Mail Shot, Bulk Selection Of Clients (and Data Protection)

For the bulk selection of client records to include in a mailshot (e.g. in a given postal area), starting from Durell’s Main Menu…

• Click the “People” button
• Optionally, click the “Spectacles” button to get to the scrolling view
• Click the Signpost button
• Click the “Mailshotting” option

Then on the “Mailshot Options” dialogue…

• Leave the “Where to search” selector set to “A single address set”
• Leave the “Address sets” drop-down set to “Clients, Individual”
• Click and thereby tick the “Select a range” tick-box
• Use the “Criterion” drop-down to select what you want to search for (see Set-up, Field Names), such as “Postcode”
• Set the beginning of the range in the “From” box (e.g. “TA”)
• Set the end of the range in the “To” box (e.g. “TA99”)
• Leave the “Set matched records to” selector at “Yes”
• Reset the “Set unmatched records to” selector to “No”
• Leave all the “Override for data protection” tick-boxes clear (see section on Data Protection, below)
• Click “OK”

The above example would find all clients in the “TA” postcode area. To refine this to only those born between 1/1/1950 and 1/1/1960 you would need to run the mailshot marking process a second time to TURN OFF, or exclude, all those born outside the selected period…

• Click the Signpost button again
• Click the “Mailshotting” option

Then on the “Mailshot Options” dialogue…

• Leave the “Where to search” selector set to “A single address set”
• Leave the “Address sets” drop-down set to “Clients, Individual”
• Click and thereby tick the “Select a range” tick-box
• Use the “Criterion” drop-down to select what you want to search for (see Set-up, Field Names), such as “Date of birth”
• Set the beginning of the range in the “From” box (e.g. “01/01/1950”)
• Set the end of the range in the “To” box (e.g. “01/01/1960”)
• Reset the “Set matched records to” selector to “Leave as set” (because they are already marked “Y”)
• Reset the “Set unmatched records to” selector to “No” (to turn off all records for people outside the range)
• Click “OK”

You now have marked all the clients in the TA region born between 1950 & 1960.

Bulk Mailshot Selection For Other Address Sets

When you get to the “Mailshot Options” dialogue you can optionally choose to select from…

• All address sets
• A group of address sets (e.g. all Individual Client types, or all Address Book types, etc)
• A single address set (e.g. “Fred’s Clients”)

Data Protection

For example, you may wish to exclude those clients from a mailshot selection who have not consented to communication by mail. Simply put a tick in the “Mail” from “Our comp” box in the bottom right of the Mailshot Options pop-up and any client without a matching tick will be excluded.

Note that such excluded records are always given the value set for “Unmatched records”, which in the example below is “No”. Also note that the data protection override only applies to selected ranges (i.e. there must be a tick in the “Select a range…” box).