Concept

Segmentation rules allow you to pull a one-time list of prospects based on specific criteria. Unlike automation rules, segmentation rules do not run continuously.

Although similar to automation rules, completion actions and prospect table actions, segmentation rules have unique functionality and are best used in certain scenarios. If you are unsure which action to use, review our Prospect Actions comparison table.

Instructions

      1. Navigate to Marketing in the top navigation.
      2. Mouse over Segmentation in the resulting sub-navigation.
      3. Click on Rules
      4. Click the +Add Segmentation Rule button above the Segmentation Rules table.
      5. Create an internal Name for your segmentation rule
      6. Select a Match type:
        Match All – All aspects of the Rule must be satisfied in order to take the action(s)
        Match Any – Only one aspect of the Rule must be satisfied in order to take the action(s)
      7. Build a rule. Add or Remove Rules by click +Add new rule button. If you create a rule criteria that you like to remove, click the trash can icon on the left side of the specific rule. You can also add multiple criteria in a single line by separating each value with a semicolon, which uses OR logic (“Match Any”) when selecting a positive operator (“contains” or “is”). If a negative operator is selected (“doesn’t contain” or “isn’t”), then it uses AND logic (“Match All”) due to boolean logic.
        Notes:
        The text field is limited to 255 characters, so you may have to split up very large rules into several lines.
        If you want the rule to match values that include a semicolon, you will need to add quotes around the value (i.e. ”this has a ; semicolon in it”).
        Select the “- ANY -” criteria option for forms, form handlers, landing pages, files, and custom redirects rather than listing out every item in your rules.
        If you are using the “Prospect account field” rule, prospects must have an account in order to match, even if the rule uses the “doesn’t contain”, “isn’t”, or “is empty” options.
      8. Choose an Action. You can add the prospects to a list or remove them from a list. Add or Remove Actions by clicking strong>+Add new action button.
      9. If you create an action that you would like to remove, click the trash can icon on the left side of the specific rule.
      10. Create a Segmentation Rule
      11. Click Next to preview your rule and see a list of the prospects who will be affected. If you need to make adjustments to the rule, click Previous.
      12. Click Confirm & Save to run your segmentation rule. The actions will be carried out in the background and you will receive an email when the processes have been completed.

Available Criteria & Operators

Below is a list of all criteria that a segmentation rule can use to search for prospects.

CriteriaDefinition
Custom Object Finds prospects based on their CRM Custom object criteria (requires Ultimate Edition or add-on at the Pro Edition)
Prospect CRM Campaign Finds prospects based off the CRM Campaign to which they belong
Prospect CRM Campaign Status Finds prospects based off their CRM Campaign’s status
Prospect CRM Status Finds prospects based off their CRM status: Lead, Contact, or Deleted
Prospect Google Analytics Parameter Finds prospects by the Google Analytics Paramter present on their first touch
Prospect Account field Finds prospects based off an Account field value (CRM Accounts are read-only)
Prospect Assigned Queue Finds prospects based off the queue to which they are assigned in the CRM
Prospect Assigned User Finds prospects by their Assigned User in Pardot
Prospect Assignment Status Finds prospects by their Assignment Status: Assigned or Unassigned
Prospect Campaign Finds prospects by their first touch Campaign in Pardot
Prospect Custom Field Finds prospects based on the values present in their Custom Prospect fields
Prospect Custom Redirect Finds prospects who have accessed a specified Custom Redirect
Prospect Default Field Finds prospects based on the values present in their Default Prospect fields
Prospect Email Status Finds prospects based on their email status: Opted out or Do Not Email
Prospect File Finds prospects who have accessed a file hosted in Pardot
Prospect Form Finds prospects based on a Pardot form they either viewed or completed
Prospect Form Handler Finds prospects who completed a specified Pardot form handler
Prospect Grade Finds prospects who have a specified grade within Pardot
Prospect Landing Page Finds prospects based on a Pardot landing page they either viewed or completed
Prospect List Finds prospects based on their Pardot List memberships
Prospect Opportunity* Finds prospects using the relation group functionality to allow users to define multiple rules that must ALL match a single opportunity tied to a prospect for that prospect to match the relation group/rule as a whole
Prospect Opportunity Default Field Finds prospects based on default field values stored in an Opportunity to which the prospect is tied as a contact.
Prospect Opportunity Custom Field Finds prospects based on custom field values stored in an Opportunity to which the prospect is tied as a contact.
Prospect Opportunity Status Finds prospects based on the status of an Opportunity to which the prospect is tied as a contact.
Prospect Profile Finds prospects who have a given profile
Prospect Query Finds prospects who have completed a certain query on your site search
Prospect Score Finds prospects based on their score
Prospect Tag Finds prospects with or without a given tag
Prospect Time Finds prospects who were created, updated, or had activity within a given time range
Prospect Webinar Finds prospects based on their webinar registration or attentance
Visitor Hostname Finds prospects who have visited your Pardot-tracked site from a specified hostname

*Relation groups can not be used inside rule groups, so this field will not work inside a rule group.

Below is a list of all operators that a segmentation rule can use to search for prospects.

OperatorDefinition
ContainsThe field value contains the specified criteria
Doesn’t Contain The field value does not contain the specified criteria
IsThe field value equals the specified criteria
Isn’tThe field value does not equal the specified criteria
Begins With The field value begins with the specified criteria value
Ends With The field value ends with the specified criteria value
Is Empty The field value is empty and does not contain a value
Is Not EmptyThe field value contains a value
Is Greater ThanThe field value is greater than the specified criteria value, available for number fields only
Is Less ThanThe field value is less than the specified criteria value, available for number fields only
Is BetweenThe field value is in between the two specified criteria values, available for number fields only
Was AccessedThe specified criteria has been accessed by the prospect, available for custom redirects and content files only
Is Not a Member of Any ListThe prospect is not currently a member of any Pardot list
Was Completed SuccessfullyThe prospect successfully completed a Pardot landing page or form
Was ViewedThe prospect viewed a Pardot landing page or form
Wasn’t ViewedThe prospect did not view a Pardot landing page or form
Was AccessedThe prospect accessed a custom redirect link or Pardot-hosted file
More ThanThe prospect’s action was more than x days ago, for date related fields only
Less ThanThe prospect’s action was less than x days ago, for date related fields only
Created Days AgoThe prospect’s record was created after the specified criteria value, for date related fields only
Last Activity Days AgoThe prospect’s last activity falls within the specified criteria value, for date related fields only
Is AssignedThe prospect is assigned to a sales representative
Isn’t AssignedThe prospect is not assigned to a sales representative

Rule Groups

Within a segmentation rule, complex rules can be created by adding a new rule group. Rule groups allow you to construct a combination of criteria while reducing the restriction of “match all” and “match any” requirements.

The flexibility of rule groups allows users to combine multipart rules that would have previously been two separate rules. For example, within the same rule, assignments to a sales representative can be qualified by both location and industry by using two groups.

Re-executing Segmentation Rules

Since segmentation rules only run once, you can re-run them later by clicking on the name of the rule and then clicking “Re-execute segmentation”.

Copying Segmentation Rules

To copy a segmentation rule to create a new version, click on the name of the rule and then click “Copy segmentation”. You’ll then be able to choose a name for the new rule and modify the criteria.

Deleting Segmentation Rules

When a segmentation rule is deleted, it will be sent to the recycle bin (Admin > Recycle Bin).

A segmentation rule can be restored from the recycle bin at any time by following the Segmentation Rules link, clicking the gear wheel next to the deleted rule, and selecting “Undelete.” Once a segmentation rule is restored, you will be able to run the rule again by clicking the “Re-execute segmentation” link at the top of the segmentation rule read screen.