Extractions and Sources, Oh My!

Thanks Dale, unfortunately that didn’t work.

I did discover (and read in the documentation) if I chose list instead of file I’m able to promote my source after the fact whereas with file I must promote it then or never (not sure why the functionality would be written this way).

=/ Looks like I’ll be doing it the old fashioned way!

Marta, I think I did this once.  Try setting your destination as "list" instead of "file" when you extract constituents.  I think that does it.

Failing that, you could just save all segments as one list then promote within the appeal.

Dale

The instructions Ryan posted, which can also be found in the Extraction Set document, included this, but I wanted to highlight that you can create and promote a source when extracting to a list.  To promote you just need to check the Create Promotions Now checkbox.

The reason you cannot promote after you extract to a file is because there is no connection between the sources created and the extraction set; in other words Tessitura has no way of knowing who to promote the sources to.  If you extract to a list, though, you are creating a list and the connection between the source and the list is what allows you to promote later.

Thanks Ryan and Kevin that helped.

What I’ve found is that if I save to a list I can get one source code for my segments and promote at a later date. However, I can’t use the save to list function if I want separate segments to have different sources, even if I change the appeal, source, media on the individual segment line to override defaults.

If I save to file, I can have unique sources for my segments and override the default appeal, source, media on the segment level BUT I have to promote then and there otherwise I won’t be able to later.

If only I could have the best of both worlds!

There are definitely extractions I do that I won’t be able to use this functionality because of that, unfortunately that includes my monthly renewals! However, I think I can definitely utilize this for simpler extractions.

Thanks again!

Marta

Just found this in the v8.0 highlights which may help.

Extracting to a List Using Extract Constituents
From Extraction Manager it is now possible to create a list, and promote a source for the list using the Extract Constituents menu item. 
To create a list using Extract Constituents take the following steps:

NOTE:  When using this feature, the contents of all inclusion segments are added to the list.  It is not possible to choose which segments will be used.  If single segments should be selected please refer to the List Creation and Management document for further details. 
1)    Go to Extraction Manager.
2)    Click on the desired extraction set to select it.
3)    Generate counts for the extraction set.
4)    Select Extract Constituents from the Extraction Manager menu. 
5)    The Extract Constituents window opens.  Click the List radio button.


When the List radio button is selected, the majority of the fields in the window are inactivated as they apply only when extracting constituent data to a file.
6)    Enter a name for the list in the List Name field.
7)    If a source should be created for the list, check the Generate Source Codes box.  A single source for all constituents on the list is added to the appeal indicated in the extractions set details.
Once the Generate Source Codes box is checked, the Create Promotions Now box becomes active.  Check this box if the source should be promoted to the constituents on the list.  For more details on sources and promotions see the Campaigns, Appeals, and Sources document.
8)    By default, the Run Now box is checked.  The process can be scheduled instead or run immediately by un-checking the box.
Click OK then click Yes on the confirmation window that opens to create the list.
9)    To view the list, go to List Manager.

Hi Marta,

You are correct.  If you extract to a list you only get one source, and if you extract to a file you get one source per segment but you must promote at the time of extraction.  What’s the reason you don’t want to promote at the time of extraction when extract to a file?  Just trying to see what the best solution might be for you.

It might just be a business practice thing. We will merge things in house and then while the letters are waiting for a gift officers signature the gift may come in, so before we mail we always pull a list to see if any gifts have come in between when we pulled the list and are ready to send. The easy workaround for this is to run the delete promotions report after the fact to delete the promotion of the record of those we didn’t actually send the letter to. In most other circumstances we’d be able to promote right away, but with solicitations there tends to be a delay.

Hope that made sense!

Yes J

I only wish we could delete one off. Sometimes I only have one person to remove, but I need to create a list for that one person. It’s on our wish list of things to edit.

I run into this problem myself sometimes, however the canned 'Delete Promotions and Sources' report does not allow you to delete via a list, it only lets you delete the entire promotion.
Do you guys have a custom version that lets you delete via a list?