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Author Topic: Varying recipient count with smart groups in CiviMail  (Read 2308 times)

noneother

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Varying recipient count with smart groups in CiviMail
May 22, 2012, 10:42:02 am
I was wondering if anyone has come across this issue.  When i create a mailing and add a smart group in the 'Include Group(s)' and then advance to the next screen, the Total Recipients count will sometimes vary.  Sometimes it's correct and sometimes it's not.  This is causing us to hold off on mailings since we're not sure if 55,000 contacts will receive it or 90,000. 

Any ideas on what could be causing this problem?  This issue seems to occur more when several users are pulling smart groups.  Could it be an issue with caching, temp tables, permissioning?  I'm at a bit of a loss.

Donald Lobo

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Re: Varying recipient count with smart groups in CiviMail
May 22, 2012, 11:00:39 am

Do you use any permissioning on your contacts? specifically acl based permissions?

lobo
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noneother

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Re: Varying recipient count with smart groups in CiviMail
May 22, 2012, 11:07:20 am
No ACL permissioning that will affect viewing contacts.  I could access that mailing twice myself and get different counts.  Strangely enough, i just got a "DB Error: constraint violation" error when advancing to the "Track and Respond (step 2 of 5)" screen.  It also seems like the counts in the "civicrm_group_contact_cache" table vary too when accessing the same mailing.

Donald Lobo

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Re: Varying recipient count with smart groups in CiviMail
May 22, 2012, 11:39:23 am

hmm, not sure. a bit strange.

can u try setting your smart group cache timeout to a value:

http://drupal.demo.civicrm.org/civicrm/admin/setting/search?reset=1

Maybe a race condition there? How many users are accessing the system while u r doing the mailing?

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noneother

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Re: Varying recipient count with smart groups in CiviMail
May 22, 2012, 02:12:51 pm
I set the 'Smart Group Cache Timeout' value to 5 and am testing it right and it seems to be coming up with the correct number for now.

We have around 250,000 contacts in the database and we usually have around 10-15 authenticated users and 5 guests using the system during the day.

sjthespian

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Re: Varying recipient count with smart groups in CiviMail
May 31, 2012, 08:10:38 am
We are seeing a very similar problem, and I can't seem to track it down. I have a smart group for our membership (membership status of new, current, or grace) that contains 840 members. When I go to create a mailing using that group, it only lists 775. I thought that it might be excluding members with "do not e-mail" and "no bulk e-mail", but even then I should get around 780 members, not 775.

I tried changing the cache value to 5 min, but that didn't make any difference.
Dan Rich <drich@lopsa.org>
    Director, LOPSA - http://lopsa.org/

noneother

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Re: Varying recipient count with smart groups in CiviMail
May 31, 2012, 10:58:54 am
Does the number remain constant everytime?  The cache value seemed to help since we have many users modify contact info and pulling smart groups at the same time.

As far as i know, these are requirements for contacts showing up on mailings:

The primary email address is not on hold.
Must not be opted-out or marked as "Do not email"
Must not be deceased

sjthespian

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Re: Varying recipient count with smart groups in CiviMail
May 31, 2012, 05:12:13 pm
I was wondering if it was excluding the bulk and no e-mail contacts in the output, I'll check it again tomorrow and see if the contents of the smart group and mailing count have changed.
Dan Rich <drich@lopsa.org>
    Director, LOPSA - http://lopsa.org/

nicol

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Re: Varying recipient count with smart groups in CiviMail
June 18, 2012, 02:51:52 am
Hi - did you ever manage to resolve this? I'm having the same problem -

384 members in a smart group, CiviMail setup says only 275 recipients set to receive it. Only 3 emails are set to 'do not email'.

krypto

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 05:13:23 am
We were having this problem too, and tracked it down to 'Do not trade'. This seems to block people from mass mailings - is it meant to?

nicol

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 05:19:34 am
That's a new one on me..

I should have updated this - with the help of Brian at LCDServices.biz we tracked the problem down to the 'do not email' field in the contacts table having a null value.. it should have either 0 or 1 but by including a profile form for mailing list signup as a check box ('I agree to receive future mailings') rather than   a yes/no radio button, we were filling our database with empty records which meant there was a miscount at mail time and these people never received any email.

Not sure if this is connected to your issue.

krypto

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 05:43:35 am
Ok belay previous message - just found someone for whom the do-not-trade trick doesn't work. So not sure what's happening there.

But, a quick SQL update on null do-not-emails has restored a bunch of them. Phew - thanks very much!

nicol

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 05:58:00 am
Cool. Maybe it would be good to have a check at mail send time for nulls in the 'do not email' column.. I have no idea how this could be set up tho as am not a developer.

Donald Lobo

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 07:05:07 am

the do_not_email column has a default of '0'

curious as to how it gets set to null

can you try to do a few quick tests and see if you can detect a pattern. I tried it via profile and it did the right thing (i.e. set it to 0)

lobo
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nicol

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Re: Varying recipient count with smart groups in CiviMail
March 19, 2013, 07:12:40 am
It was me making a custom field for do not mail for the signup contribution page.. I wanted to have checkbox for privacy settings:
 'click here if you do NOT want to receive any emails from us' - so that if let blank 'do-not-email' would be 0 and if ticked it would be 1

But if left blank it ended up being null, so I finally switched this to the standard radio button with text more like
 'we will send you emails, select no below if you don't want any' (yes/no)

I'm not sure if there's other ways this null thing could happen - it's perhaps more down to me misunderstanding how custom fields worked.
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