Removing members from the master list when they're no longer part of the original list

Lindsay Craft

Hello,

I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

I hope I'm making sense. Can anyone provide any insights/help?

Thank you!



------------------------------
Lindsay Craft
Marketing Campaign & Events Manager, Cerium Networks
------------------------------
0

Comments

7 comments

Date Votes
  • Comment author
    Phil Bosley
    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it’s done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I’m not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone

    ------Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Lindsay Craft
    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Matthias Eder
    I would like to know this as well, but the opposite of it (Automatically delete from source when deleted in Master-List).

    I have a Master-List that gets its contacts from all the 'Signup From:'-Lists through a List Maintenance Program.
    If I have to delete a contact now (because of GDPR complaints, no customer anymore, ...), it gets complicated because you have to search every 'Signup From:'-List for those contacts.

    How can a contact be deleted from all the 'Signup From:'-Lists when he is not in the Master-List anymore?

    Did you mean something like this with a List Maintenance Program:

    I think many Act-On users could have this problem in the near future. 

    Thank you

    ------------------------------
    Matthias
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 07-09-2018 10:59
    From: Lindsay Craft
    Subject: Removing members from the master list when they're no longer part of the original list

    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------

    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Sandrine Duriaud
    We have deleted a big number of contacts in the CRM and I would like them to be deleted as well in my master list. My master list is only made of contacts and leads that are in our CRM. I tried to add the 'Remove records in destination if not present in the source' from the maintenance program but I get then a message that says that it will use too many resources so the maintenance program doesn't run. What is the best practices to clean the data on the master list? 

    Thanks

    Sandrine

    ------------------------------
    Sandrine Duriaud-Leysens
    Marketing and Communication Manager, Southern Europe & UK, Global Cloud Xchange
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 07-18-2018 08:20
    From: Matthias Eder
    Subject: Removing members from the master list when they're no longer part of the original list

    I would like to know this as well, but the opposite of it (Automatically delete from source when deleted in Master-List).

    I have a Master-List that gets its contacts from all the 'Signup From:'-Lists through a List Maintenance Program.
    If I have to delete a contact now (because of GDPR complaints, no customer anymore, ...), it gets complicated because you have to search every 'Signup From:'-List for those contacts.

    How can a contact be deleted from all the 'Signup From:'-Lists when he is not in the Master-List anymore?

    Did you mean something like this with a List Maintenance Program:

    I think many Act-On users could have this problem in the near future.

    Thank you

    ------------------------------
    Matthias
    ------------------------------

    Original Message:
    Sent: 07-09-2018 10:59
    From: Lindsay Craft
    Subject: Removing members from the master list when they're no longer part of the original list

    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks

    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Robert Kohnke
    @Sandrine Duriaud,

    I have written a detailed article on how to create a CRM-specific Master List.

    It also details how to configure your List Maintenance Programs to avoid the '...resources..' error message.

    I hope that helps!

    Have a great day and Happy Marketing!​

    ------------------------------
    Robert Kohnke
    Marketing Operations Strategist, Act-On Software, Inc.
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-02-2018 11:25
    From: Sandrine Duriaud-Leysens
    Subject: Removing members from the master list when they're no longer part of the original list

    We have deleted a big number of contacts in the CRM and I would like them to be deleted as well in my master list. My master list is only made of contacts and leads that are in our CRM. I tried to add the 'Remove records in destination if not present in the source' from the maintenance program but I get then a message that says that it will use too many resources so the maintenance program doesn't run. What is the best practices to clean the data on the master list?

    Thanks

    Sandrine

    ------------------------------
    Sandrine Duriaud-Leysens
    Marketing and Communication Manager, Southern Europe & UK, Global Cloud Xchange
    ------------------------------

    Original Message:
    Sent: 07-18-2018 08:20
    From: Matthias Eder
    Subject: Removing members from the master list when they're no longer part of the original list

    I would like to know this as well, but the opposite of it (Automatically delete from source when deleted in Master-List).

    I have a Master-List that gets its contacts from all the 'Signup From:'-Lists through a List Maintenance Program.
    If I have to delete a contact now (because of GDPR complaints, no customer anymore, ...), it gets complicated because you have to search every 'Signup From:'-List for those contacts.

    How can a contact be deleted from all the 'Signup From:'-Lists when he is not in the Master-List anymore?

    Did you mean something like this with a List Maintenance Program:

    I think many Act-On users could have this problem in the near future.

    Thank you

    ------------------------------
    Matthias

    Original Message:
    Sent: 07-09-2018 10:59
    From: Lindsay Craft
    Subject: Removing members from the master list when they're no longer part of the original list

    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks

    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Tom Richards
    The reply from ActOn support (with image above) would be ideal if our CRM fed ActOn. Because our CRM is a mess (don't get me started) we do a master list Excel push every day from it, then ingest it into ActOn. It's quick, easy, and it works well. But to my point, we have records in ActOn that no longer exist in our CRM/Master Excel list and I'd love to purge them, too.

    ------------------------------
    Tom Richards
    Wonderlic, Inc.
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-03-2018 14:49
    From: Act-On Support
    Subject: Removing members from the master list when they're no longer part of the original list

    As long as you have the removed checkbox, marked on both your Leads and Contacts on the Marketing List sync setup (see image below), then both of your list should match your CRM records. Once the above step is completed and a sync has ran, you can remove all records from your static Master List and manually run your Maintenance Program on your Master List which will pull in an updated record count from your CRM List. You will want to make sure that the Master List is not running any active Automated Programs before removing the records.



    ------------------------------
    Act-On Support
    Support Team, Act-On Software
    ------------------------------

    Original Message:
    Sent: 10-02-2018 11:25
    From: Sandrine Duriaud-Leysens
    Subject: Removing members from the master list when they're no longer part of the original list

    We have deleted a big number of contacts in the CRM and I would like them to be deleted as well in my master list. My master list is only made of contacts and leads that are in our CRM. I tried to add the 'Remove records in destination if not present in the source' from the maintenance program but I get then a message that says that it will use too many resources so the maintenance program doesn't run. What is the best practices to clean the data on the master list?

    Thanks

    Sandrine

    ------------------------------
    Sandrine Duriaud-Leysens
    Marketing and Communication Manager, Southern Europe & UK, Global Cloud Xchange

    Original Message:
    Sent: 07-18-2018 08:20
    From: Matthias Eder
    Subject: Removing members from the master list when they're no longer part of the original list

    I would like to know this as well, but the opposite of it (Automatically delete from source when deleted in Master-List).

    I have a Master-List that gets its contacts from all the 'Signup From:'-Lists through a List Maintenance Program.
    If I have to delete a contact now (because of GDPR complaints, no customer anymore, ...), it gets complicated because you have to search every 'Signup From:'-List for those contacts.

    How can a contact be deleted from all the 'Signup From:'-Lists when he is not in the Master-List anymore?

    Did you mean something like this with a List Maintenance Program:

    I think many Act-On users could have this problem in the near future.

    Thank you

    ------------------------------
    Matthias

    Original Message:
    Sent: 07-09-2018 10:59
    From: Lindsay Craft
    Subject: Removing members from the master list when they're no longer part of the original list

    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks

    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0
  • Comment author
    Dave Cannon
    Hey @Robert Kohnke I was looking at your CRM specific master list article. Question for you. So it looks like step two (when you copy the leads) would delete just about all the contact records created in step one because it is set to delete all records not in the source. So that would only keep contact records that were also lead records. And then you add all the contacts back in again in step 3.  ​Is that the intended action?

    ------------------------------
    Dave Cannon
    SVP - Digital Services, Moveo
    ------------------------------
    -------------------------------------------
    Original Message:
    Sent: 10-09-2018 18:32
    From: Robert Kohnke
    Subject: Removing members from the master list when they're no longer part of the original list

    @Sandrine Duriaud,

    I have written a detailed article on how to create a CRM-specific Master List.

    It also details how to configure your List Maintenance Programs to avoid the '...resources..' error message.

    I hope that helps!

    Have a great day and Happy Marketing!​

    ------------------------------
    Robert Kohnke
    Marketing Operations Strategist, Act-On Software, Inc.
    ------------------------------

    Original Message:
    Sent: 10-02-2018 11:25
    From: Sandrine Duriaud-Leysens
    Subject: Removing members from the master list when they're no longer part of the original list

    We have deleted a big number of contacts in the CRM and I would like them to be deleted as well in my master list. My master list is only made of contacts and leads that are in our CRM. I tried to add the 'Remove records in destination if not present in the source' from the maintenance program but I get then a message that says that it will use too many resources so the maintenance program doesn't run. What is the best practices to clean the data on the master list?

    Thanks

    Sandrine

    ------------------------------
    Sandrine Duriaud-Leysens
    Marketing and Communication Manager, Southern Europe & UK, Global Cloud Xchange

    Original Message:
    Sent: 07-18-2018 08:20
    From: Matthias Eder
    Subject: Removing members from the master list when they're no longer part of the original list

    I would like to know this as well, but the opposite of it (Automatically delete from source when deleted in Master-List).

    I have a Master-List that gets its contacts from all the 'Signup From:'-Lists through a List Maintenance Program.
    If I have to delete a contact now (because of GDPR complaints, no customer anymore, ...), it gets complicated because you have to search every 'Signup From:'-List for those contacts.

    How can a contact be deleted from all the 'Signup From:'-Lists when he is not in the Master-List anymore?

    Did you mean something like this with a List Maintenance Program:

    I think many Act-On users could have this problem in the near future.

    Thank you

    ------------------------------
    Matthias

    Original Message:
    Sent: 07-09-2018 10:59
    From: Lindsay Craft
    Subject: Removing members from the master list when they're no longer part of the original list

    Thank you Phil! I definitely don't want to accidentally delete our entire list. I will reach out to our account manager to see if we can set something up.

    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks

    Original Message:
    Sent: 07-09-2018 00:23
    From: Phil Bosley
    Subject: Removing members from the master list when they're no longer part of the original list

    There is a way to do this using List Maintenance Programs but it is very dangerous and has no safeguards. If it's done wrong it can delete your entire list.

    If you want details, feel free to schedule a call with me through your account manager via Professional Services. I'm not comfortable sharing this in a thread without the specific coaching. (Same offer extended to all others interested.)

    I can walk you through it over a 45 minute call.

    Sincerely,
    Phil Bosley
    CEO | Tactical MA
    Professional Services Partner

    Sent from my iPhone


    Original Message------

    Hello,

    I've created a Master List in Act-On that is made up of our CRM Marketing lists, form submission lists etc. I did this using list maintenance programs that are set up to copy members of these lists to the master list. While that all works great, I also want to be able to remove people from the master list once they're no longer a part of the original list. I just don't know how to set that up without having to remove contacts manually.

    I hope I'm making sense. Can anyone provide any insights/help?

    Thank you!



    ------------------------------
    Lindsay Craft
    Marketing Campaign & Events Manager, Cerium Networks
    ------------------------------
    0

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