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How to filter contacts and save segments
How to filter contacts and save segments

Filter your contacts into focused groups, and save them as segments

Alyssa avatar
Written by Alyssa
Updated over a week ago

You can use filters to group your contacts into segments based on criteria such as their contact details, tags, and donation history. When you take the time to segment your contacts and send targeted communications to the right people, you get better overall engagement and elevated donor stewardship.

What are filters? πŸͺ£

Filters sort contacts based on specific pieces of information, such as which campaign they donated to, how many tickets they purchased, the total amount they've donated, or contact custom field information.


filter gif

Applying filters βž•

  • On your dashboard, head to your Contacts page, located in the left-hand sidebar.

  • At the top of the page, click Filter and choose the filter you want to apply.

  • Click Apply Filters.

  • To add additional filters (if you want to sort contacts by multiple criteria at once), click Add Filter. You can add as many simultaneous filters as you like.

Filter options βš™οΈ

  • Presets

    • LYBUNT: Supporters who gave last year but not this year. ("Last Year But Unfortunately Not This Year")

    • SYBUNT: Supporters who gave at some point, but not this year. ("Some Year But Unfortunately Not This Year")

    • One-Time Donors

  • Campaigns: Filter by contacts who donated to a specific single campaign, or any of your campaigns.

  • Contact: Filter by a contact's total contributions, recurring contributions, how long they've been a contact, their date of birth, or any tags you've added to their profile.

  • Team Member: Filter by how many campaigns a contact is a team member on, their total amount raised, fundraising goals, number of supporters, or when they registered.

  • Transactions: Filter by details related to transactions including amount, date, payment status (ie. refunded), or team member credited.

  • Tickets: Filter by number of tickets purchased, ticket type purchased, and more.

  • Recurring Plan: Filter by the number of recurring plans they have, donation amounts, frequency (ie. monthly, quarterly), and more.

  • DonorSearch: Use this filter to target contacts by their DonorSearch rating, gift likelihood, and potential gift amounts.

  • Contact Custom Fields: Filter contacts by contact custom field information. Filtering options will vary based on the type of contact custom field, ie. "greater than" is an option for number-based answers, and "includes" is an option for text-based answers.

What are segments? πŸ§‘β€πŸ€β€πŸ§‘

Segments are saved filter groups of contacts that you plan to use more than once.

Segments are dynamic and get refreshed in real-time, so if any new contacts are added that fit within that segment, they will be automatically added to that group. Similarly, if any contacts fall out of that segment (for example, they donate more than your maximum donation filter is set to) they will be automatically removed from that segment.

Creating a segment βž•

  • Apply the desired filters (you can add as many as you like) and then click Save as Segment.

  • Enter a name for your segment, and click Save as Segment again.

  • To access your saved segments, click the drop-down arrow next to the Filter button.

access segments

You can also create groups of segment filters utilizing the and/or buttons – for example, people who donated a large amount of money to your organization last year, as well as to people who have recently donated any amount to your latest campaign.

Editing a segment βš™οΈ

  • Select the drop-down next to Filter, and hover over Segments.

  • Click on the segment you want to edit.

  • Click on the name of the segment again and add or remove any filters you want.

    • You can also filter within the group by clicking Filter Group.

  • Click Save Segment.

    delete a segment

Deleting a segment ❌

  • Select the drop-down next to Filter, and hover over Segments.

  • Click the (...) button next to the segment name, then click Delete.

delete a segment

Exporting segments πŸ“‚

  • On the Contacts page, apply the filters and/or segments you want to export data for.

  • Click on Actions, and then Export to CSV in the right-hand corner.

  • The resulting CSV will only include the data that you segmented.

export to csv

Segments + Engage βœ‰οΈ

Once you create segments, you can export them, apply tags, or personalize outgoing emails or SMS messages in Engage!

When you schedule an outbound email in Engage, you can choose to send it directly to a specific segment. The segment will refresh before you send – this automatically pulls the most current contacts that meet the specified segment filter criteria.

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