Segments are subset of contacts, based on certain criteria. In Microsoft Dynamics NAV we can make subgroups of targeted contacts by making use of the Segmentation functionality. But before we can create such segmentation, we need to check if we have sufficient information and parameters to base our segmentation on!

So, the question is what information can we use to make segments? Well, the good news is that in Dynamics NAV you can use nearly all the contact information to make your segments and some information holders are specifically designed to fulfil this function.

Contact – Segmentation Fast Tab

On the Segmentation fast tab of a Contact we can see:

  • Typical criteria that we us for segmentation of our company:
    • No. of Mailing Groups
    • No. of Business Relations
    • No. Industry Groups
  • Typical criteria specific to contact of type person:
    • No. of Job Responsibilities
    • Organisational Level Code
  • Exclude from Segment should be selected when you do not want the contact to be part of any segment.

Segment Criteria

Click Departments/Sales & Marketing/Marketing/Segments (or search for Segments and select the relevant link).

Let us check out an existing Segment “Increase Sale”. You will see that a number of contacts are part of this subset. Click Criteria to check the segment criteria.

Here you can see for instance, the Contact Business Relation is filtered on CUST and the list is further refined/reduced by adding another criterion.

Create Segments

Example 1

  • On the Segments page, click New to create a new segment.
  • Tab out of No. field to generate a new segment number automatically.
  • Enter a description, say “Learning Centers”.
  • Now, we can add contacts manually, however, that may take a lot of time. A faster way would be to use the Add Contacts batch job.
  • We would like to add contacts who have a specific Business Relation Code, say “Learning Center”. On the Add Contacts batch job, go to Contact Business Relation fast tab and specify the Business Relation Code, say “LC”. Click OK.

  • You will notice that one contact is added in the Lines. Why? because this is the only contact with Business Relation Code as “LC”.

Example 2

  • Create a new segment for “Marketing Responsible People”.
  • Click Add Contacts. This time go to Contact Job Responsibility fast tab and specify Job Responsibility Code as “MARKETING”.

  • Click OK. All the contacts with specific job responsibility are added.

Example 3

  • You can also combine criteria.
  • Let us say we would like to create a subset of contacts with country code as Canadian.
  • Create a New Segment named “Canada Customers”.
  • Click Add Contacts and specify the following criteria:
    • On the Contact Business Relation fast tab, specify Business Relation Code = CUST
    • On the Contact fast tab, specify Country/Region Code = CA

  • Click OK. Only those contacts are listed that align to this combination of criteria.

Removing Contacts

Once you have created a sub set of contacts, you may also want to remove certain contacts or refine the list of contacts. You can do this is the following ways:

  • Manually by removing from segment lines.
  • Automatically:
    • Refine Contacts by specifying which contacts to keep.
    • Reduce Contacts by specifying which contacts to remove.


Select the line that you want to remove, right-click on it and select Delete Line (Ctrl+Del).

Click Ok, on the confirmation dialog that appears:

Refine Contacts

With this function, you can specify which contacts you want to keep.

Let us open a Segment, which is based on a criterion where the Business Relation Code is “PRESS”.

We would like to further refine the contacts, by including Country Code, say “GB”. On the Segment card, click Contacts, Refine Contacts.

Specify the required filter and click OK.

The list is further refined as per the criteria.

Reduce Contacts

Let us say that we have a segment which contains a subset of contacts where the Business Relation Code is “CUST” (Customers), but what we initially wanted was that we only have those contacts who have salesperson code as “JR” (John Roberts).

As you can see, we have 84 contacts here with various sales person:

Click Contacts, Reduce Contacts.

Specify the relevant filter and click OK.

The result is that all those contacts who do not have the Sales Person Code as “JR” are removed, therefore giving us a reduced segment.

Reuse Segmentation Criteria

To speed up the process of creating Segments in Dynamics NAV, you can make use of the functions such as Save Criteria, Reuse Criteria and Reuse Segment.

Save Segmentation Criteria

To save an existing Segment Criteria, open the Segment Card and click Segment, Save Criteria.

Specify a Code and a Description to save the segment criteria.

Reuse Criteria

Create a New Segment and provide a Description.

Click Segment, Reuse Segment.

Select an existing saved criteria and click OK.

This will generate the segment based on the selected criteria.

Reuse Logged Segments

We can reuse logged segments as well. We usually log segments, when we are finished with the actions and we want to keep historical data for the segments.

Create a New segment.

Click Segment, Reuse Segment.

Select a logged segment and click OK.

This will generate the segment based on the selected logged segment.

About Paresh Sharma

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