Preferences are used to manage the communication and data storage preferences of your customers. Often the preference information on a contact record is collected and managed via a public facing application such as Registration, Online Space Booking, the Exhibitor Service Center, or an Account Portal.
Preference Types are used to show which communication and data storage preferences a contact has confirmed or rejected. The configuration of preference types is usually managed by a System Administrator. See Preference Types, for more information.
In this article:
Manage Preference
The Preferences tab on the Edit Contact window can be used to add, view, edit, or remove a contact's preference settings. To manage a contact's Preference Settings, you must have the appropriate access privileges. See Access Privileges for Managing Preference Settings, for more information.
To access a contact's preference settings, the Preference Settings tab must be added to the Edit Contact window layout. If you do not see the Preference Settings tab in the Edit Contact window, you will need to request this to be added by your System Administrator.
View Preference Settings
To view a contact's preference settings:
- Navigate to the Contacts page.
- Search for the contact you would like to view the preference settings on.
- Right-click on the contact and select Edit.
- In the Preference Settings tab, review the Preference Types listed and their corresponding consents.
Add Preference Settings
To add a new preference setting for a contact:
- Navigate to the Contacts page.
- Search for the contact you would like to add the preference settings for.
- Right-click on the contact row and select Edit. The Edit Contact window opens.
- In the Preference Settings tab, click Add. The Add Contact Preference window opens.
- Select the preference type to add from the Preference Type drop-down.
- Check the Consent Given check box if the contact allows permission for the preference type. Keep the check box unchecked if consent is not given.
- Click OK. The Preference Setting is saved.
Edit Preference Settings
To update a contact’s preference settings:
- Navigate to the Contacts page.
- Search for the contact you would like to edit the preference settings for.
- Right-click on the contact row and select Edit. The Edit Contact window opens.
- In the Preference Settings tab, find the Preference Type to be updated.
- Right click on the Preference Type and select Edit. The Edit Contact Preference window opens.
- Check the Consent Given check box if the contact allows permission for the preference type. Keep the check box unchecked if consent is not given.
- Click OK. The Preference Setting is saved.
Delete Preference Settings
To delete a contact’s preference setting:
- Navigate to the Contacts page.
- Search for the contact you would like to check the preference settings for.
- Right-click on the contact row and select Edit. The Edit Contact window opens.
- In the Preference Settings tab, highlight the Preference Types to be deleted.
- Right-click on the highlighted selection and select Mark for Delete. The red icon will show to the right of the rows selected.
- Click Save. The selected Preference Types are deleted from the Preference Settings tab.
- Click OK to close the Edit Contact window.
Filter by Contact Preferences
On the Accounts and Contacts pages of the software it can be helpful to filter results based on Preference Setting responses, using the search fields Consent Given, Consent Not Given, Consent Not Answered. To use these fields as filters, they will first need to be added to the layout of your Contacts page.
Use the following filter fields to search the contact records for your chosen Preference Types:
- Consent Given: Lists all active preference types and will return all records that have answered yes to the selected preference types. The contact must have answered yes to all preference types selected in this field to show in the results.
- Consent Not Given: Lists all active preference types and will return all records that have answered no to the selected preference types. The contact must have answered no to all preference types selected in this field, to show in the results.
- Consent Not Answered: Lists all active preference types and will return all records that have not responded to the selected preference types. This means that if a preference type is not listed on a contact record and that preference type is selected in this field, the contact record will show in the results. The contact must have not responded to all preference types selected in this field, to show in the results.
Comments
5 comments
Hi,
Is there a way of pulling a report on consent type and when each contact chose this? Rather than going into each exhibitor manually, we want to find a way to pull a monthly report to see who has added a consent i that time.
Many thanks
Vicki
0 upvotes
Hi Vicki,
At this time there is not a way to run a monthly report on consent types for exhibitors. However, there are consent given, consent denied and consent not answered fields you can bring over to your exhibitors layout for quick search/advanced search to pull information in this way. This includes additional contacts 1-5, booth contact, main contact and press contact.
I hope this helps.
Thanks,
Ryan
0 upvotes
Hi Ryan,
Thanks for your response. I can only see how to pull these fields to Account level, not exhibitor level.
Is there any way of seeing what date a client chose a consent? This is the important bit as if they expressed an interest in hearing about other events, we may only be able to keep there data for a certain amount of time for this.
Many thanks
Vicki
0 upvotes
Hi Vicki,
It sounds like you want a list of all exhibitors that have answered this preference question and the date they answered. That preference question is stored in a grid of data off of the account. There is no way to show that data in a grid containing all exhibitors or all contacts. Basically, you're asking for a grid of data (the preference types grid) inside a different grid of data (the exhibitor grid) and really that is multiple grids since the exhibitor has multiple contacts that all answer preference types separately. Having said all that, I will talk to the other PM's and see if we can come up with a way to view all answered preference type questions in the same grid along with the contact and company info.
For the immediate future, I see two different options for you:
1. You could leave the questions the way they are and create a custom report that would put that data together for you in the format you want. This would take time/ money to develop but would give you exactly what you're asking for.
2. You can convert those preference types into exhibitor UDF's and ask them the question inside a task of EXP. That info would be available in the exhibitor grid but it wouldn't have corresponding date info....
Thank you,
Alex Weidenbenner
0 upvotes
Hi Vicki,
The consent type filters also exist on exhibitors, they were added in 30.95. Search for "Consent Given" and you will see one for each of the contacts on the exhibitor. There are also filters for Consent Denied and Consent Not Answered, for each contact.
I hope that helps,
Eric
0 upvotes
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