Use the expired subscription purge to delete the customer, subscription, order and subscription history records associated with expired or canceled subscriptions. Normally the customer records associated with the purged subscriptions are deleted, but you have the option of converting them to prospects and linking them to a list code.
Hint: Converting expired subscriptions to prospects
We recommend that you purge one year's worth of expired subscriptions at a time and link each group to a unique list code that identifies the publication and the year of expiration. That way you can be more selective when you do promotional mailings to your expires.
You have wide flexibility in choosing which subscriptions must be purged with a couple of built-in automatic exclusions:
Active, graced and suspended subscriptions are never purged.
For audited publications, subscriptions whose most recently served issue had a calendar date from this year or last year are never purged. Those records may be needed by the auditor.
To choose the subscriptions to be purged, fill in the fields on the seven filter tabs, 'Publications', 'Customer' 1, 2 and 3, 'Subscription' 1 and 2, and 'Order'. We recommend that at a minimum, you specify a publication code (or list of publications) on the 'Publications' tab and a range of expire issues on the 'Subscription 2' tab. That way you can be sure that only the oldest subscriptions get purged. You will probably want to keep the subscriptions that expired recently so that you can send them promotions in hopes of enticing them to resubscribe.
Normally both expired and canceled subscriptions are purged, but you can be more specific about which types of subscriptions are purged by filling in status codes on the 'Publications' tab.
Subscription types
You can choose to purge single subscriptions, two-party subscriptions, group subscriptions or any combination of the three.
Customer filter tabs apply to
The three "Customer" tabs let you choose which subscriptions will be purged based on the characteristics of their customer records. For single subscriptions this is straightforward since there is only one customer record linked to the subscription. For two-party or group subscriptions you must choose whether you mean to select subscriptions based on the characteristics of the bill-to customer or the ship-to customer. If you choose to select subscriptions to be purged based on the characteristics of the ship-to customer then you should be aware that group subscriptions have more than one ship-to and that all of the ship-to customers must match for the subscription to be purged.
Convert shiptos, Convert billtos
Check either or both of these boxes if you want to place the purged customers on a prospect list. You will almost always want to include the ship-tos on the prospect list. If you have a consumer publication with lots of gift subscriptions, then you will probably also want to include the bill-to names. If you do not want to convert ship-tos or bill-tos, leave these field blank.
Link converted customers to list code
Enter the list code that you are going to use to identify the converted customers. You must have defined the code previously using the 'Lists' definition screen—click here for details on defining marketing lists.
Date for prospect record
Enter the date to be stored in the prospect record. QuickFill will assume today's date, unless you specify otherwise.
Retain qualification data (audit system field)
QuickFill retains the qualification data for subscribers that are converted to prospects by default. If you do not want this data to be included in the prospect records that are created then un-check this box.
Click here for more information on Filter screens.
After you are done filling in the filter, click on "OK" and a message box will appear with the following options:
Run it now exclusively, only lookup allowed
Run it with tonight's jobs
Save to an existing job list
Create a new job list
Click here for details on options for running purge updates.