List Manager VS. Extractions

Hi Samantha

I have some text-based guidance from my Lists & Extractions training resource, as below. I find the training videos for both the Extractions and Lists & Output courses useful to share (or watch as a group). Lists Lesson 4 on the use of the operators is one I often re-watch as a refresher!

https://www.tessituranetwork.com/Support/Training/Intro-Courses/Extractions
https://www.tessituranetwork.com/Support/Training/Intro-Courses/Lists-and-Output

Best wishes
Dawn

Part 1: List or Extraction? 

A common question! Below are some suggested scenarios to help you decide which is the best one to use. The main benefit of Extractions is you get much more flexibility and transparency in compiling your data.

The biggest functional difference between the two is that in List Manager, you only get a maximum of 2 segments – your Primary Criteria and Alternative Criteria. Constituents in either of these segments must match all of the selected data fields in order to qualify for your List ie if you have lines A, B, C, a constituent in Primary Criteria or Alternate Criteria must have A and B and C.

In Extraction Manager, you can compile your segments in the same way with multiple lines in each segment to get the same result, but you can also build up your data using multiple segments eg Constituents who have A, plus Constituents who have B, plus Constituents who have C.

Use an Extraction

• If you have multiple segments (more than one/two).
• If your data needs are complex
• Easier to suppress (exclude) people with confidence
• If you are using Contact Permissions. Contact Permissions helps you to respect patrons’ communication preferences and comply with data regulations. Extractions has built in functionality which makes this easy
• If you want to be able to check you have included/excluded the correct people (to ‘see the workings’)
• If you want to assign different sources to each segment

Use a List

• If you only have one criteria set (or two max – using ‘Alternative Criteria’) AND if you are confident using the operators NOT IN or DOES NOT HAVE if you want to exclude people
• If you need your data to be dynamic (always up to date)
• To assist with analysis in Reporting or Analytics
• If you want to contact all bookers for an event for non-marketing purposes, for example to announce a cancellation or send pre or post-event information
• For automated (triggered) emails which are not marketing communications, for example Welcome emails when you create an account (using a dynamic list)

Lists and Extractions in fact work hand in hand:

• You can bring a List into an Extraction
• You can save an Extraction to List to:
  -Use in Wordfly
  -Use in Reports
  -Use in Tessitura Analytics
  -Export a csv or Excel file eg to send to a mailing house

Hi Samantha

I have some text-based guidance from my Lists & Extractions training resource, as below. I find the training videos for both the Extractions and Lists & Output courses useful to share (or watch as a group). Lists Lesson 4 on the use of the operators is one I often re-watch as a refresher!

https://www.tessituranetwork.com/Support/Training/Intro-Courses/Extractions
https://www.tessituranetwork.com/Support/Training/Intro-Courses/Lists-and-Output

Best wishes
Dawn

Part 1: List or Extraction? 

A common question! Below are some suggested scenarios to help you decide which is the best one to use. The main benefit of Extractions is you get much more flexibility and transparency in compiling your data.

The biggest functional difference between the two is that in List Manager, you only get a maximum of 2 segments – your Primary Criteria and Alternative Criteria. Constituents in either of these segments must match all of the selected data fields in order to qualify for your List ie if you have lines A, B, C, a constituent in Primary Criteria or Alternate Criteria must have A and B and C.

In Extraction Manager, you can compile your segments in the same way with multiple lines in each segment to get the same result, but you can also build up your data using multiple segments eg Constituents who have A, plus Constituents who have B, plus Constituents who have C.

Use an Extraction

• If you have multiple segments (more than one/two).
• If your data needs are complex
• Easier to suppress (exclude) people with confidence
• If you are using Contact Permissions. Contact Permissions helps you to respect patrons’ communication preferences and comply with data regulations. Extractions has built in functionality which makes this easy
• If you want to be able to check you have included/excluded the correct people (to ‘see the workings’)
• If you want to assign different sources to each segment

Use a List

• If you only have one criteria set (or two max – using ‘Alternative Criteria’) AND if you are confident using the operators NOT IN or DOES NOT HAVE if you want to exclude people
• If you need your data to be dynamic (always up to date)
• To assist with analysis in Reporting or Analytics
• If you want to contact all bookers for an event for non-marketing purposes, for example to announce a cancellation or send pre or post-event information
• For automated (triggered) emails which are not marketing communications, for example Welcome emails when you create an account (using a dynamic list)

Lists and Extractions in fact work hand in hand:

• You can bring a List into an Extraction
• You can save an Extraction to List to:
  -Use in Wordfly
  -Use in Reports
  -Use in Tessitura Analytics
  -Export a csv or Excel file eg to send to a mailing house

Thank you Dawn for sharing! That guidance in text is what I am working on creating and this is so helpful to use as a reference. Appreciate you sharing!