Data Processing – Request a List to Be Processed

1. Select the Appropriate Form

If you have a list(s) or file(s) that needs to be added / updated to our database, please select the appropriate forms to be use and completely fill out all the required fields for us to successfully process your request.

Controlled List Load (Magazine)

Use this instruction sheet for any request related to CONTROLLED Magazine Product(s):

Instruction-Sheet_Controlled_Magazine.xlsx

If Newsletter or Email Deployment are part of this data load / updates, please use this form and list(s) anything we need to know under “Additional Instruction”.

Sister Publication List Load (Magazine)

Use this instruction sheet for any SISTER SOURCE List Load Request:

Instruction-Sheet_SisterPub_Magazine.xlsx

Paid List Load (Magazine)

Use this instruction sheet for any request related to PAID Magazine Product(s):

Instruction-Sheet_Paid_Magazine.xlsx

Newsletter List Load

Use this instruction sheet for any request related to Newsletter Product(s):

Instruction-Sheet_Newsletter_Product.xlsx

If Email Deployment is part of this data load / updates, please use this form and list(s) anything we need to know under “Additional Instruction”.

Behavior/Events List Load

Use this instruction sheet for any request related to Events / Behavior Product(s):

Instruction-Sheet_Event_Product.xlsx

Special List Load

Use this instruction sheet for any request NOT related to Magazine, Newsletter and Behavior Products:

Instruction-Sheet_Special_ListLoad.xlsx

2. Submit a Service Help Jira

Submit a Service Help Jira and attach the completed instruction sheet. Please refer to the Glossary Table below for detail explanation of each fields on the form:

Product(s)

List the PRODUCT name of the file you want us to process.   If a new Product need to be created, please contact your Client Success Manager.

Filename / List Name

Provide us with the filename(s) for the list(s) you want us to process.

Quantity

Number of records on the file.  If multiple files, you can place the quantity next to each Filename / List Name.

Environment ID

Same as Client Database ID.    This ID will be provided to you by your Data Management Team once an Automated File Template / Input are setup. 

Input Number

Input Number will be provided to you by your Data Management Team once an Automated File Template / Input are setup.  

Should this load update existing records?

Most of our clients answer YES to this option and let Source Prioritization handles the updates, but if you wish to not update certain Magazine Class, please lists the Class you don’t want us to update for us to LOCK the product before proceeding with the Data Loads.

OEC (Open Ended Coding) Turn On or Off?

Open Ended Coding or OEC are use for us to capture the written text description for all customers who responded to Demographic field = Other (please specify).  

Answering YES / Enable is instructing our system to read the customer TITLE contact information.  Setting to ENABLE will increase number of customers held up in our OEC table for you to manually recode.   Without recoding the description for customers being held up, the customer data will not hit our database and it will continue to be on hold.

Answering YES / Disable is instructing our system to only read the JOB TITLE Open Text Demo provided by customers.

Class

Class and Class Definition (ie. Class 1 = Active Qualified, Class 3 = Qualified Reserve, etc…)  

Promo Code

Promo or Keycode.  This field is REQUIRED on the file itself

Verification Date

Transaction Date or Qualification Date. This field is REQUIRED on the file itself 

Source

This field indicates the way the customer name was obtained (ie.  20 = Personal Direct Request Written, 21 = Personal Direct Request Telecom.. etc)

Request Version

This field identify how certain product will be delivered to customers. (ie. P = Print, D = Digital, B = Both).  Leaving this field blank will default all customers to P = Print.

Demographic Fieldname

Lists the demographic names that will be process on our database…(ie. Business, Job Title etc).  Demographic fields on the file that are not listed will be IGNORE when processing.

Email Address

Let us know if Email Address on the file be added/updated on our database.

Telephone

Let us know if Phone on the file be added/updated on our database,

Fax

Let us know if Fax Number on the file be added/updated on our database.

Product / Event Name

List the EVENT name of the file you want us to process.  If a new Product = EVENT need to be created, please contact your Client Success Manager.

Behavior

Describe customers performing Actions typically associated to Event Products (ie. 2019 CA Summit – attended). If a new Behavior need to be created, please contact your Client Success Manager.

Action Name

Behavior Action Type can be; Attended, Registered, No Show etc.. If a new Action Name need to be created, please contact your Client Success Manager.

Behavior Tags

This is the same as Sponsor Tag and can be setup as Define or Open Text field.  If a new Behavior Tags need to be created, please contact your Client Success Manager. 

Paid Fields

Fields listed are Required and should be part of the file as one of the field(s).

• Amount Paid: Amount Subscriber Paid

• Product Price: Subscription Rate / Usually same as Amount Paid (unless pro-rated record with pro-rated term)

• Deposit Date: leave this field blank

• Term: Subscription Term / Frequency

• Sales Channel: See Paid VALID Values for details

• Payment Type: See Paid VALID Values for details

• Payment ID: Credit Card Number or Check Number

• Payment Status: See Paid VALID Values for details

• Trans Type: use AD = Add. RN = Renewals

• Promote Code: Valid Value 1= No / Append value od 1 for customers who does not want to receive renewal notices

• Check Number: If applicable

• Control Group: leave this field blank

Source Prioritization:

When setting up Source Prioritization, please keep in mind, that you need to assign a priority to any Source/Year combination that you do NOT want to be updated by the data being processed from this file.  If you leave a Source/Year combination blank, that means if there is a customer match between this file and a customer currently on your database, the customer on file will be updated with data from the file provided. 

Using an example of an outside file being process as 1-Year Business Directory (70).  The priority assignments provided below mean that no existing 1 to 3-Year existing Personal Direct customers will be updated and no existing 1-Year customers of any source will be updated.  Numeric priority rankings should be assigned so that a “1” is considered your most valuable Source/Year combo, followed by, “2”, “3”, etc.  In this example, a 1-Year PDR-Written (20) customer is considered the most valuable.  If you do not have any existing customers on the database with a listed Source/Combo, you may leave that Source/Combo blank.  For example, “Association or Society -Indiv (41)” has been left blank under the 1, 2 & 3 Year columns.  This could either mean that there are currently no customers on the database with these Source/Year Combos OR if there are, then those existing customers could be updated by this file.

Demo Translation

Fill out the Demo Translation if incoming file contain different demo value than what’s stored on our database.

Additional Instruction

When processing data to a Magazine brand, we will use all existing Processing Rules (Qualification Rules) currently in place. If a rule should be ignored, please state it here.  And/or if any special rules need to be put in place for the processing of this file, please state it in this field.