Managing preferences with multiple data uploads

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We send out a monthly email to all our members. Each month we run a report, and pull all current members from our database and upload into Emma.

Our current method is to upload a new list of members each month into one Audience.

If Person A decides to manage preferences and removes himself from this Audience, but not opt out, what happens when we upload the next month?

Person A is still a member of our organization and as such, due to our current method would be put right back into this Audience next month.

Does Emma remember the preference, even if we try to put the person back in? And if Emma keeps it all straight, what happens if we change the Audience name?

We're starting to experiment with preferences and segmentation and want to ensure we understand basic principles before set up. Thanks.
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Liz Stephenson

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  • unsure

Posted 5 years ago

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Brandi Leath

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oooh that's a good question!!!! I second that! :)
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Tyler Scott, Employee

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Official Response
Hey Liz! Great question here. Emma is pretty smart, but doesn't have the ability to remember those preferences in this kind of scenario. So each time you're importing current members each month and adding them into this particular audience group, that individual would be added back in. What database do you use outside of Emma? The reason I ask is we offer integrations with quite a few CRM's or if you have developer resources you could build your own integration by accessing Emma's API

Hopefully this helps, but please let me know if I can assist further.
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Liz Stephenson

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Bummer.

But good to know ahead of time so we can set up our structure and preferences correctly.

We use Personify 360 which would integrate with Emma, but the integration project/ process is not on our development roadmap yet.

Thanks Tyler! I appreciate the help.
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Liz Stephenson

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So one more question around this - if we use the Add New feature, and only add new people will we have this issue?

In theory - I am thinking no, because the Person A - who has prefered out of Audience A - would not be updated or touched due to an Add New update.

Is that correct?
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Emily Hollingsworth, Alum

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Hi Liz -- Let me make sure I understand what you're asking. :)

If you add your master list using add only, Emma will skip over any email addresses that already exist in your audience and will simply add the new addresses. So any contact that has managed preferences will not be updated or changed in any way. Is that what you're looking to do?

Thanks!
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Emily Hollingsworth, Alum

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Laurie -- This is getting really exciting! I've been pretty zeroed in on the strategy here, but I think in order to find the right solution, we need to circle back to the end goal. Is your goal here to be able to email anyone who has registered for a webinar or opted into the webinar group in order to let them know about upcoming webinars? Or, are you emailing people who just registered?

It sounds like part of the problem here is that you're reimporting what seems to be a master list of all webinar registrants (including those folks who may have removed themselves from the group). Instead of reimporting that master list, could you simply import lists of registrants for upcoming webinars to the existing webinar group? If someone is on the list for a new webinar that had previously removed themselves from the webinar group, I'd think it's safe to assume they're opting themselves back in. 

Am I on the right track here? Thanks so much!
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Laurie T.

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Thanks, Emily.  

Being able to give subscribers the power to manage their email preferences is new to us, so we're feeling super cautious about not sending anybody anything they don't want. 

I was getting stuck on the fact that, if someone has managed their preferences, and is not on the webinar list, I have no idea if it's because they were never on it or because they took themselves off. But I think you've helped me find most of a way around that.

For webinar announcements, the goal is to reach:
A.  Everyone who has registered for any past webinar, plus 
B.  Selected contacts who, based on a complicated set of dynamic criteria, are likely to be interested in our webinars.

For our first webinar announcment through Emma, I plan to pull A. and B. out of our CRM system, import them to a Webinars group in Emma, and send. 

For future webinars, I can update A. by importing anyone on just the most recent webinar registration list, taking comfort in your comment that if they opted out of webinars but then signed up for one it's safe to assume they've opted themselves back in.

As for B., what I really want to do is exclude anyone who has ever received a webinar email but is not currently in the webinar group. But there is no way to specify "a webinar email" when creating a segment. 

And here is where I am stuck. Thoughts?
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Emily Hollingsworth, Alum

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Hey Laurie -- I'm glad to see we've made some serious progress here, and I'm loving your commitment to making sure this strategy is air tight. :)

You're correct, in that there isn't currently a way to build a response segment around a specific email. You can use a date range to try to pinpoint if people received an email that you sent during that time. You could, however, save each send list for your webinar emails (from the response section) and combine those into a group. Then run a segment to find anyone who is in that group but not in the Webinar group! That could be a little tedious at first, but if you save those send lists moving forward right after you send to them and add them to the growing "sent webinar email" group, it should be pretty easy to maintain!
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Laurie T.

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I like it -- thanks! I think I saw that there is a place to save that 'send list' just as I am sending an email. Let's say I forget to do that though -- can I recapture it later under the Response tab?
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Emily Hollingsworth, Alum

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Sure! You can save the "delivered" list from the mailing response as a segment.



You can also access the group(s) you sent to from the response. This will reflect the group in it's current status, though. If you've changed that list since sending to it, you'll be accessing the current list rather than the one you sent to. so it's best to to this right after you send.

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Laurie T.

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I am brand new to Emma and am very interested to know how you worked this out, or if anyone else has found a solution. Thanks!