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Recipient filtering

Recipient filtering allows advanced recipient list manipulations.

Through simple and at the same time extensive conditions, it is possible to select recipients with whom it is possible to work further - e.g. create a new list of recipients, edit data in bulk, copy, move or delete. Filters can be applied to one, several, or all recipient lists listed in the Mailkit account database.

To create a new filter, first click the Filter recipients button and then start creating your filter.

Filter recipients button

From the drop-down bar then select from which list(s) you want to filter:

Recipient filtering

Next, we can start creating rules. The first two steps are the same as for Delivery capping.

While creating filters, you can click the Verify rules button at any time to check how many recipients match the specified conditions. By clicking on the number of matching records, you can export these recipients to CSV (after completing the export, you will find it for download in the Notifications – Notification).

Use the Save rules and Load rules buttons to do this. The rules management is then located in the menu Profile / Queries.

In the first step you can (but don’t have to) add rules related to filtering data stored in recipient's records:

Recipient filtering – step 1

TIP no.1: Comparison of text fields applies to the use of operators equal, not equal, begins with, doesn't begin with, contains, doesn't contain – all comparison of text strings is ie. CASE INSENSITIVE.
Example: A city equals to "prague" finds records with the value "prague" as well as with the values "prague", "prague" or "prague"A city equals "prague" finds records with the value "prague" and with the values "Prague", "PRAGUE" or "PrAgUe".

TIP no. 2: Comparing text fields ignores diacritics for the use of operators equal, not equal, begins with, doesn't begin with, contains, doesn't contain: 
Example 1: A city equals to "Červené Pečky" finds not only records with a value of "Červené Pečky" but also "Cervené Pecky".
Example 2: A city equals to"Cervené Pecky" finds not only records with a value of "Cervené Pecky", but also "Červené Pečky".

TIP no. 3: Comparing text fields by using operators exact match and not exact match doesn't ignore diacritics and at the same time is CASE SENSITIVE:

Example 1: A city that has an exact match with "Červené Pečky" finds ONLY records with a value of "Červené Pečky".
Example 2: A city that does not exactly match with "Červené Pečky" finds records with "Cervene Pecky", "červené Pečky", "ČERVENÉ PEČKY" and others, but DOESN'T find a record with a value of "červené Pečky".

In the second step, you can (but don't have to) create rules related to recipient interaction with the campaigns:

Recipient filtering – step 2

By clicking on "Add Campaign / Message" you can select one or more campaigns or specific campaign deliveries. You can only select from campaigns/messages that are less than one year old. Furthermore, using the Add rule or Add group buttons, you can define whether the selected campaigns/messages were sent to the recipients or not, whether the recipients should have opened them, or, for example, clicked on a link in them.

Once you click Use Filter, you will get to the third step of the recipient filter, where you can do actions with the resulting selected recipients. You can either process all records returned by your filter, or narrow down the selection by manually checking individual recipient emails.

Once you click Use Filter, you can specify what you want to do with the selected recipients in the third step of the recipient filter. You can either process all records selected by the filter, or you can select only specific emails.

Recipient filtering – step 3

Actions that can be done with the filtered records:

  • copy: Copies the recipient to another recipient list. If the recipient is already in another list, it will not be copied.
  • move: Moves the recipient to another recipient list. If the recipient is already in another list, it will not be moved.
  • delete: Deletes the selected recipients from the list selected in the first step.
  • set value: It is possible to set a common value for selected recipients (e.g. in a custom field), or to delete the current value.
  • copy to new mailing list: Copies the recipient to the new mailing list.

Click the Apply Filter button to perform the desired action.

TIP: We do not recommend creating new mailing lists based on segmentation as the data would be a snapshot of the original list at the time. You can then use the Delivery capping feature to create on-delivery segmentation and targeting for your campaigns. It is always better to maintain fewer lists with comprehensive recipient data in one place.