Email Audiences

About Email Audiences

Audience Detail

Create a new Email Audience

Publish an Email Audience

Manage Email Audiences

Import an email address list into an audience

Live Reports

Use another audience as a source

Manually add a recipient

Exclude a recipient

About email audiences

Email audiences allows you to create segmented lists for email distribution.  Using targeted emails can improve your open and click rates for your Email Campaigns

Audiences can be created from a number of sources and published audiences will produce an online web form for new members to subscribe

To locate your email audiences, sign in to your CRM account and choose Emails → Email Audiences from the top menu

Your email audiences are displayed in a table format.  These stats are updated when viewing an audience or when your audiences are refreshed.  

• Audience: the name assigned to the audience when it was created.
• Recipients: the number of recipients in this audience.  These counts are updated when the audience is opened and viewed, or when it is refreshed.
• Unsubscribed: the number of recipients who have unsubscribed.  When a recipient unsubscribes, they are moved from the recipient category and into the unsubscribed category.  These counts are updated when the audience is opened and viewed, or when it is refreshed.
• Blocked & Errors: for various reasons, email addresses in this category have bounced back and therefore are no longer included in the recipient list.  These counts are updated when the audience is opened and viewed, or when it is refreshed.
• Audience Sources: reports the sources that generated this audience; such as manual entry, live reports, or email address imports. 
• Created On: the date and time this audience was created.
• Updated on: the last change made to this audience.
• Refreshed On: the date and time this audience was refreshed.  Audiences can be manually refreshed or automatically refreshed at the time an email using this audience is sent out. 
  To manually refresh an audience, choose Refresh from the audience quick action menu.

Audience detail

When you click an audience name from your audience list view, you will be taken into the Audience Detail page.  This view provides you with

• Basic statistics related to this audience such as the number of recipients, number unsubscribed, and number blocked or with errors
• Form URL for published audiences
• Sources used to create this audience and details specific to that source
• The ability to add new sources to this audience 
• Complete list of recipients included in this audience
• The ability to add, edit, or exclude an individual recipient
• Excluded recipients list

Create a new email audience

1. Sign in to your CRM account 
2. Choose Emails → Email Audiences from the top menu
3. Click New Audience in the top-right
   
4. Complete the New Audience form
   • Assign a Name to the audience  
   • Optionally, include a Description
   • Use the toggle to select if you’d like this audience Published

Publish an email audience

Published audiences will create a public email newsletter subscription form. When people subscribe, they are automatically added to this audience. Learn more about in this article: Email Newsletter Subscription Forms

Manage email audiences

You can build your email audiences by adding audience sources or by manually adding a recipient.  Audience sources include importing an email address list, assigning a live report, and using another audience as a source

To add audience sources:

1. Sign in to your CRM account 
2. Choose Emails → Email Audiences from the top menu
3. Locate the audience you’d like to edit and click the audience name to open the audience detail view
4. From the Audience Sources section of the detail view, click the Add button
5. Choose the source type: Email Address Import, Live Report, Audience

Import an email address list into an audience

Lists from outside sources or reports can be imported into an audience using a simple list. We suggest breaking large lists into smaller files of roughly 5,000 emails per list

To import an email address list: 

1. Starting from Emails → Email Audiences, click the audience you’d like to import to
2. Click the Add button and choose Email Address Import

3. Follow the on-screen steps to upload and import your email file. 
   Please note the following for imported lists:
   • When you import records from an email list, this will add recipients to your audience but will not create constituent accounts for them in your CRM
   • The file you import must be a CSV file
   • Email addresses must be valid and properly formatted addresses, or they will not be imported 
   • If your file includes columns that are not email addresses, you’ll be asked to map each column to a field in your CRM
   • If your file has a header row, be sure to answer Yes to the question Does your spreadsheet have a header row?
4. Click upload data

When your emails are successfully loaded into the system, you will see the total number of addresses in the Email List Import Results. At this point, you have the option to add the same list of emails to other existing audiences, or just to the current audienc

To complete this import, you must click Build Campaign Audience to add the imported emails to your list.

Live Reports

Live reports use the data in your CRM to populate recipients to your email audiences and will be automatically refreshed when sending a campaign that uses this source. This makes them a low-maintenance source for audiences.

Existing live reports can be edited from the audience detail page and will impact all features connected to this report.

Further instructions on the data import process can be found here.

To add a Live Report

1. Starting from Emails → Email Audiences, click the audience you’d like to add a Live Report to
2. Click the Add button in the top-right and choose Live Report

3. Make your report type selection
   • Email Audience Report: automatically excludes accounts based on certain account flags such as Do Not Contact, Deceased, and Email Opt-Out
   • New Report: allows you to create a report based on criteria that may not be available in the email audience report. 
     • This report will not automatically exclude accounts. You will have to manually add the criteria to exclude Deceased, Do Not Contact, and Email Opt-Out.
     • The New Report option can only link accounts to your email audience. Report results without an Account ID will not be added to your audiences, such as Campaigns or Company Contacts who do not have Individual Accounts.
     • If you use this option, you will be asked to select the report you’d like to use as a source to compile constituent email addresses for this audience
   • New Report: choose from your saved reports list and copy its criteria into this email audience. 
     • This option will only copy the current criteria of a saved report.  If changes are later made to the criteria of a saved report, these changes will not carry over to the email audience.
     • This report will not automatically exclude accounts. You will have to manually add the criteria to exclude Deceased, Do Not Contact, and Email Opt-Out.
     • The New Report option can only link accounts to your email audience. Report results without an Account ID will not be added to your audiences, such as Campaigns or Company Contacts who do not have Individual Accounts.
4. ​​​​​On the following screen, the report Criteria (what constituent records will be included) and Output Columns (the data fields included in the report) are displayed and may be edited from this step, if needed
5. Learn more about customizing reports in Neon CRM
6. Click Run Report to view the report output
7. On the results page, click Save Email List
   Note: If needed, you may click Configure Report to make additional edits to your criteria, or Save Report Configuration, to add this report to your saved reports list

Your live report will continue to refresh as it is used to send campaigns.  You may also manually refresh your audience to view the most up-to-date email counts.

Use another audience as a source

Email audiences can also be used as sources.  Feed multiple segmented lists into a new email audience by choosing the audience source. 

You may choose up to 5 audiences as sources on a single audience.

1. Starting from Emails → Email Audiences, click the audience you’d like to add an audience source to
2. Click the Add button in the top-right and choose Audience

3. You’ll be presented with your list of available audiences.  Click the checkbox to the left to select any audience you’d like to use as a source.

Manually add a recipient

A single email recipient can be added to an email audience. 

1. Starting from Emails → Email Audiences, click the audience you’d like to add a recipient to
2. Scroll to the Recipients section and click the Add Recipient button
3. Complete the fields.  The Email field is required.
4. Click Save

Exclude a recipient

You can exclude an email recipient from an email audience from the audience detail page.  This will not unsubscribe the recipient from Neon CRM communications.  It will merely exclude them from this single audience

1. Starting from Emails → Email Audiences, click the audience you’d like to add a recipient to
2. Scroll to the Recipients section and use the search box to locate the recipient you would like to exclude
3. Click the quick action menuto the right and click Exclude Recipient

The recipient will be moved to the excluded list.  To add them back to the recipient list, locate them in your excluded list and click the Include Recipient plus sign to their right.