Create Segment From Criteria

Overview

Using a field-based search, you can set criteria and query imported records in Cadence in order to generate a set of contacts matching your criteria. From there, a Segment can be created and set to be auto-updating or non-auto-updating.

This article will cover:

• How to create a segment
• Segment management
• Sending a message to a segment

Note: If you do not see "Segments" within your Cadence account, you may not have access. Please reach out to your administrator for access.

Creating a Criteria-Based Segment

1. Navigate to Segments.

2. Click [ New Segment].

3. Decide if the contacts you want to include should meet "all" or "any" of your conditions/criteria.

4. Set your conditions/criteria. Existing fields and custom fields can be selected from the first drop-down menu and the conditions/criteria can be set.

a. You can add a “group” to further narrow down the data in the segment.

Note: Criteria selected must match the data values entered. If criteria is specified, data sets that have a blank value will not be included. The segment will only look for criteria that has a value.

a. You can add additional conditions or "groups" of conditions to further narrow down the data in the segment

Note: If you would like to manually create a segment using an identifier, click Enter Contact IDs or Mobile Numbers A guide to Identifier-Based Segments can be found here.

5. Click [ Preview] to see the initial details of your segment, including the conditions/criteria you set. You will see the total number of contacts that currently match your conditions/criteria as well as a sample of 50 contact records in that group.

6. After previewing, there are three actions you can take:

• [Next] will continue the process of building the segment. (Note: Select this option if the preview returned the data you were looking for.)
• [Edit] will take you back to the previous screen to adjust the conditions/criteria. (Note: Select this option if the number of contacts in the preview is too large, or if the conditions/criteria did not return the data you were looking for.)
• [Cancel] will take you back to the segments page and discard the segment. (Note: Select this option if you would not like to create a Segment at this time.)

7. After clicking [ Next], name the segment. Ideally, the name should make it easily identifiable later on. For example, name it based on the conditions/criteria you used to determine which contacts are included in the segment (e.g., "Missing Transcript").

8. Check or uncheck Auto-update. If checked, the segment will automatically include all contacts that currently match your criteria at the time you send a message (i.e., it won't matter which contacts matched when you created it--it will re-evaluate and update itself every time you go to use it). Unchecking Auto-update will create a static segment and only include contacts matching the criteria at the time the segment is created.

9. Click [ Save] to finish setting up the segment.

Cadence Activity Fields

Cadence provides system activity fields for each contact to give more insight into recent communications and contact record updates. These fields are date/time fields and can be used as criteria when creating segments.

• Last Outgoing Message: Provides the date/time of the last outgoing message to a contact
• Last Incoming Message: Provides the date/time of the last incoming message from a contact
• Created: The date/time a contact was first created in Cadence
• Last Modified: The date/time the contact record was last modified 

Note: Data in contact data fields (Cadence required fields and custom fields) is stored differently than Cadence Activity data. All required and custom fields store data as string data and will use a different set of criteria logic.

Cadence Activity fields store data in a date and time format. When using Cadence Activity fields as criteria in building a segment, you may notice that for these four fields, the criteria logic will be different as well as allow the selection of a date using a calendar option.

Custom Fields That Contain Dates

If you are attempting to create the Criteria-Based Segment using a custom field that contains a date, there are a few formatting rules to follow in order to return the correct data.

Note: The formatting options below are for imported custom fields. (i.e not the system Cadence Activity Fields: Last Outgoing Message,Last Incoming Message,Last Modified,Created) 

Examples of accepted formats are:

Criteria-Based Segment Management

After a segment has been created, it can be viewed and modified.

1. Navigate to Segments.

2. Click the dots to the right of the segment to expose options. View will allow you to see which contacts were included in the Segment, how many are opted-in to receive text messages, and add or remove contacts.

• Edit will allow you to change the conditions/criteria and revise the Segment (auto-updating segments only).
• Message will allow you to compose a text message and send it to all contacts in the segment.
• Copy will allow you to make a copy of the segment and its included contacts.
• Delete will remove the segment from your list.
• Export will allow you to export a .CSV file of your segment.

Adding/Removing Contacts From a Static Segment You Created (Static Segments only)

1. Navigate to Segments.

2. Click the dots to the right of the static segment to expose options and select View.

3A. To add more contacts to the segment, click [ Add Contacts]. New contacts can be added based on StudentId/ContactId or Mobile Number.

3B. To remove a contact from the segment, click the dots to the right of the contact and click Remove.

Sending a Text Message to a Segment

There are two ways to compose a text message to send to a segment.

Option #1: Sending a text message from the Segments page:

1. Navigate to Segments.

2. Click the dots to the right of the segment you want to send a text message to and select Message.

3. Enter in your text message. Selecting Send to my assigned contacts only will send this message only to contacts that are assigned to you. Uncheck this to send to all contacts in a segment regardless of user assignment. Click [Next] to review your message

4. After reviewing your message, click [ Send Now] to send to the segment immediately, or [Schedule] to have the message sent at a future date and time.

Option #2: Sending a text message from the Compose page:

1. Click [ Compose] in the upper left hand corner.

2. Click the Segments tab.

3. Search for the name of the segment and select it from the drop-down list. 4. Enter in your text message. Selecting Send to my assigned contacts only will send this message only to contacts that are assigned to you.  Uncheck this to send to all contacts in a segment regardless of assigned user. Click [Next] to review your message.

5. After reviewing your message, click [ Send Now] to send to the segment immediately, or [Schedule] to have the message sent at a future date and time.

Note: You are able to send to multiple segments at once. If the same contact is in multiple segments, the contact will only be counted once in the recipient count, and will only receive the text message once.