Dynamic Data Files

This topic describes how to create a new Dynamic Data File. Dynamic Data Files can also be created from the New Item screen (see Create a New Item: Dynamic Data File for more details).

To create a new Dynamic Data File through the Dynamic Data File screen:

1. In the Tool Ribbon, click + new Dynamic Data File.

2. A "New Item" pop-up window is displayed. To select the folder where you want to save this new Dynamic Data File, click the folder name in the Navigation Tree on the left side of this pop-up. The "Where?" field is updated with the selected folder name.

3. In the "Name" field, enter a name for your new Dynamic Data File. This name must be unique within the selected folder.

4. From the "Data Source" drop-down menu, select the source table for this Dynamic Data File.

Note: You can never modify this source table after the Dynamic Data File is created.

5. Click Create. The Workspace is refreshed to show a blank Dynamic Data File details screen.

6. Optionally, you can assign one or more tags to your Dynamic Data File. To assign a tag, click on the "Add tag" field in the Edit tab of the Tool Ribbon. The system displays a pop-up menu of all the existing tags. You can select one of these tags, or type in a new one and press Enter. You can repeat this process to add more tags. To remove a tag, click the "X" icon next to the tag label.  

Default Data File Template

In most situations, a Dynamic Data File should have a Default Data File Template defined for it. The Default Data File Template will be used for all records that otherwise don't meet any of the defined rules or criteria.

The Default Data File Template is optional. However, please note that if you intend to post the output file to an FTP site, then you must define a Default Data File Template.

Even if you're not using a Default Data File Template, you can't actually delete the "Default" row from the screen. If you don't want a Default Data File Template in your Dynamic Data File, then leave it blank, and don't define or select a Data File Template for it.

To define the Default Data File Template:

1. Click the edit button (pen icon) within the "Default" row. An "Edit the Rule / File Pair" pop-up window is displayed.

2. The "Data File Template" field is used to define or select the Data File Template to be used as  the Default. To use an existing Data File Template, either begin typing in its name, or click the browse button (magnifying glass icon) to browse for and select it. You can also create a new Data File Template by clicking the new button (plus-sign icon).

3. Click save. The name of the Data File Template appears within the Default row.

4. If you need to delete the Default Data File Template, click the clear button ("X" icon) to the right of the "Default" row. The system deletes the Data File Template from the Default row.

Rule / File Pairs

A Dynamic Data File consists of one or more Rule / File Pairs which determine which records should use which Data File Template.

Messaging provides two different methods (called "query types") for establishing how you want to identify the Data File Template for the Rule / File Pairs -- either by inclusion in a Filter, or by values in a specific field. You must choose one of these two query types for your Dynamic Data File; you can't use both types within the same Dynamic Data File.

The two query types are described below in more detail.

Query Type: By Filter

The Filter query type is used in instances where you've created multiple Filters that will break the records into smaller unique groups, each of which requires a separate Data File Template.

To use Filters as the query type in a Dynamic Data File:

1. Click Match Filter tab below the Tool Ribbon. 

2. Click  Add New Rule / File in the Tool Ribbon. An "Edit the Rule / File Pair" pop-up window is displayed.

3. The "Rule Filter" field is used to define or select the Filter used for this Rule / File Pair. To use an existing Filter, either begin typing in the Filter name, or click the browse button (magnifying glass icon) to browse for and select it. You can also create a new Filter by clicking the new button (plus-sign icon).

4. The "Data File Template" field is used to define or select the Data File Template to be used for records that are selected by the Filter. To use an existing Data File Template, either begin typing in its name, or click the browse button (magnifying glass icon) to browse for and select it. You can also create a new Data File Template by clicking the new button (plus-sign icon).

5. Click save. A new row is displayed on the screen, showing the "Rule" (i.e., the selected Filter) and the "File" (i.e., the selected Data File Template).

6. Repeat steps 2 through 5 as needed to define additional Rule / File Pairs.

7. By default, the Dynamic Data File will use an IF > ELSE IF structure. Optionally, click the IF > ELSE IF button to toggle to an IF > IF structure.

8. If you need to rearrange the sequence of Rule / File Pairs, click on the grey section to the left of the row, and drag the entire row to its new location. Please note that you can't move the "Default" row.

9. If you need to remove a Rule / File Pair, click the remove button ("X" icon). The Rule / File Pair is grayed-out to indicate that it's been marked for deletion. To complete the removal, click Edit > Actions > Save in the Tool Ribbon.

10. To save your Dynamic Data File, click Save in the Tool Ribbon.

Query Type: By Field / Value

The Field / Value query type is used when you want to look for a specific value in a database field in order to determine your Rule / File Pair. A Dynamic Data File is limited to using only one field, and that field must be contained on the Dynamic Data File's source table (you can't join to another table).

To use a Field / Value as the query type for your Dynamic Block:

1. Click match rule tab below the Tool Ribbon. 

2. From the Match Rule drop-down menu, select the field on the Dynamic Data File source table that you want to use to define your Rule / File Pairs.

3. Click  Add New Rule / File in the Tool Ribbon. An "Edit the Rule / File Pair" pop-up window is displayed

4. If the field you selected in step 2 was set up as a "restricted" field, then the drop-down menu in the "Edit the Rule / File Pair" pop-up window is populated with all of the valid values for this field; select the desired value from this menu. If this field is not "restricted," then the system displays a text field instead of a drop-down menu; enter the desired value in this text field.  

5. The "Data File Template" field is used to define or select the Data File Template to be used for records that contain the selected value. To use an existing Data File Template, either begin typing in its name, or click the browse button (magnifying glass icon) to browse for and select it. You can also create a new Data File Template by clicking the new button (plus-sign icon).

6. Click save. A new row is displayed on the screen, showing the "Rule" (i.e., the selected Filter) and the "File" (i.e., the selected Data File Template).

7. Repeat steps 3 through 6 as needed to define additional Rule / File Pairs.

8. By default, the Dynamic Data File will use an IF > ELSE IF structure. Optionally, click the IF > ELSE IF button to toggle to an IF > IF structure.

9. If you need to rearrange the sequence of Rule / File Pairs, click on the grey section to the left of the row, and drag the entire row to its new location. Please note that you can't move the "Default" row.

10. If you need to remove a Rule / File Pair, click the remove button ("X" icon). The Rule / File Pair is grayed-out to indicate that it's been marked for deletion. To complete the removal, click Save in the Tool Ribbon.

11. To save your Dynamic Data File, click Save in the Tool Ribbon.

 

To copy an existing item to use as the basis for a new item:

1. Search for the desired item (see Search for an Item for more details).

2. Click on the item name. The main item screen is displayed and populated with the details of the selected item.

3. In the Tool Ribbon, click Save As. A "Save as" dialog box is displayed.

4. Enter a name for the new item.

5. By default, the new item will be saved in the same folder location as the base item. Optionally, click the magnifying glass icon to browse to and select a different folder location.

6. Click save a copy. The system creates a copy of the selected item.

 

 

To view or edit an existing Dynamic Data File:

1. Search for the desired Dynamic Data File (see Search for an Item for more details on the available search methods).

2. Click on the Dynamic Data File name. The Dynamic Data File screen is displayed and populated with the details of the selected Dynamic Data File.

3. Optionally, to view detailed information about the Dynamic Data File, click the Dynamic File tab in the Tool Ribbon. The Item Details screen is displayed, showing who created the item, who modified it last, and what the last actions taken on the item were. On this screen, click "Related Items" in the Function Menu to see other items in the system that reference or utilize this Dynamic Data File. When finished, click the Edit tab in the Tool Ribbon to return to the main edit screen.

4. Optionally, you can assign one or more tags to your Dynamic Data File. To assign a tag, click on the "Add tag" field in the Tool Ribbon. The system displays a pop-up menu of all the existing tags. You can select one of these tags, or type in a new one and press Enter. You can repeat this process to add more tags. To remove a tag, click the "X" icon next to the tag label.  

5. Optionally, to rename the Dynamic Data File, click Rename in the Tool Ribbon. A "Rename Item" dialog box is displayed. Enter a new name for the Dynamic Data File, then click save new name.

6. Make any necessary changes to the Rule / File Pairs:

   • Add a new Rule / File Pair (see "Create a New Dynamic Data File" above for details on how to create a new Rule / File Pair).  

   • If you need to rearrange the sequence of Rule / File Pairs, click on the grey section to the left of the row, and drag the entire row to its new location. Please note that you can't move the "Default" row.

   • If you need to remove a Rule / File Pair, click the remove button ("X" icon). The Rule / File Pair is grayed-out to indicate that it's been marked for deletion. To complete the removal, click Save in the Tool Ribbon.

   • If you need to delete the Default Data File Template, click the clear button ("X" icon) to the right of the "Default" row. The system deletes the Data File Template from the Default row. However, please note that if you intend to post the output file to an FTP site, then you must define a Default Data File Template.

   • If you need to edit a Rule / File Pair, click the edit button (pen icon). The "Edit the Rule / File Pair" pop-up window is displayed. Make any necessary changes to the selected Filter or value. Make any necessary changes to the selected Data File Template. Click save.

   • If you need to toggle to the other query type, click the corresponding button ("Match Filter" or "Match Rule"). Please note that when you toggle between query types, the system displays a confirmation dialog box, warning you that all of the "rules" defined for your existing Rule / File Pairs will be cleared, and you'll need to redefine them using the new query type method.

   • If you need to toggle to the other logical structure, click the corresponding button ("IF> IF" or "IF > IF ELSE").

7. To save your changes, click Save in the Tool Ribbon.

 

To delete an item:

1. Search for the desired item (see Search for an Item for more details).

2. Click on the item name. The main item screen is displayed and populated with the details of the selected item.

3. In the Tool Ribbon, click Delete. A confirmation dialog box is displayed.

4. Click delete item to confirm the deletion.

Foldered items are moved to the Recycle Bin. Non-foldered items are permanently deleted.

 

Once you've created your Dynamic Data File, you can use it within a Campaign by assigning it as the "Content Source" for that Campaign.

To change the Campaign's primary Content Source to use a Dynamic Data File:

1. Navigate to the desired Campaign (see Campaigns for more details).

2. Scroll down to the "Message" section, and click change. The "Choose Content Source" pop-up window is displayed.

3. Click dynamic data file. The "Browse Dynamic Data Files" pop-up window is displayed.

4. From the "Browse Dynamic Data Files" pop-up window, you can click on a folder in the directory structure to see a list of all the Dynamic Data Files stored within that Folder. Or, if you want to search across the entire system, click the double-left arrow icon near the top of the directory structure; the system collapses the directory structure and shows every Dynamic Data Files in the system. This pop-up window also allows you to search based on Tags, or by Dynamic Data File name. When you find the desired Dynamic Data File, click on its name.

Note: Dynamic Data Files have to be created using the same source table as the Campaign in order for them to be available as a selection.

5. The Content section is refreshed to show the name of the selected Dynamic Data File.