How to create a new list (query) in Centaman

Miguel Panayotty

Updated September 28, 2021 18:10

Create new lists (queries) in Centaman to import into WordFly. This article will explain the basics of creating your list in Centaman. For more information or technical advice about Centaman lists, please reach out to Centaman support for expert guidance.

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.

Create a new list in Centaman

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

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

2. Select Utilities, Extensions and Access Rights

3. Select List Management

4. Select New List

5. Give your list a title and select a type

Check out the next section in this article 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.

6. Next select Add Segment

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

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.

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:

Segment criteria for membership list
Segment criteria for booking list

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

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.

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.

Select a Criteria Template for a list

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

Use this to confirm who is on your subscriber list.

Under Preview 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.

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?

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?

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

List Criteria and Segment Criteria

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

Create 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.