Segments

In it’s simplest form, a SEGMENT is a collection of contacts. You can use segments to identify and group different collections of people in your system and reach out to them via email, merge documents, and more.

• Members of an group or organization
• Board members of your organization
• Contacts from a specific geographic location
• Donors who have reached a certain level of giving

You can create segments referencing contacts that are already in the system or you can import a list of new contacts and create user accounts for them as part of the import process.

Creating a segment

Go to SEGMENTS on the gray menubar. Click on the “Create New Segment” button.

Assigning contacts to a segment

1. Open the segment from the SEGMENTS tab in the gray menubar.
2. Go to the Basics tab.
3. Click on the SELECT EXISTING button to select a contact into the segment, OR
4. Click on the CREATE NEW CONTACT to create a new contact that, once saved, will be saved to the segment.
5. Click on SAVE or SAVE AND EXIT to save your changes.

You can also use segments to identify a collection of individuals or groups that can receive credit for sales, such as for raffle tickets.

You can also assign a contact to a segment from the SEGMENTS tab under the Contact record.

1. Open the contact record.
2. Click on the SEGMENTS tab in the left sidebar menu.
3. Click on the SELECT EXISTING button to select the correct segment.
4. Click on SAVE or SAVE AND EXIT to save your changes.

Importing names into a segment

1. Open the segment from the SEGMENTS tab in the gray menubar.
2. IMPORT CONTACTS into the new segment from the TASKS button.
   • The file containing the contact information must be a CSV or an Excel file, with a standard extension such as .csv, .xlsx or .xls. For Excel files it is assumed that the spreadsheet will be the first one in the workbook. For all files it is assumed that there will be headers on the first row of the data.
   • The import dialog box will attempt to match the fields in the database with the fields in the import file. You can accept the choice or select a different field to import the data into.
   • The import will assign a record number to each line of the import - this will be contained in the contactID field unless a specific contact ID is assigned as part of the data import.
   • If you are importing a list that will be matched against contacts that are already in the system, the import file should contain a contactID that can be matched against ContactIDs already existing in the database. This can be an employee number, a student number, or any other number assigned specifically to the contact and is contained in the ContactID field.

Then:

Once a segment has been populated you can use it as a source for email distributions or as a dropdown list of additional contacts that can be assigned to donation, raffle, or event items.

Importing contacts into a segment

Setting up a segment to use as a dropdown list on an item

1. Open the item and click on the ADDITIONAL CONTACTS tab in the left side menubar.
2. Click on the pencil icon on the ADDITIONAL CONTACTS field.
3. Enter a PROMPT that will appear on the item page, such as “Seller Name.”
4. Confirm that the RULE TYPE is set to “Fixed Number,” INCLUDE BUYER is set to “Not Include Buyer,” PROMPT FOR CONTACTS is set to “ALL,” and the NUMBER is set to 1.
   • You can use the dropdown to assign multiple contacts to an item. To do this, contact help@donorpoint.com for assistance in configuration.
5. Click on the NAME OPTIONAL checkbox.
6. Check the LOOKUP CONTACTS checkbox.
7. Select the correct segment in the LOOKUP SEGMENT field. This will add the dropdown field to your item.
8. Check the APPLIES TO MULTIPLE QUANTITIES OF ITEM checkbox.
9. Click on SAVE or SAVE AND EXIT to save your changes to the additional contact.
10. Click on SAVE or SAVE AND EXIT to save your changes to the item.

Setting up a segment to use as an email distribution list

Once you have created segments in DonorPoint you can use them to populate email distribution lists that will be used to identify specific contacts to receive emails. See Emails

Running reports from a segment

Reports on the contacts contained in a segment can be run from the segment. These reports are automatically filtered to reflect the contents of the segment.

1. Open the segment by clicking on the SEGMENTS tab in the gray menubar. Edit the desired segment.
2. Open the Segment Reports by clicking on the REPORTS tab in the left side menubar under the segment.
3. Locate the report that you want to see and click the VIEW icon to open the report.

Reports can be filtered, columns added, exported to Excel and more using the standard report icons.