How do I send a message to more than one contact using the advanced search rule builder?

The advanced search rule builder lets you set specific criteria to filter your contacts. This helps you narrow down the list to only those who need to receive a particular message based on their user data.

Use the advanced search rule builder.

1. Select the contacts tab.

2. Select your program.

3. Click advanced search (Screenshot 2024-05-24 at 10.30.41 AM.png) in the top left under the search bar.

4. Set your match rule as All (Screenshot 2024-05-24 at 10.30.04 AM.png) or Any (Screenshot 2024-05-24 at 10.30.13 AM.png). If you are using the message template, this is equivalent to setting an AND rule vs. an OR rule. 

5. Create Rule #1.

     a. Set your match rule as All or Any.

     b. Add conditions (Screenshot 2024-05-24 at 10.34.00 AM.png) that must be met in your search.

     c. Rename (Screenshot 2024-05-24 at 10.29.05 AM.png) your rule to match the search and click submit (Screenshot 2024-05-24 at 10.29.17 AM.png).

6. If needed, repeat step 5 to create (Screenshot 2024-05-24 at 10.33.55 AM.png) Rule #2, Rule #3, etc.

7. Select Search.

8. Select the dropdown arrow next to New Message (Screenshot 2024-05-24 at 10.31.13 AM.png).

9. Select Send to current results (Screenshot 2024-05-24 at 10.35.44 AM.png).

10. Confirm your program and rules and send your message as usual!

 

Advanced Search FAQs

What is the difference between "All" and "Any"

When planning your rules will need to decide if contacts need to meet ALL of the conditions or ANY of the conditions. For example, if I want to send to contacts who are both accounting majors and were admitted fall 2024, I will select ALL to ensure both conditions are met. If I want to send messages to students either admitted fall 2024 or spring 2024, I will select ANY.

Screenshot 2024-05-24 at 10.36.58 AM.png

  • All: narrows down more, serves as an AND function.
  • Any: broadens your search, serves as an OR function.

 

Why is my search not narrowing down contacts?

  1. You forgot to select the dropdown carrot. When performing an advanced search, you must select the dropdown arrow next to New message (Screenshot 2024-05-24 at 10.31.13 AM.png)then Send to current results. If you click New message (Screenshot 2024-05-24 at 10.31.29 AM.png) the message will default to all contacts in your selected program.
  2. All contacts meet your criteria. If your search is too broad, you may end up with criteria that all contacts are able to meet with their data. 

 

Why is my search not showing any contacts?

  1. You selected "All" instead of "Any." Choosing All in your search requires contacts to have all the data selected. For example, if your rule is All with conditions major = accounting and major = chemistry, your search will only yield contacts who are double majored in accounting and chemistry.
  2. Your search was too narrow. Using "All" will narrow down your search considerably depending on the variation in your data. If you require a contact to have admin_term = fall 2024, major = accounting, fafsa_complete = FALSE, created_at > 2024/07/01, and on_campus = TRUE, you may end up without anyone who meets the criteria.

 

Why can't I hit the Search button in my advanced search?

You might have an incomplete rule. Check for blank conditions or blank rules. If they are not needed, use the red X to delete the condition, or delete rule to delete an unneeded rule.

Screenshot 2024-05-24 at 10.24.44 AM.png

 

How does advanced search compare to using the message template?

Screenshot 2024-05-24 at 10.26.46 AM.png

 

When should I use advanced search vs. use the message template?

Use advanced search when you want to send a message to a specific group of people at a fixed point in time (January 10th @10am) rather than a conditional point in time based on an event (started_app + 10 days).

 

How do I rename the rules?

In the rule builder window, select rename (Screenshot 2024-05-24 at 10.29.05 AM.png) rule, type a descriptive name, then select submit (Screenshot 2024-05-24 at 10.29.17 AM.png). 

 

Can I save this search for future use?

Yes! After completing your advanced search, select the dropdown arrow next to the search bar, click Save This Search, then name and save your search.

Screenshot 2024-05-24 at 10.44.10 AM.png

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.