The Segment (tab) function on Cards, Envelopes, Labels, and Quick Letters in Mail can:
  • Allows the use of several queries for a mailing. This can help save time by avoiding a series query merges or building a large complicated query to include every desired group.
  • Process the mailing function one time rather than multiple times (e.g. once per query)
  • Eliminate duplicate mailings to the same constituent record when the constituent is in more than one query
  • Globally add an appeal (with a comment and date) to a group
  • Update the No. Solicited field on the Appeal
NOTE: A record is added to only one output query. Segment does not populate one record into multiple output queries.

How to use the Segment tab:
  1. Create all needed individual, organization or constituent queries.
  2. Open the appropriate mailing function such as Quick Letters or Labels.
  3. On the General tab, select All records.
  4. On the Segment tab, mark the Segment Mail Run checkbox.
  5. Optionally, mark the Update number solicited for each Appeal checkbox to update the No. Solicited field on the appeal.
  6. Optionally, mark the Add Appeal to Constituent record checkbox and enter the appropriate date and comments to globally add the appeal to each record. If you are doing this, ensure that the appeal is active. (Note: If this checkbox is marked, the appeal (and package if specified) will be added to the constituent record each time the mailing is run. If an appeal is assigned to one query, an appeal must be assigned to each query. The appeal may be different for each query.)
  7. Place the cursor in the first blank cell under Input Query.
  8. Click the binoculars and select the appropriate query.
  9. Optionally, if adding an appeal, place the cursor in the Appeal column, click the binoculars and select the appropriate appeal.
  10. If creating an output query of records in each segment, enter the name of the output query by typing it in the Output Query column and mark the Automatically overwrite existing queries checkbox to not be prompted to overwrite the query if it exists (optional). The final queries will contain records from each segment, without duplication between queries.
  11. Repeat steps 7 through 10 to add each desired segment. (Note: Enter the queries in descending order of most important to least important. If a constituent is in multiple input queries, he receives the appeal and output query from the first query he is in (e.g. the one highest in the list).

Some Segment Tab Examples

Segment based on total giving:
  1. Start a new dynamic constituent query.
  2. Add one criteria of Total Amount of Giving greater than or equal to $10,000
  3. Save the query as Total giving $10,000+
  4. Close the query.
    1. Repeat steps 1 through 4 to create a query for each of these segments:
      CriteriaQuery Name
      Total Amount of Giving greater than or equal to $5000Total giving $5000+
      Total Amount of Giving greater than or equal to $1000Total giving $1000+
      Total Amount of Giving greater than or equal to $100Total giving $100+
      Total Amount of Giving greater than or equal to $10,000Total giving $10000+
  5. Following the How to use the Segment tab steps above starting on step 2, add these four queries and name their Output Queries so they appear like this. For our example, adding appeals and other functions is optional:
    segment sample
    (NOTE: Enter the queries in descending order of most important to least important. If a constituent can show up in multiple input queries, they will be added to the segment output query based on the first input query that they match. In our example, a donor with $10,000 total giving can be in any of these queries. However, to have them be put in the $10,000+ segment, that query needs to be listed before the other ones.)
  6. Go to File > Save to save the parameter before starting the segmentation.
  7. Click Export to start .
  8. When prompted, save the Export data file to the desired location.
  9. Click Export Now.
  10. A control report may appear. Save or print if desired, or just close out of the report.
  11. To find the segment output queries, go to Query and click on the General folder. The queries will have a description of Segment Output Query:
    Segment output query location
    (NOTE: Naming the segment output queries with a similar first term will help group them so they're easier to find. If an Output query is not present, that means no records met the criteria to create that Segment Output Query. A Segment Output Query with zero records will not create.)
  12. The queries are now ready to use on Export or other tools in The Raiser's Edge.

Combine multiple queries without using Query Merge
  1. For this process, use Quick Letters in Mail.
  2. On the General tab, select constituents.
  3. On the General tab, mark Create Output Query.
  4. Follow the steps in How to use the segment tab above. (The appeal information steps can be omitted for this process.)
  5. Optionally, add the desired fields to Export on the Fields to Include tab. The Export data will be a file of the records in the output query.
  6. Click Export.
  7. When prompted, name and save the output query.

If the mailing function does not have the Segment tab or if you don't want to use it:
  1. Create a query for each group of records.
  2. Merge the queries as needed to create one final query.