How do I add trade segments to my mailing list?

Trading data in your community network is one of the key benefits of using Data Center for your direct mail campaigns. We call it trading to elicit the idea of reciprocity, but there is no
immediate and direct one to one exchange of data between organizations. You request the use
of data from an organization in your network, and it’s possible that the other organization will
request data of you at some point. This training shows you how to add trade data to your list
and send requests to use that data.

OPEN AN EXISTING CAMPAIGN OR CREATE A NEW ONE

You can add segments to any Open list, which is any list that does NOT show Closed
next to it. You can add a list to an existing campaign by opening the Campaign detail view.

1. Click on the campaign name in Campaigns or click on the campaign detail button and
   Click View Campaign Detail.
   
   OR
2. Click on the New List button at upper right. OR From the Campaigns page, click on the more button and select Add New List from the dropdown.
3. Enter a List Name specific to that mailing, email, or phone list.
   1. List Description is helpful to understand the purpose of the list within the
      campaign for any future reference.
   2. Trade Approve by Date is the date by which trade responses are needed.
   3. Contact Date is the desired date your mailing leaves your mail house.
   4. Check the box for Add seed names to include your account seed names.
   5. Click the Save button to create your campaign and list.
4. Open List
   Your new list opens if you selected to create a new list within an existing campaign. Auto-add segments will populate to either the Suppression or Include sections of your list if you have set segments to auto-add. Go to Segments to modify auto-add settings for future lists. Now you can add your segments, trade segments, segment groups, or custom segments to your list as well apply any filtering by list or individual segment.
   1. Suppress From Lists is highlighted in Red and shows all segments assigned as
      suppression for your list and provides a dropdown menu to select more segments for suppression.
   2. Include in List is highlighted in Green and shows all segments for those patrons and households that you want to mail to and provides a dropdown menu to select segments for Include.
5. Add Segments to Include on Your List
   The Add Segments dropdown under Include in List allows you to add segments from your
   account, trade organizations, group segments together, or create a custom segment.
   
   1. Existing & Trade Segments: This is where you can see and select segments from your account And/or Trade segments from other organizations in your network.
   2. New Segment Group: Allows you to combine multiple segments that function as a
      single segment. (Steps appear at the end of this document.)
   3. New Custom Segment: This option appears if your account is set up for attribute
      campaign building capability.
6. Add TRADE Segments to Your List
   1. Click on Add Segments and select "Existing and Trade"
   2. Your organization's data will auto-populate first. Click on the Organization drop down. You can use the Search box at top of the Organization menu to find an organization or you can scroll through the list. You can select multiple organizations at once from the menu.
   3. Click to the left of each segment you want to include and then Click the Add
      Segments button at top to add them into your list.
   4. You’re returned to your list and the selected Trade segments now appear.
7. Send Trade Requests
   1. Now that you’ve added trade segments to your list, you MUST send a request to use those segments for your mailing.
   2. You must be in your open list to send requests. You’ll see the Trade Requests link with a grey circle containing the number of Unrequested Trade Segments.
   3. Click on the Trade Requests link.
      1. The Trade Requests page automatically selects all segments that have a Status of Not Requested. They have not yet been sent for trade approval.
   4. Click on the Send Requests button. The Send Trade Requests dialogue opens.
      1. Approve By: The approve by date is the date by which you want your trade partner to respond. This is the date you entered when you created the list. If there is no date, then add the Approve By date here.
      2. Message: Use the message field to explain the purpose of the mailing or to provide any additional detail around the request that your trade partner may need to know.
      3. Send Click the Send button to send your trade requests to your trade partners.
      4. The Status changes from Not Requested to Pending after you send your trade request. Now, you must wait for your trade partners to approve your requests BEFORE you finish the list for your mailing! If you do attempt to finish the list before trades are approved, then you’ll get the following
         Warning message. Note that Unapproved patrons will be removed from your list.
      5. Trade Approvers at the receiving organizations will get an email alert that there are trade requests in their account.
      6. You may need to send an email reminder if your Approve By date has come without a response (approval or denial). You can resend requests the same way as the original request, but this time, you’ll need to select the segments for which you want to send the reminder.
8. Finish your List
   The timing for finishing your list is entirely up to your schedule, so you may have to
   cancel some trade requests if you have run out of time. You will have received
   notification emails for all responses which will help you gauge when the list should be
   finished.