Address List Management

Description

Address lists are used for

The following functions have been enhanced in Release 4.0:

The following functions are new in Release 4.0:

Selecting Addresses for the Address List

Up to Release 4.0, the system only accessed master data during the selection run. In Release 4.0, the system also selects addresses from system documents.

There are 4 new selection reports for addresses in the standard system:

The following information can be taken into account in the selection process:
For example, this enables you to create a list of all customers for whom a billing block has been set.
For example, this enables you to create a list of all customers who purchased a particular material if this material has to be recalled.
Using customer and partner information as selection criteria, you can create a list of all partners who have a birthday in a specified period.
An exisiting address list can accessed and copied using the number of the corresponding direct mailing.
For example, you can copy the address list from a previous direct mailing to contact the recipients with a follow-up direct mailing.
Using customer and partner information as selection criteria, you can create a list of all customers who have not been contacted over a specified period.

You can define how the list is sorted by using the Sorting function on the selection screen. You select from a dialog box three fields according to which the list is to be sorted and specify the sort sequence. The system also automatically uses two additional sort criteria, the partner number and the partner type to distinguish between customers with the same name.

The existing selection report RVADRSEL is still available. However, you cannot define sort criteria for this report.

You can store selection criteria which you frequently use in standard or user-specific selection variants.

All reports are integrated in the report tree. Using the report tree functions, you can control which fields in a report are proposed on the selection screen.

The address list is sorted automatically according to the criteria which you define. After the list has been sorted, you can edit it directly as in previous releases.

Editing the Address List Manually

In Release 4.0, you can create additional address lists using different selection criteria. These additional address lists are called versions. The address list version which is to be the actual mailing list for the direct mailing is known as the standard version.

You can perform the following operations on address list versions:

Before you perform these operations, you specify whether the resulting addresses should be stored in a new version or replace the first version which you have specified for the operation.

Once you have completed processing the versions, you specify which version is to be used as the mailing list for the direct mailing campaign. You do this by assigning the standard version indicator to it. One of the address list versions must be designated as a standard version before you can print the direct mailing.

You can access the address list for editing:

Only one user can edit the address list.
Several users can edit the address list at one time as only the address intervals currently being edited are locked, not the entire address list.

Sorting the Address List

The Basis tools for processing lists have been integrated into Sales Support. By placing the cursor on a column of the address list, you specify the criteria according to which the list is to be sorted. You can then sort the list in ascending order or descending order. You can also set a filter which removes all addresses from the list which do not match the filter criteria.

Redividing the Address List into Intervals

When the system creates an address list, it automatically divides it into intervals of 100 addresses to make editing easier. After you have finished editing an address list, some intervals may contain no or very few addresses, and others too many addresses. As of Release 4.0, there is a menu option which redivides the address list into manageable intervals.

Assigning the "Completed" Status to an Address List Version

After you have finished editing a version, you can assign the "completed" status to the version. This enables you to monitor which versions still need to be edited.

Before you can release a mailing for printing, you must assign the "completed" status to all versions. Once you have released the mailing, you can only reverse the "completed" status if you first reset the status of the mailing to "in process".

Marking Address Lists for Deletion

You can mark address list versions for deletion by selecting the version on the version overview screen and choosing Edit -> Delete version.

When you send a direct mailing which has status group 3, all address list versions except for the standard version are deleted. The corresponding statistics are deleted as well.

When you send a direct mailing which has status group 4, all versions are deleted except for the standard version. The standard version is compressed. In this case, statistics are not deleted.

When you delete the direct mailing, you also delete the address list.

The status group is defined in the sales support document type in Customizing.

Changes to the interface

The address list section of the direct mailing overview screen has been enhanced. It displays information on the selection process for the address list as well as the number of existing versions and number of versions for which editing has been completed. You can branch directly from the direct mailing overview screen to a screen where you can create, edit, and delete address list versions.

From the "Edit Versions" screen, you can branch to a detail screen for each version where you will find a list of the intervals which make up the version and information such as:

To edit the intervals, you branch to a further details screen on which the individual addresses are displayed.

Incompatibility

You can no longer use copies of the following reports:

You can no longer use status group 2 for sales support documents. Change the status group to 4.

Further notes

For more information on the report tree, see the Basis documentation on General Report Selection.