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Create or edit a member filter

Lisa Wong
Updated

Invite members who meet certain criteria to complete an activity.

  1. Open or create an email message.
  2. On the Recipients tab, from the Recipients list do one of the following:
    Option Description
    Select Create a new filter. The Confirm Filters dialog opens and lets you create a new member filter to be used with this invitation only.
    Select a member group. The Confirm Filters dialog opens and lets you create a member filter based on the selected member group. Any changes you make are saved as a new member filter to be used with this invitation only, and do not affect the original member group.
  3. From the For members who are list, select one or more member statuses:
    • NonMember
    • Pending
    • Active
    Note: Recruitment invitations are only sent to participants with a status of NonMember who have not received an invitation yet.
    Tip:
    • You do not have to define conditions and condition groups to create a member filter. For example, you may want to filter members and find all members with a status of Active. If this is the case, disregard all other steps in this procedure. Name the group, ensure For members who are is set to Active, and then click Save.
    • You can find a specific member by email address. To do this, use the condition Profile Variables Email Is name@example.com.
    • There is no need to edit member filters to account for Community. This is already taken care of when you first create the invitation and specify the intended community.
  4. Optional: Filter members based on their activity participation status.
    Number Option Description
    1 Activity Participation Status

    Choose Activity Participation Status to filter members based on their current participation status in activities.

    Note: A member's participation data is respected by the filters in member groups and the participation rate calculator regardless of whether the activity is excluded from community statistics. For more information, see Exclude an activity from community statistics
    2 Activity Name

    Select the activity you want to use for the condition. Any activity type can be used.

    Note: Multiple-response surveys are excluded from the list.
    3 Operator

    Set the operator for the condition. Options include:

    • Is: The member is included if their value matches the specified status values.
    • Is not: The member is included if they've been invited to the selected activity, and their current participation status matches the selected status.
      Note: To exclude members who have been reserved in another activity, use the Member Participation Status condition described below, or use the Has no status operator with this condition.
    • Has any status: The member is included as long as they have some sort of status value.
    • Has no status: The member is included if they have no status value.
    4 Status Values

    Select the participation statuses to include in the condition statement. Options include:

    • Surveys, external surveys, and recruitment surveys
      • Reserved (for surveys and external surveys)
      • Invited, but Not Started
      • Incomplete
      • Completed
      • Disqualified
      • Overquota
      • Confirmed (recruitment surveys and video discussions only)
      • Cancelled (video discussions only)
    • Forums
      • Reserved
      • Invited, but not joined
      • Lurked
      • Voted Exclusively
      • Posted
  5. Optional: Filter members based on their profile variable values.
    Option Description
    1. Profile Variable Choose Profile Variable to filter members based on their profile variable values.
    2. Category

    Select a category to narrow down the options available in the Variable Name drop-down list.

    The Category list is only displayed if at least one category is created and has a profile variable assigned to it.

    Note: When you save the member group, the Category selection will revert to All. This is because Category is used for organizing profile variables and the value is not stored when you create the member group. This behavior does not affect member group counts.
    3. Variable Name

    Select the variable you want to use for the condition.

    For example, if you are using gender and age group profile variables, you will select Gender and Age group.

    4. Operator

    Set the operator for the condition. Options include:

    • Is: The member is included if their value matches the specified variable values.
    • Is not: The member is included if their value does not match the specified variable values.
    • Has a value: The member is included as long as they have some sort of value for the variable.
    • Has no value: The member is included if they have no value for the variable.

    For more information about different operators, see Condition operators.

    For Calculated Date profile variables, you can use the following operators with Member Groups:

    • Is (years): The member is included if their calculated date value matches the specified integer.
    • Greater than or equal to (years): The member is included if their calculated date value is greater than or equal to the specified integer.
    • Less than or equal to (years): The member is included if their calculated date value is less than or equal to the specified integer.
    5. Variable values

    Select one or more values for the condition.

  6. Optional: Filter members based on their responses to survey questions.
    Option Description
    1. Response

    Choose Response to filter members based on their responses to survey questions.

    2. Activity Name Select the survey that contains the question you want to use.
    Note: Multiple-response surveys are excluded from the list.
    3. Question Name Select the question for the condition.
    Note: These question types are not supported in member group filters:
    • Short Answer
    • Long Answer
    • Open End (Power Surveys)
    • Email
    • Zip/Postal Code
    • Phone Number
    • Highlighter
    • Image Upload
    4. Statement For Single Choice Grid and Multiple Choice Grid questions, select the statement.
    5. Operator

    Set the operator for the condition. Options for basic question types include:

    • Is: The member is included if their value matches the specified response values.
    • Is not: The member is included if their value does not match the specified response values.

    For more information about different operators, see Condition operators.

    6. Answer values Select the answer options to include in the condition.
  7. Optional: Filter members based on their past survey participation.
    Note: This filter type is based on survey participation only and does not include forums.
    Option Description
    1. Member Participation

    Choose Member Participation to filter members based on their past participation.

    Note: A member's participation data is respected by the filters in member groups and the participation rate calculator regardless of whether the activity is excluded from community statistics. For more information, see Exclude an activity from community statistics.
    2. Participation Event

    Select the participation event you want to filter on. Options include:

    • Reserved
    • Invited
    • Incomplete
    • Completed
    • Disqualified
    • Overquota
    • Confirmed (video discussions only)
    • Cancelled (video discussions only)
    3. Operator

    Select the operator for the condition. Options include:

    • Is within last: Members are included in the filter, if they achieved the participation status within the defined time frame.
    • Is not within last: Members are included in the filter, if they did not achieve the participation status within the defined time frame.
    4. Time Frame

    Type a number to define the time frame.

    5. Time Unit

    Select the unit of time. Options include:

    • Hours
    • Days
    • Weeks
    • Months
    • Years
  8. Optional: To add another condition, click Add Condition.
  9. Optional: To delete a condition, click the delete button on the right side.
  10. Optional: To add another set of and or or filter conditions, click + Another Set.
    You can choose between Or statements and And statements for sets using the drop-down list between the sets.
  11. Optional: Select or clear Community Engagement Rule.
    These community engagement rules are the same ones set in Settings > Application Settings. You can choose to include or exclude them in your member filter. You can also expand the section to see what the community engagement rules are. For more information, see Sample management.
  12. Optional: At the bottom, beside Total Eligible Recipients, click Refresh member count.
    The application displays the number of members who meet the member filter conditions and are eligible to receive the invitation.
    Tip: You can send an email invitation while the condition builder calculates the number of eligible members.
  13. Once you have created or edited your member filter, you can select specific members to invite.
    This feature is useful if you don't want to invite the entire group your filter yielded, or if you know the specific members you want to invite. You can use the Select Participants tab if your initial member filter yields fewer than 500 members, and you can select up to 50 members.
    Note: The Select Participants tab is only visible if you are an admin or a user with the Can access sensitive data permission enabled.
    1. Click Select Participants.
    2. Select or clear the check boxes beside member names.
  14. When you are finished, click Save.
  15. Optional: Click Edit to make further changes to the recipient filter.
  16. Optional: Click Reset to remove the member filter.
Parent topic: Editing and sending distribution emails
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