Create and save segments

Who can use this feature?

  • All users; bulk editing requires global admin or advanced permissions
  • Available on all plans and license types

Segments are a highly flexible query engine that drives analysis, process, health, and focus throughout Totango. Use segments to create lists or groups of accounts, users, and more.

Refer to Totango Users segments for data related to team member activity within Totango.

Create a new segment

Create a segment from the main search bar. You can also create new segments from any SuccessBLOC (Segments tab), the quick actions menu from the My Portfolio or account profile views, within the Global SuccessBLOC, or by copying an existing segment.

  1. Click the down arrow inside the search bar at the top of Totango.
  2. From the segment window, choose the type of data you would like to segment on.

    The primary types of data in Totango are accounts and users, but you can also segment on touchpoints, collections, and other objects allowed by your admin.

  3. Depending on the selected object, a new Untitled segment opens. 

    Suggested filters allow you to filter on the provided search terms in one click. For example, account segments may have Health and Contract Value as suggested filters.

  4. Click +More Filters to refine the list of results. See below for examples.
  5. Click Edit Columns for the segment to refine the data shown the results.
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  6. Click inside the segment name to rename and choose more properties:
    • Location: Save within a SuccessBLOC or personal folder (My Folder) within the My Portfolio view.
    • Privacy: Choose Public if you want the segment to visible to your teams when searching or using a shared location, such as a published SuccessBLOC. Segments saved to your personal folder are always private.
  7. Click Save.

Apply filters to segments

Segment filters include a variety of data categories, depending on the object. You can filter on:

Special considerations apply for:

Within the Filters window, start typing to see a list of matching results. Depending on the type of data you choose, the options for choosing filter value(s) vary. For example, currency or number values allow you to apply ranges.
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Account and user segments

Examples of filters that you can apply to account and user segments. Touchpoint filters appear under the account or user object.

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Touchpoint segments

Example filters that you can apply to touchpoint segments. Touchpoint filters appear under their own object.

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Dimensions

Dimensions are used to group attributes. The numbers beside the dimension indicate the number of search terms included. Each search term's type is highlighted by icons to indicate:

  • Date (calendar icon)
  • Currency (dollar icon)
  • Text (abc icon)

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Multiple filter values

Depending on the filter chosen, you may be able to select multiple values. When multiple values are chosen within a single filter, the system accepts any of the values to make the condition true (OR).

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Multiple segment filters

Each filter added to a segment is treated as an additional condition that must be true (AND).

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To create a segment that accepts either condition, create a segment using the Is in segment filter, and then select multiple segments for the value.

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Filter by account ownership or group by

Segment filters allow you to temporarily view the data according to account ownership:

  • All accounts on the team
  • Accounts where you are listed as the account assignment role 
  • Other named user on the team based on account assignment role

You can also group results based on an available attribute:

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Save current view as default

Saving current view as default allows you to configure default settings anytime you revisit the segment again. If the segment is public and saved within a SuccessBLOC, other viewers of the segment will also experience the default settings.

To save a segment default view, click the Ellipses (...) in the upper, right corner and click Save Current View as Default View.

Settings that save as part of the default view include:

  1. List tab
    • My Accounts / All Accounts / Any specific user selection
    • Grouped By
    • Sorted By
    • Column Widths
  2. Progress View
    • Status Attribute
    • Stages
    • Collapse All / Expand All
  3. Timeline View
    • Flow Selection
    • Types
  4. Work View
    • Open / Completed Tasks or Both
    • Group By 

FAQs

Question: I need to generate a list of contacts for all of my accounts, how do I accomplish this?

Answer: Create a user segment with the following settings:

  • Add the "Contact: yes" filter
  • Add the "Name" and "Email" columns to the segment

Then click the Ellipses (...) to download to CSV or other option.

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Question: Can you search a segment that is in an unpublished SuccessBLOC?

Answer: Only admins, SuccessBLOC owners, and collaborators can search segments in unpublished BLOCs.

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