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Directory Options

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Qtip: XM Directory is an improvement upon the old Target Audience, with user interface (UI) changes made to integrate more seamlessly with the XM platform. If you do not have XM Directory and would like to purchase access, contact your Account Executive.

About Directory Options

Directory Options is a dropdown menu that can be found in the upper-right corner of the Directory Contacts tab. It contains many important means of managing your directory contacts, such as the ability to export them, to set up automatic rules for list enrollment, consolidate duplicates, and manage Embedded Data.

Export Contacts

You can export all of your directory’s contacts in a file format of your choosing.

Qtip: It doesn’t matter which contacts are selected. All contacts will be included in the export. Filters and searches also do not narrow down the contacts included in the export. Remember you can also export a mailing list instead of the entire directory.
  1. Click Directory Options.
    Selecting export all contacts from the directory options
  2. Click Export All Contacts.
  3. Select a File Format.
    The Export contacts window
  4. Choose whether to Export Contact Stats. This is information about contact frequency, response rate, etc.
  5. Choose whether to Export Embedded DataYes exports all Embedded, No exports none, and Specify Embedded Data allows you to choose which fields to export.
  6. Click Export.

Specify Embedded Data

To specify Embedded Data, simply select fields from the menu on the right. Selected fields are in blue along the bottom of the menu.

Specify Embedded Data is selected and a box of selectable fields appears to the right

To remove fields, click the X next to their name.

Automatic List Enrollment

Attention: If you have both CX & EX projects hosted in the same brand, we do not advise using this feature.

Say you have an ongoing survey that you run for several different cities. You get a lot of people requesting to be added to these surveys and wish you could upload them all at once to your directory instead of in separate contact lists.

Automatic List Enrollment allows you to automatically sort new contacts into certain lists based on various information about them. This feature only affects newly created contacts in your directory. Automatic List Enrollment rules will not retroactively apply to existing contacts in your directory.

Setting Rules

  1. Click Directory Options.
    Selecting automatic list enrollment form the directory options dropdown
  2. Select Automatic List Enrollment.
  3. Click Create New Rule. Create New Rule button in green in the center of the window
  4. Select the mailing list you want to add the contact to, OR click Create New List to create a new list. Creating a rule
  5. Select the type of information you want to filter by.
  6. Finish the “statement” based on the specifics of that information.
    Example: Here, we only want people whose email domains contain “qualtrics” to be included in our Pilot Test mailing list.
  7. Click Create Rule to finish.

Setting Conditions

Conditions in Automatic List Enrollment are similar to conditions in directory filters. The only difference is that the only fields you can base Automatic List Enrollment on are Contact Info and Embedded Data.

Managing Rules

After you have created rules, you will see them whenever you select Automatic List Enrollment from the Directory Options.

List of rules on the Automatic List enrollment window

Click on a rule to modify it. You can also click Delete Rule on the bottom-right to delete it forever.

Delete Rule button on bottom-right

Consolidate Duplicates

At times, you may upload multiple copies of the same contact to your directory without knowing. You can combine these duplicates into one contact by using Consolidate Duplicates in the Directory Options.

Qtip: Consolidate Duplicates can be used after the contacts are uploaded. However, if you want duplicates to be consolidated as they’re uploaded so that you don’t have to go back and fix them later, check out the Automatic Deduplication Settings.
  1. Click Directory Options.
    clicking consolidate duplicates in directory options
  2. Select Consolidate duplicates.
  3. Select fields along the left that you want to search for duplicates of. You may select up to two duplicate fields.
    selecting contact fields to deduplicate by

    Example: If we select first and last name, contacts with the same first name won’t be considered duplicates. Only if both names match will they be considered duplicates of each other.
  4. Click Find duplicates.
    Qtip: Click Consolidate your contacts in Directory Settings in the bottom left to be brought to your directory’s automatic deduplication settings.
  5. Next to a group of duplicates, click Consolidate.
    clicking consolidate next to an identified duplicate contact

    Qtip: You can only consolidate 1,000,000 sets of duplicates at a time. In the above image, 2 sets of duplicates were present. If your directory has more than 1,000,000 sets of duplicates, you will need to consolidate duplicates multiple times.
  6. The differences between the duplicates will be listed. Select the preferred version of each differing field.
    choosing what duplicate value to keep
  7. Click Consplidate duplicates.
    Qtip: While you can specify the values for contact information (name, email, phone, and language), you cannot specify the values for embedded data. The values for the embedded data will be the embedded data associated with the selected email address. If the email selected was not uploaded with embedded data, then the existing values will be erased.

Consolidating Additional Duplicates

If you come back to the Consolidate Duplicates window later, you may end up seeing your previous duplication search results.

Start New Search button on bottom-left of Consolidate Duplicates window

Just click Start New Search on the bottom-left to consolidate more duplicates.

Manage Embedded Data & Refresh Embedded Data

Manage Embedded Data under Directory Options allows you to edit the Embedded Data fields themselves, not just the values. From this window, you can delete Embedded Data, rename it, or merge multiple fields.

Warning: Edits made on this window affect all the Embedded Data in the directory, not just for individual contacts.

Manage Embedded Data window. 1 is a highlighted field name. 2 and 3 are delete and merge fields on the upper-right. 4 is the numbered field next to the field name. missing embedded data is on the bottom-left in blue text

  1. Renaming Fields: Click into or highlight a field to change its name.
  2. Deleting Fields: Select the fields you wish to delete with the checkboxes along the left, then click Delete on the upper-right. When nothing is selected, you can also highlight over a single field and click the trash icon to delete it.
    A trash can icon tot he far right of an embedded data field
  3. Merging Fields: Select multiple fields along the left to merge into a single Embedded Data field. Then click Merge Fields on the upper-right, select the name you want the merged fields to have, and click Merge Fields. If there are multiple values, the newest one added will become the value of the merged field.
    Merge fields button has a dropdown menu
  4. Unique Values: Unique Values are the number of distinct values that an Embedded Data field has assigned to it. For example, if you have an Embedded Data field for “State,” and your contacts are assigned to either New York, New Jersey, or Pennsylvania, the Unique Value would be 3.
  5. Refreshing Embedded Data: Because XM Directory contains every single contact in your brand, it can take some time for changes to Embedded Data to appear on the site. These changes will always load if given time, but if you notice that something isn’t showing up, you can refresh your Embedded Data to quicken the process. Click Missing Embedded Data? to perform this refresh. Note that this process may take some time.
    Refresh confirmation message

    Qtip: You can also reach this option by selecting Refresh Embedded Data under Directory Options.
    Refresh Embedded Data option under the directory options

Directory Settings

Directory Settings redirects you to the Directory Settings tab, which contains Contact Frequency Rules and Automatic Deduplication.