Promo Selection Report - Events

Exhibition and Conferences users can use two sections of the Promo Selection report to build lists based on company and contact selection details.

    • Company Selection
      This section allows you to pull off all companies assigned to a rep(s) and/or within certain countries. This can be filtered only to companies that have a certain attribute(s).
    • Contact Selection
      Allows you to pull off information regarding contacts in companies by selected criteria e.g. contact attributes.

These two sections can be used separately or in conjunction with each other, for example you may wish to find all the companies which are based in India, and list only the contacts that have a Sales contact attribute.

After building the report, you can use the list to produce bulk letters, emails or send a standard email to all the contacts.

Using the Promo Selection Report

  • Go to Marketing Database > Reports > Promo Selection  in the main menu bar.  We will look at each section individually but remember they can all be used together.


2. Company Selection

Click on the Company Selection Limit tick box.

  • Enter an Event code if you wish to make the report specific, this can be left blank to search the whole database.
  • Enter or Search for rep code(s) if required. You can select more than one rep by holding down the Control key on your keyboard while clicking on the lines in the search window. The company records must have the employee code of the rep assigned to them if this criteria is used.
  • You can search for all companies that are based in a certain continent by using the drop down arrow to select the continent. For this to be accurate, the correct continent must have been added to the country set up.
  • You can select one or multiple countries by entering their codes in the Countries field. You can select more than one country by holding down the Control key on your keyboard while clicking on the lines in the search window.
  • To refine your search to particular companies, you can also select up to 3 company attribute types and codes. The system will then look for companies in those countries and with the attributes you have entered.

Once you have selected your criteria for the report, there are several output options available.

Output Options 

Remember, unless you use the Contact Selection section of the report as well, all the contacts in the matched companies will be listed. To only choose certain contacts, use the Contact Selection as well

Formatted/Unformatted Address - formatted has the country after the postcode, unformatted the country is before the postcode.

You can send the report to Excel by clicking on the   button, the report will tell you first how many contacts the report has found matching your selected criteria. Click on Yes to proceed.

Right clicking on the Excel button allows the list to be used for bulk mailings and emailing.

  This option allows you to send all the contacts on the list (who have a valid email address) a standard email. For more information see Emailing a Standard Email to a Report List.

  This option allows you to merge the details on the list to word document for mailshots etc. For more information see Bulk Mailing from a Report List.

  This option allows you to send a document as an email (either body text or as an attachment) to all contacts on the list with a valid email address. For more information see Bulk Emailing from a Report List

 


3. Contact Selection

Click on the Contact Limit A and/or Contact Limit B tick boxes depending on the what information you require.

Contact Selection Limit A

Enter the Publication Code you wish to run the report on.

Enter or search for up to three contact attributes the contacts must have.

The Comment Equal to fields can be used if your company assigns a comment to your contacts.

You can also search for contacts that have had either a link (contact attribute link) created or (by pressing on the Created button) Updated between certain dates.

Contact Selection Limit B

Gives you more options about which contacts to include in the report. You can select just the main contact or accounts contact (leaving these unticked will include all contacts).

There is the choice of excluding the contacts that have been labelled 'Do Not Mail', by ticking the Do Not Mail Set tick box, this would have to be ticked if you were producing the report list to then do a bulk mailing from. You can include those contacts by ticking the Do Not Mail Not Set box if, for example, you wanted to produce a report in Excel but didn't want to mail them.

You can also search for those contacts that have been created between certain dates.

Once you have selected your criteria for the report, there are several output options available.

 

Output Options 

Formatted/Unformatted Address - formatted has the country after the postcode, unformatted the country is before the postcode.

You can send the report to Excel by clicking on the    button, the report will tell you first how many contacts the report has found matching your selected criteria. Click on Yes to proceed.

Right clicking on the Excel button allows the list to be used for bulk mailings and emailing.

  This option allows you to send all the contacts on the list (who have a valid email address) a standard email. For more information see Emailing a Standard Email to a Report List.

  This option allows you to merge the details on the list to word document for mailshots etc. For more information see Bulk Mailing from a Report List.

  This option allows you to send a document as an email (either body text or as an attachment) to all contacts on the list with a valid email address. For more information see
Bulk Emailing from a Report List.