How do I create a new list (query) in Centaman?

Before you go to import your Centaman subscriber lists into WordFly you will need to make sure your lists are ready to go in Centman. Create new lists (queries) in Centaman to import into WordFly by following these steps.


Topics covered in this article:

Enable list management in Centaman

Create a new list in Centaman

More details on 'types' of lists in Centaman

Segment criteria for a Membership list

Segment criteria for a Booking list

Learn the difference between List Criteria and Segment Criteria

Creating a new list in Centaman with custom SQL

 

 

 

Enable list management in Centaman

 

Before you can build a list in Centaman, you need to enable list management.

 

1. Go to Access Administration by ...

  • Starting on the Launchpad
  • Select CRM / Memberships
  • Select Utilities, Extensions and Access Rights
  • Select Access Administration

 

2. Select Group Privileges

 

3. Select Membership Module

 

4. Under this section, check List Management.

 

This will enable Create, Modify and Delete list capabilities.

 

 

 

How to create a new list in Centaman

 

This section will cover how to create your list in Centaman, build your criteria, save your list to make it available in WordFly, make custom SQL edits or export as a CSV file. Let's get started!

 

1. In Centaman, from the Launchpad, select CRM/Memberships Module.

 

2. Select Utilities,  Extensions and Access Rights.

Centaman_Utilities.PNG

 

 

3. Select List Management.

 

Centaman_Utilities_ListManagement.PNG

 

4. Select New List.

 

Centaman_newlist.PNG

 

 

5. Give your list a title and select a type.

 

Check out the next section in this post to learn more about 'types' of lists available.

 

The types available are:

  • General
  • School Management (Not applicable for North America sites)
  • Membership (all membership and donation email)
  • Booking (for booking clients)

 

The contacts and criteria that show in the following screens are determined by the type of selection.

 

Centaman_editlist.PNG

 

 

6. Next select Add Segment.


Segments are events in Centaman. Use this section to fine tune who will be pulled into your subscriber list.

 

Centaman_addsegment.PNG

 

 

Record Type Options only apply for General & Booking Lists:

 

Specify which records you would like included, use 'Select All' to check all boxes and unselect a few.

 

Centaman_editsegment.PNG

 

 

 

7. Under Edit Segment, within the section Segment Criteria, select Add Criteria.

 

This section allows you to add criteria to your Segment. Select a Criteria Template for your segment.


*Need Inspiration, check out these sections for:

 

Centaman_addcriteria.PNG

 

Centaman_addcriteriatemplate.PNG

 

 

Criteria Template (for the Segment) includes the following options:

CentamanListManagement_template.jpg

 

 

Each (segment) criteria template includes a description and will prompt if further parameters are required.


For the “UDF Equals Value” Template you will need to know EXACT value of UDF and paste the value into this field.

 

Centaman_UDFEqualsValue.PNG

 

 

8. Under Edit List, within List Criteria, select Add Criteria.


This section allows you to add criteria to your List. Select a Criteria Template for your list.

 

Centaman_editlist_again.PNG

 

 

Select a Criteria Template for a list.

 

 

 

(Learn the difference between List Criteria and Segment Criteria)

 

 

9. Select Preview to see a result set for your subscriber list.


This is an easy way to confirm who is on your subscriber list.

 

Centaman_listpreview.PNG

 

 

In Preview mode you will see an option to 'View SQL' where you can add custom criteria using SQL.

Also, in Preview, you can save as a CSV to import into WordFly by clicking 'Export'.

 

10. Under Edit List, click Save.


Now your new list query will be available to WordFly for importing.

 


Centaman_list_save.PNG

 

 

 

More details on 'types' of lists in Centaman

 

The types of lists available to create under List Management are:

  • General
    • Member
    • Booking Contact
    • Created Online
    • Staff Member
    • Company
  • School Management (Not applicable for North America sites)
  • Membership (all membership and donation email)
    • Membership Types
  • Booking (for booking clients)
    • Booking Clients
    • Booking Contacts
    • Tour Attendees

 


Examples of 'General' type lists:

  • Send a special discount to members based on city or region
  • Send a thank you to members who donated to specific funds
  • Send a targeted email to clients with a particular cost rate (e.g. schools)

 


Examples of 'Booking' type lists:

  • Send a reminder to list of registrants for a special event
  • Send a payment reminder to list of clients with outstanding balances
  • Send an post-program evaluation to camp participants
  • Send a notification of similar program for cross marketing
  • Send a reminder to submit missing paperwork or waiver

 

Examples of 'Membership' type lists:

  • Send a renewal notice for active members expiring in a certain time frame
  • Send a welcome email to new members
  • Send a specific email to active members that have a particular UDF
  • Send an email to upper-level active members for an annual fund campaign
  • Send an upgrade email to base-level active members
  • Send a reminder email to lapsed members based on lapsed time
  • Send an email to active members who have not visited recently
  • Send a renewal notice for active members expiring in a certain time frame
  • Send a welcome email to new members
  • Send a specific email to active members that have a particular UDF
  • Send an email to upper-level active members for an annual fund campaign
  • Send an upgrade email to base-level active members
  • Send a reminder email to lapsed members based on lapsed time
  • Send an email to active members who have not visited recently

 

 

 

Segment criteria for Membership list

 

Need some inspiration? Here's some segment criteria for a Membership list.

 

Use Criteria...
Member Has Not Visited in X Days
Member Joined in Date Range
Membership Expires in Date Range (Fixed)
Membership Expires In Next X Days (Relative)
Membership Has Commenced
Membership is Active
Membership is not Cancelled
Membership Lapsed in Date Range
Membership Purchased in Date Range
Membership Purchased in Last X Days
Visits Remaining in Range

 

 

 

 

Segment criteria for Booking list

 

Need some inspiration? Here's some segment criteria for a Booking list.

 

Use Criteria ...
Booking Balance Outstanding
Booking Includes Selected Extra Item
Booking Start date in next X days
Booking Start Date in Range
Booking UDF Does Not Equal Value
Booking UDF Equals Value

 

 

 

 

Learn the difference between List Criteria and Segment Criteria

 

It's very simple.

 

List Criteria

  • Applies to the entire list
  • General criteria and works for all list types
  • Filters based on properties of the recipients such as date of birth, address etc

 

Segment Criteria

  • Apply only to the specified segment
  • Vary based on the type of list (bookings, members, general)
  • Filters based on the properties of the booking or membership such as booking date or member expiry date

 

 

 

Creating a new list in Centaman with custom SQL

 

If you're a bit more savvy with SQL and know your Centaman database really well, you can build your own SQL query for your Centaman list!

 

1. In Centaman, from the Launchpad, select CRM/Memberships Module.

 

2. Select Utilities,  Extensions and Access Rights.

 

Centaman_Utilities.PNG

 

 

3. Select List Management.

 

Centaman_Utilities_ListManagement.PNG

 

 

4. Select New List.

 

Centaman_newlist.PNG

 

5. Give your list a title and select Custom Query.

 

  • Start with List Management query and edit filters
  • Must include Member and Address tables
  • Once created, this list cannot be converted back to a List Management query

 

 

 

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