Segments is a filtering tool which allows you to specify a particular subset of your database.
You can combine filters to drill down and create a list of students which meet your criteria.
The results will allow you to grab the information in order to send a Campaign or to Download the records.
Building your Segment
A very simple example would be to list all of the students with a particular year of entry.
How to create a Segment within an App
Within an app, select the 'Segments' tab.
You will be presented with the screen below where the criteria for the segments is required.
Your Segment consists of four elements:
Which set of data would you like to filter by? Applications, Students or Previous Results. In this example, we're using Applications. This searches the Applications data tables.
Which field specifically? You can choose nearly any field in the database. In this case it's the Year of Entry of the application.
The operator. For example, 'is', 'contains', 'is empty', 'is less than'. The list of operators depends on the data you have chosen.
Using 'is one of' or 'is not one of' allows you to select many options in a 'pill' format:
Your search terms. What it is that you'd like to search for. In this case we are looking for 2025.
Name your segment - This is the title of which you are allocating to this particular segment result
Sharing - Who will be able to see this segment? You can keep it for just yourself, or select "All users" to share with everyone.
Add Filters
You have 2 options to run your filters against.
1 - Search for Applications that match all of these filters: = And
2 - And who also match one or more of these filters: = Or
An easy way that we find helps up to remember how the filters work is by:
To remove a filter simply select the Minus icon located right hand side of the filter selection.
The option for numerous filters can be applied however please note Duplication of the same filters and fields will not pull back results if entered within the top filter (and).
Once you have completed the required fields click Save & Run.
A message will appear at the top of the screen advising:
Your results will show as "# Records" under the segment details.
How to view previously run segments
Click on the Segments tab.
This will display all your previously run Segments, and any that have been shared with you.
The 'Show Archived' checkbox lets you view any no-longer required segments.
The Compact slider allows you to expand and contract the list of results to show those run previously.
Clicking the triple dots will give you a list of options:
Re-run segment allows you to run a segment without going into the filters view
View/ Edit segment allows you to edit your own segment's conditions or view the conditions of another person's
Clone segment allows you to copy someone else's segment or one of your own to modify the conditions in a new version
Archive segment allows you to hide a segment which is no longer useful.
❗ Please note: this action is not reversible. If you archive a segment you need to use again, you must clone it.Pin allows you to pin a segment to the top of the screen.
Hovering over the segment's name will bring up an Edit pencil icon. This allows you to quickly rename a segment.
Creating a Campaign from your Results
To download, create an email, SMS or SDD campaign from your results, click the blue 'xx records' link. This will give you a preview of your records from which you can click the triple dots and select 'create a campaign'.
Please select the links for the guides on What is Grab? or How do I use Grab?
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