When users register for a promotion they are added in real time to the Participants List. You can consult this list at any time from the “View Entries” section.
Options for managing this list include the Search, Filter and Order tool:
With this tool you’ll be able to generate advanced filters and segmentations. You’ll then be able to apply the “Create sweepstakes”, “Export” or “Create email” actions to your segmented Participants List and you’ll also have the ability to “Refuse entries” or “Accept entries.”
In this article we’ll show how you can implement some of the most popular filters in order to run sweepstakes among specific segments of the Participants List.
Note: "rejected" participants are never included in a sweepstakes
Here are the most popular filters:
- Run a sweepstakes among participants who signed up during a particular time period.
- Run a sweepstakes among the 20 most-voted finalists.
- Run a sweepstakes among the 20 finalists who recruited the most participants.
- Run a sweepstakes based on a specific answer to a survey question.
- Run a sweepstakes among Twitter and Instagram participants, excluding those who participated via the Entry Form.
- Run a sweepstakes among 10 specific participants.
- Run a sweepstakes among participants who correctly answered all the questions to a quiz.
- Run a sweepstakes or sending an email to a specific group of participants
- Run a sweepstakes or sending an email to a specific group of participants belonging to two or more segments
Run a sweepstakes among participants who signed up during a particular time period
1. Use the “Entry Date” filter to indicate the start date of the period you wish to select. For example, for a week-long sweepstakes select Registration Date>Equal to or greater than> Monday at 12 AM. Add this filter.
2. Create another filter using the same tool. This filter will be added to the first one. Enter the end date: the day on which you want to stop including participants. For example, Registration Date>Less than>Next Monday at 12 AM. Add this filter.
The two filters will exclude any participants who did not register for the promotion between these two dates.
3. Check that the number of segmented participants is less than the total number registered, and that these participants registered during the defined week-long period.
4. Select “Create Sweepstakes” to start the selection of winners. Only those who feature on the segmented list – participants who registered for the promotion during the dates defined – will be included in the sweepstakes.
Run a sweepstakes among the 20 most-voted finalists
1. Filter participants by votes using the setting Votes>Equal to or greater than> 0. Add the filter. If you’d like to exclude finalists who don’t obtain a single vote, or who obtain less than a certain number of votes, you can change the variable to ensure they’re not selected. For example: Votes>Equal or greater than> 5 (only participants with 5 votes or more will be selected).
2. Sort by “Most voted” and indicate that you wish to include "20" participants. This will sort participants from the previous filter on the basis of the number of votes obtained – from most to least. Use the second field to limit the number of participants you wish to display in the segmented list.
3. Click "Add" to add this second filter.
4. You’ll see the list now has 20 participants. These are your segmented finalists.
5. Apply the action you need. In this case, click on "Create Sweepstakes" to start the selection of winners and alternates from your list of 20 finalists.
Run a sweepstakes among the 20 finalists who recruited the most participants
1. To filter participants by the number of participants recruited, use the setting Recruited>Equal to or greater than> 0. Add the filter. If you’d like to exclude those who were unable to recruit any participants at all, or those who recruited less than a certain number, change the variable accordingly. For example, Recruited>Equal to or greater than> 5 (only participants who have obtained 5 recruits or more will be selected).
2. Sort participants by "Most users recruited" and indicate that you’d like to end up with "20" users. Participants from the previous filter will then be sorted by number of recruits obtained, from most to least. With the second field you can limit the number of participants that you’d like to display in the segmented list.
3. Click the “Add” button to apply the second filter.
4. You’ll see that the list now has 20 participants. These are your segmented finalists.
5. Apply the action you need. In this case, click on "Create sweepstakes" to start selecting winners and alternates from your 20 finalists.
Run a sweepstakes based on a specific answer to a survey question
1. Filter participants on the basis of a particular response to a survey question. Use the second field to define your answer with the “Equal to” option. In the third field choose the response that interests you. Add the filter.
2. Only participants who answered this question in the way you’ve defined will now be displayed in the list.
3. Create a sweepstakes to select winners and alternates from the segmented participants.
Carry out a sweepstakes among Twitter and Instagram participants, excluding those who participated via the Entry Form.
1. Filter participants by "Platform" and, in the second field, select “Regular expression.” In the third field, indicate which platform you’d like to include in the filter:
- 0 = Facebook
- 1 = Twitter
- 2 = Instagram
- 3 = email
In this case you’d select "1|2" to include Twitter and Instagram participants only.
2. Check that participants from these two social networks have been selected.
3. Choose which action to take with this segmentation. In this case, choose "Create sweepstakes".
Run a sweepstakes among 10 specific participants
If you’d like to run a sweepstakes among 10 specific participants, but not on the basis of any particular characteristic like Score, Votes, City, Gender, and so on, you can manually choose your finalists via the following method:
1. Select all participants using this filter: Status>Equal to> Accepted. Add the filter.
2. Check that all the participants you accepted have been counted.
3. Choose "Reject entries". Click "Apply" to carry out the action and clean the filters.
4. Once all participants have been rejected, use the Search Tool to find the 10 finalists you want to include in the sweepstakes.
5. Accept each one until you have accepted all 10 finalists.
Create another filter: Status>Equal to>Accepted. Then "Create sweepstakes" among the 10 finalists.
Run a sweepstakes among participants who correctly answered all the questions to a quiz
Before you apply the filter, confirm the maximum number of points available to a participant who correctly answered all the questions to a quiz.
1. Segment the finalists by using the following filter: Score>Equal to>Maximum possible number of points a participant could attain. Add the filter.
2. Only participants who attained the full complement of points will be your finalists.
3. Choose the action "Create sweepstakes" to begin the random selection of winners from among your finalists.
Run a sweepstakes or sending an email to a specific group of participants
If you want to run a sweepstakes or sending an email to a specific group of participants but there is no filter that fits you, you can manually mark the entries with the "star" tool to create the filter. Follow these steps:
1. Use the star icon on the entry left-corner to select manually each entry. Mark all the entries you want to include in the segment.
2. Create a segment with the filter Marked>Equal to> Checked.
3. Choose the bulk action you need from the list of actions.
4. Confirm with the "Apply" button.
Run a sweepstakes or send an email to a specific group of participants that belong to two or more segments
If you need to create an advanced filter by adding participants from two or more segments, follow these steps:
1. Create the first segment with the appropriate filter.
2. Use the bulk action "Mark entries".
3. Confirm with the "Apply" button. All the entries of this segment will be marked with the star icon.
4. Create a second filter and mark the participants of this segment with the same bulk action, "Mark entries". Repeat the action until you have all the participants of all the segments marked.
5. Filter the list of entries with Marked>Equal to>Checked and you will obtain the advanced segment. Use it in any of the bulk action options.
How to customize the title of each sweepstakes to tell them all apart
After you’ve carried out the sweepstakes you can modify the title. This helps ensure that when you announce the winners it’ll be clear which sweepstakes you’re referring to.
Imagine that a series of sweepstakes have been carried out based on participants’ responses to a survey question regarding their country. These sweepstakes have been segmented to reflect participants’ preferences. The organizer now wants to display the sweepstakes in a way that makes it easy for each segment of participants to view their particular sweepstakes.
1. Go to the “Winners” tool and “Edit” the sweepstakes in order to change the title.
2. Edit the default title of the sweepstakes:
3. Write a short title that clearly identifies the type of sweepstakes. Save changes.
4. All the sweepstakes generated from the same promotion will now be displayed on the Winners Page of the promotion.
5. By clicking to view a sweepstakes, the Winners Page of that specific sweepstakes will be displayed. A dropdown menu will enable users to review all the sweepstakes related to the same promotion.