exceptional Items
Exceptional ItemsDefine a set of items that should be included in the Segment regardless of the specified Criteria. The type of information that can be added in the Exceptional Items depends on the selected Segment entity.
Log Information
Log DetailsThe standard set of Log Details information available in all entities.

Additional Actions for Segments

Previewing AND Exporting Segments

Part of the records that will be included in a Segment is available for preview through the Preview Segment modal. To view all the records included in a Segment, the Segment must be exported. When a Segment is exported, an Excel file is created containing the complete Segment Information.

  1. Navigate to MANAGE SEGMENTS
  2. Search for the Segment to preview and/or export and click on its name to go to the Data Entry page
  3. From the Actions Menu click on ACTIONS > PREVIEW

  4. Through the preview modal window, click on ACTIONS > EXPORT

  5. Click on the DOWNLOAD button, once it is available, and an EXCEL file will be downloaded containing the complete Segment's Information.

    1. The Segment Preview Information includes: 
      1. Entity ID
      2. Entity Number (if applicable)
      3. Entity Name
      4. Entity Alternative Code (if applicable)
      5. Entity Description (if applicable)
      6. Accounts Receivable Name (only for Accounts Receivable based entities) AVAILABLE FROM CRM.COM R12.0.0
        1. Subscriptions
        2. Bills
        3. Rewards Participants
        4. Award Transactions
        5. Spend Transactions
        6. Buy In Advance Requests
        7. Jobs
        8. Service Requests
        9. Payment Gateway Cards
        10. Payment Gateway Requests
        11. Payments
      7. Contact Information Name (only for Contact Information based entities) AVAILABLE FROM CRM.COM R12.0.0
        1. Activities

View Understanding Segmentation for business examples related to Using Segments.

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