Deduplication
How can I merge records that arenât automatically flagged as duplicates?
How can I merge records that arenât automatically flagged as duplicates?
If Element451 doesnât flag a duplicate record, you can manually search for and merge it. Use the âSee Possible Duplicatesâ icon in the record header to compare it against your contact list and merge any identified duplicates. If you donât see this icon, it may need to be added to your profile template.
For detailed steps, check out our help article: Merging Duplicate Records.
Filters + Segments
How can I create a segment to find records with no custom activities?
How can I create a segment to find records with no custom activities?
Because custom fields can either exist with a value, exist but be empty, or not exist at all, filtering for records with no custom activities requires a combination of operators. Using only âNot Inâ may exclude records where the field doesnât exist in the database.
To ensure accurate results, youâll need to combine âNot Inâ with âDoes Not Existâ when building your segment. This approach accounts for both empty and missing values.
For a full breakdown of custom field behavior and step-by-step guidance, visit our help article: Filtering Custom Fields in Segments.
How can I create a segment of contacts who havenât received a specific email?
How can I create a segment of contacts who havenât received a specific email?
Element451 does not currently support direct filtering for activity that did not occur (such as an email not being received). However, you can achieve this through a simple workaround: youâll need to label those contacts who did receive the email and then filter them out using that label.
Create a Segment of Those Who Received the Email:
Go to Contacts > People.
Click Add Filter.
Choose the Received Email filter and specify the email you want to track.
Save this segment (e.g., âReceived FAFSA 2025 Emailâ).
Create a New Label:
Go to Contacts > Categories > Labels.
Add a new label and give it a name that identifies it with the email (e.g., âFAFSA 2025 Email").
Apply the Label to the Segment:
Go to Contacts > Segments.
Locate your new Segment.
Click the more icon (three vertical dots) at the end of the row.
Select "Add Labels" from the menu.
This will bulk-apply the label to each studentâs profile within the segment.
Create a New Segment to Exclude Those Contacts:
Go back to Contacts > People.
Click Add Filter.
Use the
User: Labelsfilter to exclude the list you created.
If you want to filter this list further (e.g., only transfer students, a specific enrollment year, or academic program), be sure to add those filters now. This ensures youâre only capturing those who didnât receive the email and also meet your specified criteria.
Save This as Your âNot Receivedâ Segment:
Save this segment as âNot Received Specific Email,â which will now contain only those contacts who did not receive the email.
The segment will now contain only those contacts who did not receive the specified email and match any additional criteria you applied.
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How can I create a segment of contacts by conversation tags?
How can I create a segment of contacts by conversation tags?
The People module does not have a filter for segmenting contacts by conversation tags. However, you can use the conversation tag filter in the Conversations module to refine your inbox view.
How can I create a segment of contacts based on issues with name format?
How can I create a segment of contacts based on issues with name format?
You can use regular expressions (regex) in segment filters to identify name formatting issues in student records.
When adding a First Name or Last Name filter in Element451, select the REGEXP operator and enter a regex pattern to match specific issues.
Here are some common patterns you can use:
All caps names:
^[A-Z\s]+$Example Match: "JOHN DOE"
Names with numbers:
[0-9]Example Match: "J0hn"
Names with special characters:
[^a-zA-Z'\-\s]Example Match: "J@hn" or "Doe#"
Names with leading or trailing spaces:
^\s+|\s+$Example Match: " John" or "Doe "
Names with double spaces between words:
\s{2,}Example Match: "John Doe"
Mixed capitalization (e.g., âjOHN dOEâ):
\b[a-zA-Z]*[A-Z][a-z]*\bExample Match: "jOHN" or "doE"
Names missing vowels (possible typos):
\b[b-df-hj-np-tv-z]{3,}\bExample Match: "Jhn" or "Brt"
First letter not capitalized:
\b[a-z]Example Match: "john" or "doe"
How can I create a segment based on multiple area codes?
How can I create a segment based on multiple area codes?
To create a segment for multiple area codes, follow these steps:
Use the Phone (All Properties) filter.
Select Has â Number â Starts With.
Enter the area code (e.g., 212).
Add additional area codes by clicking Add Filter, repeating the same steps, and grouping them with the Any operator.
How do I add a person to a segment?
How do I add a person to a segment?
Segments are built using filters, so you cannot manually add individuals. A person will appear in a segment only if they meet the defined segment criteria.
If the segment is non-calculated (meaning it doesnât update dynamically as student data changes), you can refresh it by:
Open the segment.
Click the "Apply" button to reapply the filters and update the data.
Saving your changes by selecting either:
"Save" to overwrite the existing segment.
"Save as New Segment" to create a new version without overwriting the original.
Why are no records found when I filter by source code (alias)?
Why are no records found when I filter by source code (alias)?
When filtering by source code, you should always use the Alias List filter.
Why can't I filter by (or find) a specific custom field?
Why can't I filter by (or find) a specific custom field?
If your custom field is a text area field, it wonât appear in the filter list because text area fields are not supported for filtering.
Iâm using the Date of Inquiry filter, and a student doesnât appear in my segment even though their date matches. Why?
Iâm using the Date of Inquiry filter, and a student doesnât appear in my segment even though their date matches. Why?
Date filters in segments use 12:00 PM UTC as the cutoff timeâso itâs not just the date that matters, but also the timestamp behind it.
For example, if youâre filtering for âDate of Inquiry on or after 5/2,â and a studentâs Date of Inquiry is 5/2 at 9:15 AM UTC, they wonât be included. Thatâs because their timestamp is before the 12:00 PM UTC threshold applied to the filter.
Try adjusting the filter to âon or after 5/1â to catch records like this.
We know this can be confusing, and weâre exploring ways to improve it.