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Filtering and Segmentation Guide

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Are you having a tough time with setting up Filtering and Segmentation in Step 5 of the Sync Profile? We're here to help. Book a session today here with our SyncApps Experts or just take a look below to understand more about our powerful integration segmentation feature.

In just fifteen to thirty minutes, the experts at SyncApps can help you narrow down how to use the key feature.

First, let's get to know what the Filtering and Segmentation feature is all about in SyncApps.

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Filtering and Segmentation is one of SyncApps' most powerful features. It can grab specific records from Software A or Software B, and automatically syncs from software A to and from software B. Just set the criteria and let SyncApps do the sync for you.

The Filtering and Segmentation feature is available as an Add-On for the Free Plan, and is included in the Paid Plans.

Segment Name

The Segment Name will be created as a separate Email List, Group, or Tag under your Software B’s Main List or Audience. The records that will be stored in that created Email List, Group, or Tag will be the ones that match the filtering criteria under that specific Segment Name.

To use this feature, you’ll need to tap the “Enable Segmentation” option first. If this option is not enabled, the matched records will just go straight to Software B’s Main List/Audience.

Filtering Criteria

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The Filtering Criteria is where you set your conditional operators to specify which records you’d like to grab from Software A to or from Software B.

“And” Filtering Operator

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If you have set up multiple Filtering criteria in a single segment and selected “And”, those records should match all the specified criteria so that they will be synced to software B.

“Or” Filtering Operator

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If you have set up multiple Filtering Criteria in a single segment and then selected “Or”, as long as the record has one of the specified field criteria that is valid, it will be synced as a new record in Software B.

Check out the full details on Filtering Feature Conditional Parameters here.

Let’s Get Started!

For Free Trial or new users, the best practice is to at least create some test records in Software A to be used for filtering and Segmentation.

If the test records’ Object Type/Entity Type is Contact, then make sure that the Sync Profile’s Object Type is Contact. If the test records are in Contact Type, but your Sync Profile is using Leads, the Filtering and Segmentation feature will not work.

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Next, make sure that in Step 1, you haven’t enabled the specific List sync features, such as Sync CRM Campaign(s), Marketing List(s), List View(s), Saved Search(es), as it will just look into these selected Software A’s List(s). It's best to just uncheck this option so that the Filtering feature will search through software A’s entire database.

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In Step 2 of setting up your Sync Profile, in order for the filtered records to land in your Main List or Audience, make sure that you have specified it. If the Segmentation feature is enabled, then it will create separate Email List(s), Group(s), or Tag(s) under the specified Main List/Audience.

Step 5 of the Sync Profile (Step 4 in some SyncApps Integrations) is the Filtering and Segmentation feature.

See below for the Filtering And Segmentation use-cases as examples:

Scenario 1: Records directly to Main List/Audience

  1. Create a test record in Software A and make sure that the record has an Email Address, First Name, and Last Name, as these are required fields in most Software B. Otherwise, SyncApps will reject the record. In this case, let’s also make sure that the Email field is filled in. We'll be using it as the criteria for filtering.

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  1. In Step 1 of the Sync Profile, make sure that the “Sync Specific Campaigns/Marketing List Members” option is unchecked. Then specify the Main List/Audience where you want to land the record.

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  1. In Step 5 of the Sync Profile, enable the Filtering and Segmentation from Software A to Software B feature.

We’ll use the operator to Email > Is equal to > john@cazoomi.com as an example.

Tap Save, then Reset Sync Process and resync.

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  1. The record is now in your Main List/Audience.

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Scenario 2: Segment records into separate Lists in Software B

1. Create a test record in Software A and make sure that the record has an Email Address, First Name, and Last Name, as these are required fields in most Software B. Otherwise, SyncApps will reject the record. In this case, let’s also make sure that the Company field is filled in; we'll use it as the criteria for filtering.

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  1. In Step 1 of the Sync Profile, make sure that the “Sync Specific Campaigns/Marketing List Members” option is unchecked. Then specify the Main List or Audience where you want to land the record.
  2. In Step 5 of the Sync Profile, enable the Filtering and Segmentation from Software A to Software B feature.

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For the Segment Name, we'll use “Cazoomi” as an example. Please note that the Segment name will be created as a new Email List, Group, or Tag under the specified Main List or Audience in Software B.

In this case, we’ll use the operator to Email > Is equal to > reymarocero@gmail.com as an example.

Tap Save, then Reset Sync Process and resync.

  1. The record is now in the “Cazoomi” Email List under the Main List/Audience.f13.png

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Now, here's an example of a multiple filtering Criteria under a single segment for MINDBODY Online to Infusionsoft:

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Let's say you have lots of MINDBODY Online Records but only want the specific ones to be synced to Infusionsoft/Mailchimp. So you've set the Filtering Criteria in Step 5 of the Sync Profile under the Segment Name "Clients Resubscribe"(Segment Name will be created as a Tag in Infusionsoft, a Group in Mailchimp). What happens next when the Sync Profile runs is that it will create a new Tag in Infusionsoft (Group in Mailchimp), and under that Tag/Group will be the records that match the criteria.

Are you having difficulty in setting up your integration? Talk to our experts today or book a call through our Experts for free!


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