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Subscriber Export Guide
Overview
Control > Commerce > Subscriber Export
The Subscriber Export allows users to export subscriber data based on filters such as Subscription Plan, Subscription Format (formerly Subscription Type), Edition, Catalogue Items, Mailing Lists, and date ranges related to active subscriptions and order dates.
It supports exporting in multiple file formats (xlsx, csv, tsv) and includes detailed subscriber and order information, including handling special cases like gift orders and unassigned subscriptions.
Steps:
- Select the required filters
- Select the desired file format
- Click on Save
- Wait for the email notification that is sent when the export is completed
- Or go to the Active Tasks screen and wait for the task to complete then download the file
Note: when you export subscribers using the Mailing List filter, only the subscribers who belong to the mailing list will appear in the results
Fields and Options
- Edition: Select the Edition you with to export subscribers for
- Subscription Plan: Select to filter which Subscription Plan(s) you wish to export
- Subscription Format: Select the Subscription Format to filter results you wish to export
- Subscription Status: Select to filter results by subscription statuses
- Subscription Expiry Date (From): Select the subscription expiry period Any subscriptions that will expire from this date will be returned. Please ensure you also select a Subscription Expiry Date (To) field
- Subscription Expiry Date (To): Select the subscription expiry period Any subscriptions that will expire to this date will be returned. Please ensure you also select a Subscription Expiry Date (From) field
- Active Subscriptions (From): Select the active subscription period Any subscriptions that are active from this date will be returned
- Active Subscriptions (To): Select the active subscription period Any subscriptions that are active to this date will be returned
- Include Unassigned Subscriptions: Select to include unassigned subscriptions in the export Unassigned subscribers could be created via Pro Forma Orders and/or Account subscriptions so please note there could large numbers of unassigned rows if using this setting
- Product Lines: Select the Products Lines for which you require exporting of the subscribers
- Order Date (From): Select the Order date range Any orders purchased from this date will be returned
- Order Date (To): Select the Order date range Any orders purchased from this date will be returned
- Order No: Enter the Order No for which you require exporting of the subscribers, you can enter multiple values separated by a comma or space
- Sub Order Type: Select the Sub Order Type for which you require exporting of the subscribers
- Payment Status: Select the payment status for which you require exporting of the subscribers
- Catalogue Items: Select the Catalogue Item you wish to download the data for
- Mailing Lists: Select the Mailing List you wish to download the data for
- File Format: Select the file format you wish download the data for
Exporting by Edition
If Edition is selected, the Subscriber export will extract all entries which have been included in the calculated circulation count (the total amount of users who are entitled to receive the edition) for the selected Edition.
Note that the circulation count date on an Edition uses the Subscription Start and End dates to calculate whether a Subscription is included in the Subscription Export.
For example:
- if an Edition / Label run circulation count date is set to 01.05.20
- and the subscription start date is 01.01.20
- and the subscription end date is 31.07.20
- then the Subscription is included
If the Subscription start date is 1.6.20 then it will not be included as it is greater than the circulation date.
Exported Columns
- User and contact details: UserCode, Title, FirstName, LastName, Email, Company, Telephone, JobTitle
- Delivery and Invoice addresses: DeliveryUserCode, DeliveryTitle, DeliveryFirstName, DeliveryLastName, DeliveryEmail, DeliveryTelephone, DeliveryCompany, DeliveryAddress1-2, Town/City, County/State, Postcode/Zip, Country; similarly for Invoice fields
- Subscription details: SubscriptionPlan, SubscriptionCode, SubscriptionStartDate, SubscriptionEndDate, SubscriptionStatus, Edition
- Order details: OrderNumber, ProFormaID
- GiftRecipient indicator and handling: For gift orders, the gift recipient's address is used as the shipping address
- Unassigned flag: Indicates if a subscription is unassigned (Yes/No)
Rules and Logic
- For gift orders, the export lists the gift recipient's address instead of the purchaser's
- Active subscription date filters return all subscriptions active within the specified range, including those starting or ending on the boundary dates
- Delivery address is taken from the subscriber's delivery address if available; otherwise, the order's delivery address is used
- For free subscriptions (e.g., mailing list subscribers), the address is taken from the contact record
- Unassigned subscriptions (created via Pro Forma without assigned users) are excluded by default but can be included via the checkbox
- The export excludes subscribers with renewal orders that ser set as "Awaiting Payment Confirmation"
- Delivery recipient details (name, email, telephone, company) are sourced from the DeliveryUserCode to ensure clarity
- Subscription Status filter allows filtering by multiple statuses
- The export handles multiple subscriptions per user, with pipe-delimited values where applicable
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