Person records can store information on various associated relationships (such as siblings, parents, spouses, etc.), which exist as relationship records. Relationship records maintain much of the functionality that person records do - they can store interactions, contact information, and data in custom relationship-scoped fields, for instance.
This article will cover best practices for messaging these relationship records. In general, it is best practice to email relationship records independently of the person record for the following reasons:
- A relationship-scoped query pulls one row per relationship, allowing each relationship to be a recipient of the mailing.
- Messaging relationships directly helps to avoid erroneous opt-outs, since the relationship email address will be in the recipient field.
- Emailing relationships directly allows users to more effectively track message engagement via the relationship timeline.
By building a relationship-scoped recipient list, the message sent to these records will be linked back to the relationship record and will appear as an interaction on their Timeline. In a Deliver Mailing:
- Click on Recipient Lists.
- Click New Query.
- Enter the following configurations in the popup window:
- Name - Give this recipient list a descriptive name (i.e. Parents of Applicants).
- Type - Select Configurable Joins
- Category - Select Related
- Base - Select Relation
- Exports - A query must contain at least one export. Exports selected here will become available merge fields for the email message. Be sure to include the export of 'Email.'
- Filters - Add filters to isolate the records being targeted (or suppressed) for the mailing. For example, the 'Relationship Type' filter can be used to search for relationship records of certain types, such as those that could be parents.
Add the Relationship Deceased filter to ensure that the query does not pull any relationships marked as Yes.
To accomplish this, follow these steps within a Deliver mailing:
- Follow steps 1-5 outlined above in the "Messages with One Recipient List Query" section. This will be the mailing's first recipient list query.
- Back under the "Edit Recipient Lists" page of the mailing, click New Query.
- Create this second recipient list query using Configurable Joins > Category Records > Base ore of Person or Application. This base will depend on what records should be receiving the mailing.
- Within this recipient list query, add any necessary exports and filters. For a message that should look exactly the same for both prospects/applicants and relationship records, be sure that these exports have the same names as the exports in the first recipient list query. Rename any exports as necessary, namely the "Email" export, so that both email export names match.
- With multiple recipient list queries, there is no need to CC recipients on these mailings in the same way that would be necessary with one recipient list.
When sending the same message to both the person record and a relationship record, both recipient lists must contain exports with the same exact names in order for the field values to merge correctly.