Groups for pressbase, distribution lists, events, and mailings

Groups allow you to better structure and manage various types of content within myconvento. Groups are not intended for describing individual contacts in terms of their professional profile; keywords, topics, or research queries are used for that purpose. Instead, groups primarily help organize lists, events, or mailing jobs.

Depending on the modules you have purchased and your user permissions, various group types are available within the master data. These may include groups for pressbase, distribution lists, events, and mailings. If a specific group type is not visible to you, the corresponding module may not have been purchased, or you may lack the necessary permissions.

Groups for pressbase

Groups for pressbase are used to better organize saved searches or result lists from the pressbase module. This is particularly helpful when dealing with numerous research queries covering various topics, regions, clients, or projects.

Examples of pressbase groups include:

• Industry research
• Regional media
• Campaigns
• Client projects
• Topic lists
• International research
  

Clear grouping allows you to locate existing pressbase lists more quickly and categorize new lists logically from the start.

Distribution list groups

Distribution list groups help structure your distribution lists within the "My Data" section. When there are many distribution lists, relying solely on name searches can quickly become confusing; grouping provides much-needed organization.

Distribution list groups can be created based on criteria such as topics, target audiences, regions, projects, or internal areas of responsibility.

Examples:

• Press distribution lists
• Client distribution lists
• Newsletters
• Partners
• Regional distribution lists
• Event distribution lists
  

A logical distribution list structure makes it easier to select the correct recipient list in the mailing module later on.

Event groups

Event groups serve to better organize events. Grouping helps maintain an overview, especially when managing a large number of events, surveys, or address qualification tasks.

Possible event groups include, for example:

• Press conferences
• Webinars
• Trade fairs
• Customer events
• Internal events
• Surveys
  

This makes it easier to locate and distinguish between events later on. This is particularly useful when multiple teams or departments are working with the same account.

Mailing Groups

Mailing groups structure mailing jobs. They help categorize mailings, newsletters, invitations, or press releases by topic or organizational criteria.

Examples of mailing groups:

• Press releases
• Newsletters
• Event invitations
• Customer information
• Campaigns
• Internal tests
  

Clear grouping is particularly helpful when dealing with a large number of mailing jobs, making it easier to locate past mailings or attribute analytics data correctly.

Editing and Creating Groups

Open the master data via the user menu in the top right corner. Then, select the desired group category from the master data dropdown menu.

Existing groups are displayed in a list. You can edit existing group names directly within this list. Create new groups using the input row at the bottom of the list; you can add additional rows if you wish to create multiple groups.

After editing, save your changes by clicking "Save." New groups are only applied—and existing groups updated—after you save.

Deleting Groups

Many master data lists indicate whether an entry is currently in use. Check this information carefully before deleting a group. If a group is already being used in lists, events, or mailings, deleting it may affect existing associations.

Not all entries can be deleted; system values or locked entries may be protected. If the delete option is unavailable, the group cannot be removed.

Recommendations for an Effective Group Structure

Create groups in a way that ensures they remain understandable in the long term. Too many similar groups make maintenance difficult, while too few groups often fail to provide sufficient clarity for navigation.

Avoid duplicate terms or inconsistent spellings for the same purpose. For instance, if a "Newsletter" group already exists, do not create additional groups like "News Letter" or "Newsletter-Mailing" if they refer to the same thing.

It is advisable to coordinate with your team to agree on which groups should be used. This prevents individuals from creating their own variations and ensures the structure does not become cluttered over time.