Folders

When including folder information on your report, you have two options:

• Current Folder - Lets you specify options for the current folder, for example, to include additional fields or the date the contact was added to the folder.

  For more information, see Reporting on a Current Folder.

• Selected Folder - Includes the folder names the contact is linked to. You can include all folders or specific folder types.

  This option is especially useful when maintaining an “opt out” list of customers. You can print this list of contacts on a regular basis and remove them from any folders where contacts receive marketing communications.

  For more information, see Including Folder Names on a Report (Reporting on Selected Folders).

Reporting on a Current Folder

The Current Folder data field lets you specify options from the current folder, for example whether to include additional fields or the date the contact was added to the folder.

Current Folder Options Dialog Box

Options on the Current Folder Options dialog box are:

• Include the name of this folder - Lets you add the name of the current folder to your report.

  (The remaining options only apply for options where folders are split out into different rows or when you are only exporting the current list [it does not apply if you are exporting all folders to one column and separating them with semicolons for example]).

• Include folder-specific additional fields for this folder - Lets you add each folder’s additional fields to the report. Each additional field for that folder will be available to add to your report as a separate column. Applies to marketing and working lists only.
• Include the date the contact was added to this folder - Lets you add the date and time the contact was added to each folder.
• Include the user who added the contact to this folder - Lets you add the InterAction user that added the contact to each folder.

Including Folder Names on a Report (Reporting on Selected Folders)

Including the Selected Folder data field lets you include the names of the folders in which the contact is linked. You can display all folders for the contact or only selected folders. Only active Administrative class folders can be included.

Folder Options Dialog Box

Select from one of the three options then select the folders to include:

• Include all folders for each contact
• Only include folders that are of the type - Lets you select folder types and all folders under that type
• Only include the selected folders - Lets you select individual folders

Many contacts are linked to multiple folders. Therefore, you may want to specify how to display those folders on your report. To do this, choose the Arrange Results tab.

Folder Options - Arrange Results

You have two options:

• Include the folders that contain the contact in a single field - This option is useful if you just want to see the values in a list. The values are displayed together in one column. Initially, folders are separated with semicolons (;). Choose Change Separator to select a different separator between each value (comma, line feed, etc.).

• Include a separate row for each folder - Use this option when you are creating reports that group by folder. A separate row displays for the contact for each folder. When this option is selected, you have several more options:

  • Include folder-specific additional fields for each folder - Lets you add additional fields to the report. See Including Additional Fields from Selected Lists/Folders.

  • Include the date the contact was added to each folder -Lets you to add a column with the date and time the contact was added to each folder.

  • Include the user who added the contact to each folder - Lets you add a column with the InterAction user who added the contact to each folder.

  • Incorporate the rows into the Combined table - Lets you include the rows of data in the Combined table. If this option is not selected, the rows output to a separate table. See What is the Combined Table? for more information on the Combined table.