How Email Status Search Works
What is it?
An email status search allows you to review your contacts emails to determine how many have opted out, reported you for spam, given you invalid email addresses, bounced, double opted in, are unconfirmed, and whether or not they are currently marketable.
Why would I want to do this?
Well, first and foremost. Infusionsoft packages charge depending on how many contacts you have within your system. If you have people within your app that you can’t market too and have actively said they don’t want to hear from you, a quick purge can keep your lists clean. Infusionsoft, by default, doesn’t automatically delete these contacts from your system in order to avoid accidental data loss. It can’t be set up to auto delete them either. Nor, unfortunately, is it able to notify you when someone opts out automatically. For this reason, a monthly/quaterly/bi-annual review (dependent on your company and level of use) of your contact’s email statuses is recommended along with a general dupe check to keep your system nice, healthy, and efficient.
How do I perform a check then?
First of all, go to your drop down at the top left of your home screen and select Marketing/ Reports:
This will open a long list of the various reports you have available. We are looking for “Email Status Search”:
Great! By default this is going to load up a list with all of your contacts in it and their status. You can either review this manually, or if you want to look at a more specific list, you are going to want to navigate to “Edit Criteria/Columns”:
This is going to cause a pop up titled “Edit Filters” to appear. Now this screen works like any other search however it is going to allow you to specify a couple of extra things that you might not have seen before:
This screen is going to allow you to search for specific email statuses, opt outs within a certain timeframe. “Engagement” in this screen, refers to people who have either opened or clicked on an email. Maybe you want to see who it is within a certain company who is interacting with your emails? Is it the decision maker?
After you have set your filters, you can view the new list by hitting “OK”.
And that is an email status search! A quick few extra points:
- You can save this search to have quick access like any other list.
- Using the “Actions” button you can perform mass updates, delete them all, apply tags, push in to campaigns and so on and so forth like you would do with any normal list of contacts. Use this to do a quick purge!
- Engagement is always going to be higher than these reports suggest. If someone does not download images from your email, then we cannot tell if they have opened it or not!
This is exhausting! Do I really have to do all this every time I want to check I have permissions to send marketing emails to someone?!
Well first of all, make a saved search so this data will be easier for you to access.
And secondly, No! If you just want to know the email status of a single individual, you can just open up their contact record and look beneath their email field for your answer.