Using the Subscription Search
There are many bulk actions available to take on the Subscription Search page to make updating your subscription records a more efficient task. This document outlines all of the bulk actions a user can take, as well as if/when an action is restricted. First, you will need to go to the Subscriptions > Subscriptions search page and run a search to see the available actions.
Export Results: Use this action to export the results of your search as a csv.
Create Mailing List: To create a contact email list, use the Create Mailing List action. In the popup, you will need to name your list and choose an account to use such as Mail Merge or MailChimp. Alternatively, you could add your results to an existing contact list. Once created, these lists can be accessed by going to Contacts >Contact Lists. For more information about mailing lists, see the help center page Creating and Managing Lists.
Save This Search: If you run a search that you know you will want to reference again, a good option is to Save This Search. Saving a search doesn’t save the results of the search, instead it saves the search parameters entered. In the popup, simply name your search and click save. You can reference saved searches from a number of places throughout the site, including on the subscription search page by going to Subscriptions > Saved Subscription Searches, or by using the quick link icon on the top menu and going to Saved Searches > Subscriptions.
Print Selected: If you use the checkboxes on the left side of your search results to select at least one subscription, you will see an additional bulk action called Print Selected. If you wish to physically mail out subscription expiration reminders to your subscribers, use the Print Selected action. This action uses your ‘Subscription Expiration Reminder (Print)’ templates set up on the Settings >Templates > System Emails page.
Email Selected: If you use the checkboxes on the left side of your search results to select at least one subscription, you will see an additional bulk action called Email Selected. If you wish to digitally mail out subscription expiration reminders to your subscribers, use the Email Selected action. This action uses your ‘Subscription Expiration Reminder (Email)’ templates set up on the Settings > Templates > System Emails page. In the popup, you can enter a name for your email and associate it with a campaign. For each subscriber, you can also choose which email address the email should be sent to. By default this is set to their primary email.
Update Selected Subscriptions: If you use the checkboxes on the left side of your search results to select at least one subscription, you will see an additional bulk action called Update Selected Subscriptions. The following actions will bulk update all of the selected subscriptions. To perform any of these actions, you need the user permission ‘Bulk Subscription Changes’.
Change Start Date: Choose a new subscription start date.
Change End Date: Choose a new subscription end date.
Change Status: Bulk change the statuses of the selected subscriptions. You can choose from various statuses including pending, approved, and deleted.
Change Type: Determine if the subscriptions should be paid or comp. If a subscription is already set to the type you choose, it will stay the same.
Change Shipped: Choose between yes or no. Digital subscriptions will always be set to yes, since they do not require shipping.
Change Dynamic Attribute: When bulk changing a dynamic attribute, you’ll first need to choose which attribute to change. Only one attribute can be edited in bulk at a time. Pick the attribute and enter the new value. When you click apply, the attribute will be added to all of the selected companies.
Note
This action will not only add the attribute to subscriptions that didn’t have the attribute, it will also replace any existing attribute values for subscriptions that already had the attribute. Subscription dynamic attributes can be managed by going to Settings > System Design & Info > Dynamic Attributes.
Convert to Digital Edition: This bulk action will only be visible if searching for a specific publication, and that publication has its 'Digital Edition' field set to 'Yes'. When these criteria are met, the action can be used to convert subscriptions in bulk from the Print medium to the Digital Edition medium. The selected subscriptions will be marked as 'canceled', and new, nearly identical, subscriptions will be created using the Digital Edition medium instead. On the new subscriptions, there will be no set end date.
If a subscriber already has a Digital Edition subscription for the publication selected, their subscriptions will be skipped over in the bulk update.
If any subscriptions being bulk updated have already been invoiced, they will also be skipped over in the bulk update, and no changes will be made to those subscriptions.
Add Comp Subscription(s): This bulk action can be found in the upper right corner of the page, and allows you to create comp subscriptions for multiple subscribers at a time. In the popup, you’ll be required to choose a few fields, including subscriber(s), medium, and publication(s). Depending on the medium you choose, you may be required to enter additional information such as marketing list. Once you submit this form, an individual subscription will be created for every combination you created in the popup. For example, if you selected three subscribers and two publications, six total comp subscriptions would be created.
Any comp subscription inventory checks will be applied in the popup. You will not be able to create new subscriptions they will exceed the available inventory.
Updated 6/6/2024