Profiles Lists (Filters)

Profiles Lists (Filters)

Profile Lists (soon to be renamed Filters) allow you to create a set of filters of Profiles and/or Contacts that match certain criteria, including the status of Data Forms for a particular month. These filters can be used to send emails to groups of participants using Messages and used within the Date Range reporting to run ad hoc analysis across different time periods for any combination of Categories.

Manage Profile Lists

Profile Lists are defined per sector so you will see a list of the filters set up with the currently selected survey:

From here you can edit the filter and manage category rules, or view the resulting profiles and contacts.
To create a new filter, enter the title in the form at the bottom of the list and click Create List.

Edit Filter Properties

When you the edit a filter you start on the [properties] tab:


Title - a short description to help you to identify each filter.
Survey Type - the sector the filter applies to. If you alter this, the filter will then appear in the list for the new sector and the currently select survey will change.
Contact Status - to select on contacts of a specific status. Used mainly to select Current Respondents for mailing purposes.
Include Inactive - Inactive profiles are excluded by default. Tick this to include them. This may be important if you are using the filter to run analysis on a period which may include data forms for profiles that have subsequently been marked inactive.
Mailing Method - filter on profiles' mailing method.
Postcode - filter on Profile's postcode (not Contact). You can use part postcodes and enter more than one, separated by commas. See note below regarding wildcards.
Year/Month - If you want to filter on Data Forms, either by status, or for non-returners, you can choose to do this either for a specific year/month, or get the filter to use the currently selected year and month instead.
  1. Ignore Year/Month - data forms are not used in the filter. Form Status and Non-returners options disabled. Use this when filtering for Date Range.
  2. Specific Year/Month - The year and month set in the filter will be used, regardless of the currently selected year/month.
  3. Currently Selected Year/Month - Use the currently selected year/month at the time the filter is used.
Form Status - Filter on the status of the data form for the profile for the chosen year/month. Often used to select incomplete forms for sending reminders.
Non-returners - will choose profiles that have not returned a data form for the selected number of months up to and including the chosen month.
Match ANY category - determines whether the category filters all have to be satisfied to select a profile,or just one. See below.

Category Rules

You can refine the filter by adding a set of rules based on the categories assigned to each profile:

To add a category filter, select the category from the dropdown list under Category. The Option column will then be populated with the available category options. Pick an option then choose whether profiles matching that option should be included in the list or excluded, and finally click Add New.
You can add as many category filters as you need.
Note that the category filter can work in two ways, depending on how the Match ALL categories was set under the [properties] tab:
  1. Ticked - a profile must match all the category filters to be included in the list.
  2. Unticked - a profile can match any one of the category filters to be included in the list.

List Profiles

The [profiles] tab shows a list of the profiles that will be included in the filter. This may depend on the currently selected year and month.

List Contacts

The [profiles] tab shows a list of the contacts linked to the profiles that will be included in the filter. This may depend on the currently selected year and month.
From both the [profiles] and [contacts] tab you can choose to export the resulting list to a CSV file. This link an be found at the bottom of the list.


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