MailChimp sync - Dealing with Archived and Deceased Records

There will inevitably become a time when a record that has been featuring on your main Constituent List that is being used to sync to MailChimp is archived for one reason or another or the constituent is now deceased. 

If you just archive the record, the constituent's preference centre will be unaffected. The action to omit the constituent from communication lists would be via the toggle switch in a Constituent List to include or not include archived constituents. 

If your list used to sync to MailChimp has this set to No, then upon the next refresh of the List the constituent will be filtered out and will not feature as part of the sync process. 

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If it is set to Yes, then the constituent's channel, purposes and tags will still be passed via the sync process, though the constituent will still be 'subscribed' to your audience.

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You may want to keep archived constituent details on your MailChimp list as the record may well become active again in the future. If this is the case it would be advisable to Tag these archived records:

To identify the constituents to tag, create a new Constituent List, filtered to reflect archived records by the reason (omitting Deceased). You can then either tag all from the List or create an auto-tag rule up. 

Ensure that the Tag is set up in MailChimp and mapped accordingly.

Next, to mark deceased constituents in MailChimp, there are two ways to do this depending on how you have reflected this in the preference centre:

1. The record is set to Do Not Contact in the preference centre

These will no longer be synced via MailChimp and will need to be manually updated in MailChimp or by updating the record in MailChimp by csv import.

Create a Constituent List that locates all those who have an email and the record is set to Do Not Contact. You can filter further and include a date filter based on archive date (after a date or within a timeframe). 

You can then work through this List manually adding tags to those records in MailChimp or Unsubscribing as the case may be or you can upload a tag to those records that exist in MailChimp via the MailChimp import tool.

2. No changes in the preference centre

To identify the constituents to tag, create a new Constituent List, filtered to reflect archived records by the reason of Deceased. You can then either tag all from the List or create an auto-tag rule up. 

Ensure that the Tag is set up in MailChimp and mapped accordingly.

 

For those archived records that now feature the tags to identify them as such, the next time you sync your Donorfy Constituent List (marked to include archived records) - the tags will be passed to MailChimp. 

You can then use these tags in MailChimp to identify those records that need to be omitted from email campaign segments or those records that need to be deleted from MailChimp.

 

You can, of course, opt to omit all archived records from your main Donorfy Constituent List used to sync to MailChimp. Though to update the records in MailChimp you will need to create another List that is based on the archive tags and is set to Include Archived profiles. 

 

 

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