Pool and profiles
The pool is the central database for storing profiles in the system. All pools are created in the Profiles main folder. Each pool can contain customer profiles. As a rule, one pool containing all profiles is sufficient.
The pool statistics show the development of the pool over time. The number of all profiles is displayed - the unconfirmed, deleted, incorrect and usable profiles.
Profiles are entered, either by importing existing address data, by manual entry or via web forms. In addition to the already predefined standard fields such as name, address and eMail address, you can freely define and set up additional fields for your purposes. For each of these fields you determine a data type in order to store the information correctly.
A click on the pool object opens a list with the profiles it contains. To edit individual fields of a profile, click Details.
To access the pool configuration, click on the Configuration tab. Then a page opens with the configured fields and field names of the pool. With a click on Edit you can edit the pool fields within a limited range and save the changed field settings.
In the profile list, you can see all the profiles in the pool. You can group the profile list into 10, 25, 50, 100, 250 or 500 profiles and scroll through them pagewise. Alternatively, you can search the list for specific entries. The default search setting is Name, First Name, eMail or Company. With a click on Advanced under the search field you can select fields, which are to be searched. If successful, the entries found are displayed in a partial list.
Elements of the profile list
- Search Field: A drop-down menu allows you to select fields for searching.
- Display target groups: If a target group is specified here, only the profiles of the target group are displayed in the list.
- View List Items: With a click on the list symbol an individual view of the profile list elements can be displayed and saved permanently.
- Status of the profiles:
OK = loadable
OK (1 HB) = loadable and 1 Hardbounce
Incorrect = 3 Hardbounces, not dispatchable
Unconfirmed = not dispatchable
Unsubscribed = not dispatchable
- Profile export: Use the export button to export the profiles.
- Selection: Profiles can also be selected and deleted via check boxes.
Furthermore you can edit each profile of the list manually or enter a new profile with a click on New entry via an input mask. Manually entered profiles always receive opt-out (confirmed) as default permission. The history (entry, confirmation, deregistration, etc.) of each profile can also be viewed in the editing mask.
Display profile details and edit profiles
Each profile is divided into two separate areas, Details and Edit. In the Details section you can see the activities of a profile, e.g. which newsletters have been received and opened, which forms have been filled out or which WebTouchPoints, Checkpoints and SmartLinks have been clicked. In the Edit section, information provided by the profile itself is displayed and can be edited to a certain extent. All information that is stored in a profile can be read out via the internal field names (replacement variables) and, if necessary, output in newsletters and eMails.
Each profile in the profile list is divided into two sections, the Details section and the Edit section.
Area Details: History eMailings
In the profile history the delivered eMailings are listed with date and delivery status (St.). Either the mailings have the status OK for delivered or HB for hardbounce. Depending on the selected data storage, openings (Open) and or multiple openings (M.-Open) of the mailing as well as clicks (Kl.), multiple clicks (M.-Kl.) with date and time are listed. If data is stored anonymously, no openings and clicks are displayed.
All delivered eMailings are listed under the tab History/EMailings.
Area Details: History Forms
If a profile has filled out and sent a form, the forms sent, the time, the entry type, and the permission are also logged in the profile history.
All submitted forms are listed under the History/Forms tab.
Profile: Basic data tab
Information such as salutation, name, eMail address, postal address and other contact information of the profile are stored in the basic data.
All contact information for the profile is stored under the Basic data tab.
Profile: Internal tab
Legally relevant information is stored in the Internal section.
All information necessary for eMail marketing is stored under the Internal tab.
Profile: Tab Without relation
The Without relation area is the fallback category for fields that are not assigned to a category. This category cannot be renamed or deleted.
Under the tab Without relation you will find the fields of the requested information of the profile.
On the Configuration tab you can divide all fields of the pool into groups (categories). This grouping can be customized. You can see the already existing categories (Basic data, Internal, Without relation) and create new categories as well as rename or delete existing categories.
To create a new category or to change the order of the categories, click on the "+". To change the order of the categories, hold down the stylized lines on the far right and drag the line to the desired position. After changes have been made to the categories, the pool must be saved for the changes to take effect.
The field configuration can be partially changed by clicking Edit. With a click on New field you create another field in your pool, a dialog for the configuration of the field appears afterwards.
Here you can enter a name, the data type, the category, profile matching and a default value. The name of the field is used as a field label in forms. When the field is created, the name of the field is proposed as the internal name. This internal name can be adjusted manually (the internal name can only contain uppercase letters and numbers) and will serve as a replacement variable in the future.
You can define a separate type for each field. This determines which options (contents) are entered at the position. In addition, the later input options in the form are preset to a certain extent.
You can create 100 pool fields in a pool. If further pool fields are required, please contact support.
Elements of the pool configuration
- Name of the pool (can be changed later).
- Categories of the pool fields.
- Label of the pool field, appears in the form.
- Data type of the field, cannot be changed later.
- Internal name of the field, which also serves as a replacement variable, cannot be changed afterwards.
- The category in which the field appears, can be changed later.
- Profile matching Assignment of profile features for articles to the automatic sorting in eMailing slots and for determining the hit ratio of personas..
- Default value, you can specify a prefilled value here.
The following field types are supported in the pool:
Single-line input: A line of text can be entered.
Multi-line input: Several lines of text can be entered.
Single selection: An option can be selected from a list of options.
Multiple selection: Multiple options can be selected from a list of options.
Salutation, country, state, mobile area code: Default single selections.
Date, date with time: Fields for entering a date (with time). As an alternative to static date input, a dynamic date can also be entered in the form of a text to date (e.g. "today - 5 days" for: "five days ago today").
eMail: Text input with validation to a valid email address.
True / False: An input field with a yes / no option.
Integer: Number that can be compared with the operators < > in target groups.
Postcode: An input field for numbers.
The following additional functions can be used for fields of type Multiple Selection, Single Selection, and True/False:
- Content profiling: Assignment of profile characteristics for articles for automatic sorting in eMailing slots and for determining the hit rate for personas.
- Profile Tagging: Options of this field can be set automatically by the opening behavior of the recipient of articles.
Existing fields can be removed with the - (minus) at the end of the line - but only if this field is not yet used in any form. If this field is used in a form, a list of the objects for which the field is used appears when this field is deleted. The field must then be removed from the objects first. Standard fields in a pool cannot be deleted.
Mandatory fields specify that this field must be included in every form or always be specified when entering a profile manually via the profile list. You cannot subsequently mark fields as mandatory fields, that are already built into forms and are not marked in these forms as mandatory fields in the pool. To do this, a field must first be marked as a required field in all forms before it can be declared as a required field in the pool.
When using single or multiple selections, you can specify the type and the options for the entries. To do this, you must extend the options by entering one or more options (one per line) and append them with a click on "+". You can remove existing options with - (minus) if there are currently no forms and target groups that use this option. You can also specify the default order here by entering a number before the option.
Default values can also be assigned, so that every newly created profile is given this value.
To move the fields within the group, hold down the field at the right end of the line and move the line to the desired position. The sort sequence is stored immediately in the system.
The internal fields are part of each pool. These fields are always created and cannot be deleted. Here, the system stores (partially automatically) information about the profile that is important for internal processes.
- Data type: A data type can be specified here, different options are available depending on the data type. The data type cannot be changed afterwards.
- Category: Category in which the field should appear.
- Mandatory field: If a field is marked as a mandatory field, this field must be queried in all forms.
The following fields are available:
Language: Language of the profile (form language during registration).
Profile ID: Internal ID of the profile. This ID is unique for all profiles in a pool and is assigned automatically when the profile is created.
External ID: Free field for storing an ID from an external system. The external system must ensure uniqueness.
Original form: Form in which the profile has been entered.
Time of entry: Time at which the profile was created.
Time of last change: Time at which the profile was last changed in a form.
Permission: Current permission of the profile.
Discharged: Boolean field to determine whether the profile was discharged.
Time of execution: Time at which the profile of
has unsubscribed from a newsletter.
Number of Hardbounces (HARDBOUNCES): Number of incorrect delivery attempts of eMails in succession.
Status (USERSTATE): Status field at your disposal (please do not confuse this with the status HARDBOUNCES).
Change (IP): IP address of the last change.
Permission (IP): IP address of the permission survey.
Discharged (IP): IP address of the logoff.
Persona: Makes the profile a persona (test profile) for article matching and preview individualization.
Tracking disabled: Disables the personal data storage for the profile. This leads to the fact that no more activity data of the profile is collected (neither personalized nor anonymous). This can affect tracking statistics.
The Persona field (test profile) is of particular importance. Profiles marked with this flag are automatically offered for tests. These tests are e.g.: article-relevance or Test mail transfer.