Filter Screen
Introduction
Filtering lists of email contacts held in the Dynamics and Intapp CRMs is not a new feature. However, as of May 2025, the screen has been updated and improved.
The filters will look at the CRM Contact entity, the Contact Core Fields and the RSVP entity. For example, a filter can be used to remove some members of a mailing list before sending to the remainder.
A filter is also used to identify contacts who should or should not receive information, based on the values held in their preference fields in CRM. The filter is applied when setting up a feature called Dynamic Content.
Introduction
Prerequisites
Creating Filters
Rules and Groups
Editing Filters
Deleting Filters
Prerequisites for Filters
Creating Filters
In this typical scenario, you will access the new Filters Screen from Send Screen v2. You will be planning to send an email but first require to filter the list, to send the email to a subset of the contacts.
Access to Filters
Filters can be created via the Email Send screen in the Vuture platform, or via the Triggers set up screen or when setting up Dynamic Content. Dynamic Content is the feature allowing topics to be revealed only to contacts who have expressed an interest in the topic, or as another example, to contacts who have a selected field value such as RSVP Accepted on their CRM record. How to work with Dynamic Content is addressed in a separate article. This article covers setting up a filter for a mailing or for a trigger.
Q. Do I have to send an email to create a new filter?
A. It is possible to set up a filter prior to sending a mailing, and save the filter for future use without sending an email. Here is how:
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In your published email campaign click Send - purely to access the Send screen.
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On the Send screen, in the Email setup tab, as a minimum requirement, select the External System to be your CRM system, and then select a list. You must select a Source and a mailing list before building a filter
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Click new filter
The Add Email Filter screen appears.
The Filter Types available are
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Campaign Filter (visible from within this campaign only)
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Container Filter (visible across all campaigns within this container) and
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Global Filter (visible from any campaign or container across the platform).
Note: When creating a campaign filter, a simple title such as “RSVP is Yes” will work. However, any filter across multiple campaigns or containers should be carefully labelled with a full name and preferably the date too. If you are creating a Container filter, when there may be several campaigns in a container, it is best practice to add the campaign name at the beginning of the Filter name to avoid any confusion later on.
You may filter on fields held in three locations in the CRM - Core Contact fields, Contact fields or RSVP fields.
Core Contact Fields are the contact’s name and address details:
Contact Fields are contact-related custom fields.
Note: This drop-down will show all fields that are held against the Contact entity.
The Entity called Vx RSVP holds all the Custom fields, and the Vx_RSVP(Boolean) field that records in real time all the Accepts and Declines. Since the fields can be “custom” your platform will not necessarily show the same fields as in the images below.
Once you select a criteria source, the Add Group and Add Rule buttons will become “live” or active.
Rules and Groups
Add Rule allows you to add a single filter. A Group is a collection of one or more filters.
Filters can be built up in a hierarchy using And or Or which will filter the list on multiple factors.
Selecting the Add Group option results in a new screen:
So it is now possible to add a further filter to this Group where the First Name is John OR James, for example. Alternatively you could add a further filter to this Group where the First Name is John AND the City is London, for example.
The And / Or selection can be toggled. You cannot mix And and Or in the same Group. If you need AND and OR, start a new Group.
Continue to add filters to this first list as you require. In the example below, several new rules have been added to find contacts named John, AND who work for Vuture, AND who are attending an event.
If this was all you needed you would now return to your working Filter Name and rename it, to describe more closely what you are filtering for, before selecting Save Filter.
Note about completing or filling fields – free text or drop down? When you select a field with an operator of Is/Is Not or Partial, the next field will be a free text field where you can enter your filter. First Name Is John, for example. Examples of free text fields are highlighted in the image below:
The Email Subscriber field of RSVP is a crm list field with set values. The set values in this example are Attending, Not Attending, Is Empty, Not Empty. Therefore you cannot enter free text in this field. You must pick one of the values from the drop down list.
When you have finished adding rules to your filter, select Save Filter. You will be returned to the Send Screen with your newly-created filter selected. If you continued to send the email at this point, this filter would be used.
To set up a filter for those who have not yet responded to the RSVP field, select Vx RSVP from the Entity.
Click into the Field drop down list and select Vx_RSVP(Boolean)
From the Value select Is and then select the desired option, in this example <Empty>
Click Save Filter to return to the Send window with the Filter applied.
When you are returned to the Send screen the Filter you have just created is applied to the list.
You could now click the Email List tab to view your list with the filter applied.
If you are choosing to send an email now, click Send to complete the send with the Filter applied.
Editing Filters
Filters can be edited or, if you prefer, deleted and a new one created.
Edit a filter by accessing via the Send screen. In your published email campaign click Send.
On the Email setup tab, complete the Source and List fields.
Click the drop-down arrow of the Filter field and select the Filter to be edited.
Click edit filter.
The Edit Email Filter screen appears
If there is only one group in the filter, the only option will be to Reset the filter. In the above example, because more than one group exists, it is possible to delete one or both of the groups to edit the filter.
Click Save Filter to return to the Send screen with the edited Filter applied.
Deleting Filters
Filters can be deleted via the Send screen. (Alternatively, there is a Triggers and Filters Dashboard also known as the Entity Dashboard which will show all the filters in your platform. It is possible to delete a filter from this dashboard.)
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In your published email click Send
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On the Email setup tab, complete the Source and List fields
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Click the drop-down arrow of the Filter field and select the Filter to be deleted
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Click Delete filter.
