This feature allows you to create a dynamic mailing list or update an existing static mailing list to a dynamic mailing list which automatically refreshes the mailing list records with the help of the Schedule Sync Task. This will ensure the mailing list details are periodically refreshed from the query results.
This article is divided into the following sections:
- Adding a Dynamic Mailing List
- Mailing List Profile
- Editing a Dynamic Mailing List
- Finding a Dynamic Mailing List
- Scheduling a Dynamic Mailing List Sync Task
Adding a Dynamic Mailing List
The Add and Edit Mailing List forms include a Dynamic List Configuration section. This section contains fields to set a mailing list to auto-refresh with the help of a Schedule Sync Task. A mailing list record gets updated every time the Schedule Sync Task runs to meet the current query conditions.
On the Add Mailing List (edit/add) form, enter the mailing list information such as name, mailing list type, frequency, and description in the Mailing List Information section.
You can configure a mailing list as a ‘Dynamic Mailing List’ by setting the dynamic list fields.
The Dynamic List Configuration section contains the following fields:
- Dynamic List check box: This check box makes the mailing list dynamic or standard (static). By selecting this check box, you will activate the Dynamic List fields, while clearing it will convert the mailing list into a standard (static) one.
- List Type field: This field contains the object that drives the query.
- Data Source field: This field contains a query that defines the list. You can choose what data source you want to generate your data from. You may use a previously generated query or create a new one. You may also use an audience rather than a query. If the Audience field is selected, then this field will no longer be available.
- Audience field: The field contains the list of audiences available in the system. You can use an Audience as your data source instead of selecting a query in the Data Source field. Note that if you choose to use an audience, you must modify your query through the audience itself rather than through the data source. For more information, refer to the Editing an Existing Audience section within the Audience article. If the Data Source field is selected, then this field will no longer be available.
- Recompute List Query check box: The check box simply updates the SQL behind the mailing list on save. It has no impact on the dynamic mailing list sync task.
The Active Period section contains the following fields:
- Start Date & End Date date picker field: The Start and End Date date picker fields allow you to set the date range when the mailing list will be auto refreshed. The mailing list becomes static outside of the set date range.
Click the Save button and you will be redirected you to the Mailing List profile.
Mailing List Profile
The Mailing List Profile displays the mailing list name, type, and any description that was entered upon its creation. It also specifies if it is a seed list. When you select the seed list check box, this means that the mailing list has been designated as a seed list and is now available in the seed list drop down when future communications are sent with all mailing lists.
The Mailing List Profile page has a summary of the mailing list information. It includes the following:
Mailing List section
- Name: This field displays the name of the mailing list.
- Type: This field displays the mailing list type used for this mailing list.
- Description: This field displays the description added to the mailing list.
- Seed List: This field displays whether this mailing list is set to be a seed list or not.
Dynamic List Configuration
- List Type: This field displays the object that drives the query.
- Data Source: This field displays the name of the query used in the mailing list.
- Open Query: The Open Query button will allow you to access the Query form to view or update the query details from the Mailing List profile. Clicking the Open Query button opens the query definition in a separate window.
- View List SQL: The View List SQL button will let you view the fully formed SQL with parameters. This will be the SQL that will be executed to generate the mailing list. Useful for diagnosis purposes. SQL is read-only. Clicking the View List SQL button opens a jQuery dialog to show the underlying SQL that is used for the mailing list. You can view or copy the SQL to the clipboard.
On the Mailing List Profile action bar, you can communicate with members of the mailing list by clicking the Links profile tab > Communicate link.
If you want to edit the set-up of your mailing list, click the Edit profile tab and then click the Mailing List link.
The List members child form is where you will find all individuals that are on your mailing list.
The Exclude list child form contains an exclusion feature that allows you to exclude selected names from a mailing list using the Add button on the child form.
Editing a Dynamic Mailing List
You can update any existing mailing list to a dynamic mailing list by updating the Dynamic List Configuration section as described in the Adding a Dynamic Mailing List section above.
Finding a Dynamic Mailing List
The Find Mailing List form (under the Marketing module > Mailing Lists group item > Find Mailing List group item link) contains a ‘Dynamic’ check box that helps in finding the dynamic mailing list records available in the system.
Scheduling a Dynamic Mailing List Sync Task
The Dynamic Mailing List Sync Task group item contains the Find, List, Query Sync Task group item links as standard search options. This group item also contains a Schedule Sync Task group item link that can be used to schedule a sync task for adding or removing records in a dynamic mailing list.
Once you create a dynamic mailing list, the Add Dynamic Mailing List Sync Task form can be used to schedule a Sync task to update the mailing list. You can schedule it to run once or on a recurring basis, as needed.
Select a mailing list from the Mailing List drop down field for which you wish to schedule a Sync Task.
Important: If you wish to schedule a Sync task for all the active dynamic mailing lists, then leave this field blank.
Scheduling section: The Task Type field is populated by the system. This field is read-only and specific to the task you chose to schedule.
Enter the date (MM/DD/YYYY) and time (HH:MM:SS AM/PM) in the Run Task Datetime field. The date and time values must be separated by a space.
- Clicking the
icon will schedule this task to run as per the value set in the ScheduledTaskDefaultDelayMinutes system option from the current time.
Expand the Recurrence drop-down menu and select how often you would like this Sync task to run.
If the process should run a single time only, select the Once option.
Choosing one of the regularly scheduled recurring options will display additional fields that correspond to the frequency you selected. Complete the necessary fields for your recurrence option.
Executable Information section: If this task is to run after another scheduled task completes, you may select the first scheduled task from the Execute After Task drop-down menu. This will cause the Sync task you are scheduling to run immediately after the task you select in this drop-down menu.
Notify E-mail Conditions: If you would like this scheduled task to send out notification Emails regarding its status, expand the Notify Template drop-down menu and select the appropriate Email template to be used for the status notification Emails.
Enter the Email address you wish the notification Email to be delivered to in the Notify E-Mail field.
- If the user has an Email set on their profile, the Email listed on their profile will be pre-populated in this field.
Set the conditions that will send a notification Email by selecting the appropriate Notify Conditions check boxes. The conditions you have available are:
- On Start?
- On Success?
- On Failure?
- On Completion With Errors?
Click the Save button. The Dynamic Mailing List Sync task has now been scheduled for the date and time you specified. In addition, if this task was set to recur on a regular basis, it will continue to run at the selected interval until the expiration date occurs, or it is manually stopped. You will be redirected to the Dynamic Mailing List Sync Task profile on saving the Add Dynamic Mailing List Sync Task form.
Once the task completes, you will be able to view the status of the task in the History child form and Details grandchild form. The History child form displays a history of the scheduled process, showing information (such as status) each time the scheduled task is completed.
The List members child form on the Mailing List profile will populate the latest records fetched from the Dynamic Mailing List Sync task.
The List Dynamic Mailing List Sync Task form provides the relevant information of scheduled tasks including number of synced mailing lists, success and failed lists, and duration.
Best Practices:
To ensure your Dynamic Mailing List Sync Task runs successfully, it is essential to use the correct syntax for parsable values within your criteria.
Requirement for Parsable Values
When configuring dynamic mailing list criteria that utilize system variables (such as current dates), you must enclose the variable within curly braces and a tilde symbol [{~...}].
Without the tilde symbol, the system may fail to parse the dynamic value, leading to unsuccessful task runs or incorrect list synchronization.
Example: Date-Based Sync
If you are syncing a mailing list based on an expiration date, the criteria should be formatted as follows:
Sample: [Membership(Membership)::Expire Date] Greater Than or Equal To [{~CurrentDate}]
- Field: [Membership(Membership)::Expire Date]
- Operator: Greater Than or Equal To
- Value: [{~CurrentDate}]
The tilde symbol (~) acts as a specific trigger for the NetForum sync engine to calculate the value at the moment the task executes. This ensures your mailing list is always up-to-date with the most current data, such as today's date, rather than a static, hard-coded value.