Database cleaning – The big winter clean-up

Written by Wilbert Heinen

The 2018 goal for many (email) marketers is to get more out of their email campaigns. The first step, of course, is to create order and structure in Clang so you can get to work with a clear overview. In this blog item, I will provide several tips and tricks to keep your Clang database as clean as possible.


When you work with several brands, it’s wise to take this into account in the Clang portal. I always advise you to set up a ‘brand’ for each company. This provides structure and keeps customer data separate. This results in a lower risk of mistakes with this data. By structuring your projects, mailings and/or campaigns at brand level, you make sure everything is as clear as possible, not just for yourself, but for the customer as well!

For instance, if you’re making campaigns for several countries, so you are using several languages, it’s good policy to keep every language in a separate ‘brand’. This leaves no risk of making mistakes regarding the language. Imagine what would happen if German customers received an Italian form.

Figure 1: Brands in Clang

Data management

Another important part of keeping your database as clean as possible is importing and exporting files as accurately as possible. I always advise our clients to name their files the following way:

Import/export YYYYMMDD – project name

You can add a version number or another form of identification to this if you wish. Especially naming an import or export has its advantages when creating profiles, as this allows you to work with the conditions ‘Import history’ and ‘Export history’, allowing you to create profile based on an import or export. And last but not least: a clear naming system provides structure, and it makes it easy to find old files.

Creating groups

Efficiently structuring email campaigns (e.g.: newsletter, welcome campaign, or retention) is reached by creating a clear group structure. These ‘main groups’ can then be subdivided into sub groups per campaign. Beware though! Constantly creating (sub) groups can make the structure messy. What works well is to only work with main groups and base the profiles on the ‘Import history’. This allows you to retain clarity in the group structure.

Figure 2: Groups and sub groups


If you make frequent use of the quickmail component in Clang, it is very likely you will have a folder that is full, making its structure unclear. That is why I always advise creating folders based on the type of mailing, such as a folder for ‘Newsletters’ and a folder for ‘Campaigns’. The email content and profiles are then placed inside these folders. Once again, it’s best to use the date and project name to name the files.

The next step is to create the next ‘main folder’, called ‘Completed’ (or ‘Sent’). When a mailing has been sent, you move the email into this folder and place the profile in a separate folder. You only start moving once you begin a new project. This way, you only see the email and the profile you are currently working on, and this also significantly reduces the load times! A win-win.

Campaigns: email, profiles, forms and SMS

Campaigns can best be structured differently than quickmails. The main difference is to save the campaigns with a letter, numbers and a title that describe the contents, rather than the date and project name. The reason for this is simply that when a campaign is set up in Clang, a campaign folder is created. This folder will hold the email content, profiles, forms and SMS content per component.

The naming structure will be as follows: M = email content, P = profiles, F = forms and S = SMS content. This letter is then followed by numbers. This numbers are usually based on the campaign flow. For instance, a sign-up form will be called (F01) and the thank-you page (F02). This naming structure can also be used for campaign objects. The advantage here is that these objects are easy to find when for instance creating a campaign object ink, but within the campaign itself as well.

Figure 3: Forms in the campaign are indicated with an ‘F’


The automatic result of sending quickmails is an overcrowded reports overview. In order to keep this component in Clang as clear as possible, I advise creating a clear separation between ‘test’ and ‘live’ mailings/reports. For this reason, you should always choose to add a test table to the mailing when planning a test quickmail. This ensure this mailing’s report receives a ‘test’ label. This makes it easy to remove when planning the ‘live’ mailing. Clang also offers the option of hiding reports with a test label.

Figure 4: LIVE-mailings clearly indicated in Reports

Time to get to work

I hope the information above has inspired you to make your Clang database completely ready for the new year. A clean portal works faster and better, after all. No time for a big clean-up? We are always willing to help! Call the e-Village campaign team at +3130-698 80 80.

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