# How to Segment your Data

By definition, segmenting your customers and prospects means dividing them into groups based on shared characteristics.

But segmenting is so much wider than that. **Segmentation** is applied to everything in Daylite, not just organizing your Contacts. You can segment Tasks, Opportunities, Projects, Calendar entries, Notes, and the list goes on.

Are you making a call, sending an email or waiting for something to complete?

Why not segment your **Tasks** by meeting type;  organize your day in the **Calendar** with the help of easy colour coding so that each Task Category signifies a different context.&#x20;

The true purpose of segmenting your data is that is provides a systematic approach to sorting through all the data you adding to Daylite each day, and offers a reliable means of being able to search and analyse that information.

By grouping your customers and prospects under similar interests, you can tailor your communications to seek out new business or market to your existing customers

The idea is that if you can group, and then target their common characteristics, it may result in higher conversion rates, increased customer loyalty, and ultimately, higher revenue for your business.

{% hint style="info" %}
**Did you know?**

You can create segments based on a wide range of criteria, including geography, industry, purchase history, engagement level, and so more.&#x20;
{% endhint %}

Once you have created your segments, you can begin to target your customers with personalized messaging, such as email campaigns, newsletters, or social media ads based on their own interests. Segmenting helps create a more personalized feeling.

## Segmenting by Category

Categories are the primary means of segmentation in Daylite.&#x20;

Every Data Object, such as People, Companies, or Tasks in Daylite can have a separate list of Category types with a colour code.

&#x20;Segmenting by Categories can help you to organize and manage each area of Daylite more effectively, and enable you to create better targeted and personalized marketing campaigns that resonate with your audience.

Every major Object in Daylite has got it’s own separate list of Categories.

You can define a list of Categories for People, Companies, Meetings, Tasks, Notes, Opportunities and Projects. These lists may look quite different based on your requirements. Your list of People Categories may look quite different from the list of Meeting Categories.&#x20;

It is also possible to have the same Category for multiple Objects. For example you might have a list of **People Categories**:

* Prospect
* Client
* Employee
* Freelance\


You might then have a list of **Company Categories**:

* Prospect
* Client
* Vendor
* Agency

Daylite is a very flexible program that allows customisation in many places. When you first install Daylite you get a pre-defined set of Categories that have been designed to fit most businesses. We recommend that you review these Categories for yourself to make sure they work for you.

Thinking about how Categories will apply to your specific business is an important part of deciding how to best optimize Daylite so it is configured for your business.

## **Key Characteristics About Categories**

* Categories are pre-configured in Daylite but can be customized by you.
* There is no limit to the number of Categories you can create, but you can only choose one to represent the Object. For example you could select the Category of a company to be a **Prospect** or a **Client** but not both.
* You can have a unique Category list for each Object in Daylite. People, Companies, Appointments, Tasks, Groups, Notes, and Emails can each have separate Category lists.
* A Category can be applied to more than one Object in Daylite. For example, the Category **Personal** could be applied to People, Companies, Appointments, Tasks, or Notes in Daylite.
* You can assign different colours to your Categories.



{% hint style="info" %}
**Did you know?**

When you first install Daylite you will notice that it comes pre-populated with a general set of Categories. These are typical Categories that might apply to any small business.

These starter Categories may work for you right "out of the box", or you might want to tweak the list and add your own to align with your business vocabulary.
{% endhint %}

## Filtering by Category

Categories tend to be the primary criteria for searches and smart lists. For example, you could create a filter that shows all the People with the Category called Client. You can also use multiple Categories in a search.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FYV3adN7RxQuDyn1Ka4lb%2Fhow-to-segment-your-data%7Ccategories-searches.png?alt=media&#x26;token=0cea5b25-16d0-490c-ad6e-0fc81d67bf3c" alt=""><figcaption></figcaption></figure>

You may wish to do a search or create a smart list that finds more than one Category. To do this you need to change the main search type from **Match All** to **Match Any**. By selecting Match All the chosen items must possess **both** Category Types. Since we know that Objects in Daylite can only possess one Category type the resulting search would be blank. By changing the search type to Match Any, Daylite will find any records that have Category 1 **or** Category 2.&#x20;

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FhERC4hA0pGsG0LFPT2S0%2Fhow-to-segment-your-data%7Csmartlist-two-categories.png?alt=media&#x26;token=ae332111-1749-4d48-9c50-e750be4fab7b" alt=""><figcaption></figcaption></figure>



## **Managing Category Types** <a href="#creating-a-category" id="creating-a-category"></a>

By selecting **Settings > Categories** you have the ability to set Categories for any Object you require. It's important to note the Category Settings defaults to **All** when opened.\
This means it is showing a list of all of the Categories assigned to all of the Objects in Daylite.

When you select the **+** sign to create a brand new Category type, the new Category will have ALL of the Daylite Objects ticked. This often results in a confused set of Categories.\
Care should be taken to only select the Object types that are relevant for the specific Category.\
For example, If you want to add a Category Type called **Employee** for the **People** Object in Daylite you must make sure that this Category does not appear in other places where it is not relevant.\
Make sure that you uncheck the Daylite Objects that are not needed.

* Select the icon that represents the Object that you want to apply the Category.
* Click the **+** to create a new Category.
* Choose a colour for your Category.
* The **Active Box** is always checked by default. Deselect if necessary.
* Select the Objects that this Category **Applies to** by checking the boxes on the right hand side.&#x20;

That’s it, you have created a new Category!

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FQxG5RE1dmY48NNNTmyPC%2Fhow-to-segment-your-data%7Csettings-category.png?alt=media&#x26;token=c81f9bca-8ae9-4e47-9235-e93e8933d502" alt=""><figcaption></figcaption></figure>

You can also change Categories from a Category list when in **Edit Mode**.

By Selecting **Edit Categories** you will be taken to the Category Settings .\
Be aware that any new Categories that are added will only be visible after you have saved the current record that you are working on.&#x20;

The Edit Categories option will only appear if you are an Administrator User in Daylite.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2F8fI4pplI0pNkJC6T7e56%2Fhow-to-segment-your-data%7Cedit%20categories.png?alt=media&#x26;token=03f12f68-e188-447d-9811-fd7d5f3b3915" alt=""><figcaption></figcaption></figure>

## **Applying Categories Using Bulk Edit** <a href="#applying-categories-using-batch-edit" id="applying-categories-using-batch-edit"></a>

Once you have created these new Category Types it is time to start applying them to your new and existing Objects. It’s a simple matter to select a Category from the drop down menu for a single Contact, but it may be significantly more daunting to apply Categories to all those Contacts you have imported, especially if they number in the thousands.

You could do this manually by opening each Object and selecting the appropriate Category from the drop down menu, or you could use the **Bulk Edit** feature to assign Categories to multiple records all at once.

Simply choose more than one Contact to edit, select **Edit > Bulk Edit** from the Menu bar, and then you can assign the same Category to the selected Contacts at the same time.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FAD3Nq0tksDIv0MyYIeBc%2Fhow-to-segment-your-data%7Cbulk-edit.png?alt=media&#x26;token=96f94478-8d3d-4a9c-8251-0c7f30a89c6c" alt=""><figcaption></figcaption></figure>

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2Fkrk5rfjoObvJkPC2lisQ%2Fhow-to-segment-your-data%7Cselect-bulk-categories.png?alt=media&#x26;token=6592aebd-ae55-46eb-b713-b4ad3ba7751f" alt=""><figcaption></figcaption></figure>

You can use **Default Values** to automatically apply a Category Type to any new Object that is created in Daylite.&#x20;

Navigate to **Settings > Default Values**.\
\
For example if you wanted to set new Contacts to have the Category **Prospect:**

1. Go to **Settings > Default Values**.
2. Choose **People.**
3. Check to box next to **Category.**
4. Select the **Prospect** from the list of Categories that new People could have when created or imported into Daylite.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2F7aV7J2Fu1GL83wf908Cf%2Fhow-to-segment-your-data%7Csettings-default-values.png?alt=media&#x26;token=48837795-4010-4af8-ad23-6c56d06a65a0" alt=""><figcaption></figcaption></figure>

## Using Categories in Tasks

\
In addition to using Categories for Contacts and displaying Meeting Types in the Calendar, you can also use Categories for Tasks.\
\
As you can see below, the Task Categories have been divided into two parts. The top panel shows the Categories that are currently being used, with the number of Tasks that have that Category on the right. By selecting each one you can display different lists. For example, you might want to just show the Tasks that relate to Human Resources.\
\
The list in the lower section panel show the other available Category Types which are not currently being applied to any Tasks.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FpkwCznGN0ZKVhB73wuzn%2Fhow-to-segment-your-data%7Ccategories-task-list.png?alt=media&#x26;token=a33940cc-b694-44ea-ad8c-a09605c81910" alt=""><figcaption></figcaption></figure>

## Segmenting by Keywords

Keywords are a second means of classifying information in Daylite.\
They are pre-configured in Daylite, but can be further refined or customized as needed.&#x20;

A typical set of Keywords commonly used for various Objects are supplied in Daylite for new customer accounts. These initial Keywords are intended as a starting point only, and you are encouraged to add further customizations.

Sometimes you may find that specific Keywords simply do not apply to your use of Daylite. We would encourage you to de-activate any Keywords that are not appropriate, as this will make your Daylite system more efficient and remove any potential confusion.

Keywords can be applied to more than one Object in Daylite, and there are no limits to the number of Keywords you can create. Think of Keywords as an Object's **@hashtags.**

## **Things to Remember About Keywords**  <a href="#things-to-remember-about-keywords" id="things-to-remember-about-keywords"></a>

* Keywords are referred to as **Tags** because you can apply multiple Keywords to an Object.
* They are applied to an Object in Daylite from a pre-defined drop-down list.&#x20;
* You can only choose one Category, but you can select as many Keywords as you like.
* It is not possible to assign colours to your Keywords.

Try not to let your Keywords multiply out of control. After you have been using Daylite for some time you may find that your list of Keywords has brown unmanageable. This can make it difficult to find the right Keywords to use, which in turn may discourage you from adding a Keyword to the list.&#x20;

We would recommend prefacing similarly themed Keywords such as when describing where your Leads are coming from:

* Lead Source: Website
* Lead Source: Word of Mouth
* Lead source: Introducer
* Lead Source: Existing Client

In this way all similar Keywords will cluster together in a list.\


## **Filtering by Keywords**

Keywords can be also used as the basis for many of your filtered searches. For example, if you assign **Newsletter** as a Keyword to a Person, you can then create a filter that shows all the People with the Category called Client, who also have a Keyword called Newsletter.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FqQ8VHBzszy689ADa3sgX%2Fhow-to-segment-your-data%7Csmartlist-keyword.png?alt=media&#x26;token=5829b0b6-7d61-4679-acad-5e1f6def49dd" alt=""><figcaption></figcaption></figure>

{% hint style="success" %}
**Pro Tip:**

You can make your Newsletter smart lists more sophisticated by also filtering out People who have unsubscribed and People who do not have an email address.&#x20;
{% endhint %}

## **Keywords in Daylite Settings**

Keyword Settings work the same way as Category Settings. By selecting **Settings > Keywords** you have the ability to set Keywords for any Object you require.

<figure><img src="https://3475717408-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6oVSyjL3UowOqokog3Vn%2Fuploads%2FaXI7qQgs0zClKijIrwA1%2Fhow-to-segment-your-data%7Ckeyword-manager.png?alt=media&#x26;token=805791ab-0369-4ae1-85b9-240cb0195273" alt=""><figcaption></figcaption></figure>

## Tips for Effective Category and Keyword Use

* Do not use the same naming convention for a Category and a Keyword.&#x20;
* De-activate or delete Categories or Keywords that do not apply to your business.
* Avoid making Categories and Keywords available for all Objects when editing.
* Merge any duplicate Categories or Keywords in your Category Editor.
* Categories can have a colour. Try to ensure that each list of Categories has a unique, distinctive colour, such as red for Clients, or yellow for Vacation.&#x20;
* Use emojis to make certain Categories stand out.
* Review all your Categories and Keywords on a regular basis to ensure they are still relevant for your needs.&#x20;
