What’s the Difference Between a Group and a Segment? A Few Words on Organizing Your Contacts Database

What’s the Difference Between a Group and a Segment? A Few Words on Organizing Your Contacts Database

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Einstein once said, “If you can’t explain it simply, you don’t understand it well enough.”May this quote be a good guiding spirit for this article.

When you enter the contacts database management module (Audience) in the Manage section, you can see the following sub-sections: Groups, Filters, and Segments.
If you go to Audience, see Groups, Filters and Segments in Manage section<br><br>

If you go to Audience, see Groups, Filters and Segments in Manage section

All these elements will help you catalogue your recipients in a variety of ways.
A group is a collection of contacts created by:
  1. Assigning contacts manually
  2. Adding contacts to a group
Just like in this short video:

Prowly

Check out a video I made via Loom

Filters, however, are to help you select contacts that fulfill our criteria at any given moment. You may select multiple criteria at once. You can also set it in a way so that all of them or at least one must be fulfilled.
  • TAG – contacts with a specific tag
  • COMPANY NAME – contacts representing firms other than the one indicated
  • GROUP – contacts not assigned to any group
  • CREATED BY – contacts I created
  • HIGHLIGHT – contacts marked with a star
  • OPEN RATE – contacts that opened more than 50% of your emails
  • CLICK RATE – contacts that clicked on more than 50% of the links you’ve sent
  • BOUNCE RATE – contacts that didn’t get more than 10% of your mailings
  • OPENS – contacts that opened at least 1 mailing
  • CLICKS – contacts that clicked on at least 1 link
  • BOUNCES – contacts, whose inboxes didn’t get at least 1 email
  • MAILING – contacts who were the addressees of a given email
  • STORY – contacts that clicked on a given piece of content
  • CREATED AT – contacts created, e.g., yesterday
These are only examples of filter uses, as this feature allows to define criteria using various conditions and values, e.g., you can check which contacts opened more than 50% of your emails, but you may also see those which opened less than 10%. Read more about filters here.

Fine, the filters are all set. Now, what to do to avoid creating them from the scratch next time?

In short, contact segments are collections of all contacts that meet our criteria at any given moment. Segments are automatic, which means that contacts are added and deleted without your help. I guess you could say they have a life of their own. The number of contacts in a given segment changes dynamically.
To create a segment, make sure you’ve set the right filters. This way, all contacts in the segment will have at least one common feature.
The process of creating a segment can be best illustrated by an example:
My database contains 300 contacts to whom I have been sending regular mailings for quite some time now. I’d like to see which of them are most active when it comes to clicking on the stuff I send.
I can check this by going to Audience -> Filters -> selecting “Click rate” and setting the value to “greater than 50%”. On the right, in search results, I will see the contact details of those who clicked on more than half of the links to the materials I’ve sent so far. These are my ‘most faithfully clicking’ contacts.
Click rate filter in action

Click rate filter in action

Note: You may define any percentage value. If you’d wish to find all those people who clicked on more than 80% of your emails, there’s really nothing in the way 😊
Then, I’m saving this filter as segment by clicking “Save as segment” and naming it, e.g., “Click rate > 50%”.
By means of this button you are able to save the filtering results as segment

By means of this button you are able to save the filtering results as segment

This way, the list of my segments now features a new segment called “Click rate > 50%”. Each time I enter this segment, I will see an updated list of contacts that meet this condition. Most importantly, those contacts that will not click on my messages will no longer be meeting the specific condition set. This means they will disappear from the segment. Similarly, new contacts which will be actively clicking on my emails will be added to the segment automatically.
If you wish to send personalized messages to your most active recipients, just select contacts from this segment and voilà!
Likewise, I can check which contacts in my database have outdated email addresses, which is why they are not getting my emails. Just got to Filters tab, select “Bounce” and set the value to “greater than” and “1”. This is how I can see the list of people whose inboxes bounced my messages.
This is how you can filter out your bouncing contacts

This is how you can filter out your bouncing contacts


The features of Groups and Segments are illustrated in the table below:
Question Group Segment
Do the contacts need to have something in common? No, you can create a group consisting of contacts of your choice Yes, e.g., the same tag
Are there any limitations on the number of contacts? No, you can add as many contacts as you like No, a segment can consist of any number of contacts
How to add contacts? Manually, that is by ticking the checkbox next to the contact and selecting “Add to group” Automatically, which means that when a contact meets a specific criterion for creating a segment, it will be added automatically.
How to delete contacts? Manually, that is by entering the contact card and deleting the group (Read more here: http://help.prowly.com/audience-pitch/how-to-delete-a-contact-from-group) Automatically, which means that when a given contact ceases to meet the segment criterion, it will be deleted
Can I send a mailing? Yes. To send a Pitch, you must first create a group or a segment – you can send a mailing to several groups or segments at once
How do I create one? Manually, by ticking contacts and selecting “Add to group” By using filters and selecting “Save as segment”
Is the number of contacts fixed or variable? Fixed, until you remove or add contacts manually Dynamic, depending on the number of contacts meeting the criteria
Should you have any questions or some ideas concerning new topics came to your mind while reading this piece, please write to us at booster@prowly.com or share your thoughts via in-app chat.

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