Segment Rules

Segment rules let you define criteria that automatically group leads into named segments. Unlike the Analyze > Segments page (which shows segment membership and analytics), the Configure > Segments page is where you create segments and build the rules that control which leads belong to each one.

Understanding Configure vs. Analyze Segments

LeadVibe has two Segments pages that serve different purposes:

Page	Purpose	What You Do There
Configure > Segments	Define segment rules	Create segments, build rule conditions, preview membership
Analyze > Segments	View segment results	Browse segment members, analyze engagement, export leads

Think of Configure as "setting the criteria" and Analyze as "seeing the results."

How Segment Rules Work

Each segment contains one or more rules that define its membership criteria. A lead is included in a segment when it matches the segment's rules. Membership is dynamic -- as lead data changes (new events, updated profile properties, score changes), leads automatically enter or exit segments.

Rule Types

Segment rules can evaluate several types of data:

Rule Type	Description	Example
Lead Metadata	Match based on lead profile properties	Job title contains "VP"
Event Metadata	Match based on metadata from specific event types	Form submission where source equals "webinar"
Engagement Level	Match based on the lead's current engagement level	Engagement level equals "Hot"
Profile Level	Match based on the lead's current profile fit level	Profile level equals "Strong Fit"
Account Metadata	Match based on account-level properties (ABM)	Company industry equals "Technology"
Account Level	Match based on account score level (ABM)	Account level equals "High"

Rule Operators

Each rule condition uses an operator to compare values:

Operator	Description
Equals	Exact match
Not Equals	Does not match
Contains	Value includes the specified text
Starts With	Value begins with the specified text
Ends With	Value ends with the specified text
Greater Than	Numeric comparison
Less Than	Numeric comparison
Greater Than or Equal	Numeric comparison
Less Than or Equal	Numeric comparison
Is Empty	Field has no value
Is Not Empty	Field has any value

Level-based rules (Engagement Level, Profile Level, Account Level) support a limited set of operators: Equals, Not Equals, Is Empty, and Is Not Empty.

Logic Groups

Rules within a segment can be organized into logic groups that use AND/OR operators:

• AND: All conditions in the group must be true
• OR: At least one condition in the group must be true

You can combine multiple groups to build sophisticated criteria. For example:

Group 1 (AND):
  - Job title contains "Director"
  - Company size greater than 200

OR

Group 2 (AND):
  - Engagement level equals "Very Hot"
  - Profile level equals "Strong Fit"

This segment would include leads who are Directors at mid-size companies OR leads who are both highly engaged and a strong profile fit.

Creating a Segment

1. Navigate to Configure > Segments
2. Click Create Segment
3. Enter a name and optional description for the segment
4. Set the segment to Active (segments must be active to evaluate membership)
5. Click Save to create the segment

Adding Rules to a Segment

After creating a segment, click on it to open the rule builder:

1. Click Add Rule to add a new condition
2. Select the rule type (Lead Metadata, Event Metadata, Engagement Level, etc.)
3. For Lead Metadata or Account Metadata rules, select the field name from the dropdown (fields are populated from your configured mappings)
4. For Event Metadata rules, first select the event type, then choose the metadata field
5. For Level rules, select the level name from the dropdown
6. Choose an operator and enter a value (if applicable)
7. Click Save Rules to apply changes

Previewing Segment Membership

Before saving, you can preview how many leads match your current rules:

1. Click the Preview button in the segment detail view
2. LeadVibe evaluates all leads against your pending rules and shows the match count
3. Expand the preview to see individual matching leads

This helps you verify that your rules are not too broad (matching most of your database) or too narrow (matching very few leads).

Managing Segments

Editing a Segment

Click on any segment in the list to view and edit its rules. Changes take effect after clicking Save Rules.

Activating and Deactivating

Toggle a segment's active status to temporarily stop evaluating membership without deleting the segment or its rules.

Deleting a Segment

Click the delete icon next to a segment to remove it and all its rules. This action requires confirmation and cannot be undone.

Exporting Segment Leads

From the segment detail view, click Export Leads to download a CSV of all leads currently matching the segment. The export includes lead ID, alias, engagement score, profile score, account score, and creation date.

Best Practices

Name Segments for Action

Give segments names that describe the action they should trigger:

• "Sales-Ready Enterprise" instead of "High Score Big Company"
• "Re-Engage Dormant" instead of "Low Score Old Leads"
• "Webinar Follow-Up" instead of "Webinar Segment"

Start with Score-Based Segments

Begin with simple engagement level segments to get immediate value:

Segment Name	Rule
Cold Leads	Engagement Level equals "Cold"
Warm Leads	Engagement Level equals "Warm"
Hot Leads	Engagement Level equals "Hot"
Sales-Ready	Engagement Level equals "Very Hot"

Then layer in profile and account attributes as you refine your model.

Keep Segments Actionable

Every segment should map to a specific action your team takes. If a segment does not drive a decision or workflow, it adds complexity without value.

Monitor Segment Sizes

• Segments matching more than 50% of your leads are probably too broad
• Segments matching fewer than 1% of your leads may be too narrow
• Aim for segments with 5-20% of your lead database for the best balance

Combine with Triggers

Use segments alongside Milestone Triggers and Sequence Triggers for maximum automation. Segments define "who," while triggers define "what happens next."

Troubleshooting

Segment Shows Zero Leads

• Check that the segment is set to Active
• Verify that rules use field names that match your configured mappings (field names are case-sensitive)
• For Event Metadata rules, confirm that the specified event type exists and has been ingested
• For Level rules, verify that engagement or profile levels have been configured in Configure > Levels

Segment Includes Unexpected Leads

• Review logic groups carefully -- OR groups expand membership while AND groups restrict it
• Check that operators match your intent (e.g., "Contains" is broader than "Equals")
• Use the Preview feature to test rule changes before saving

Lead Metadata Fields Not Appearing in Dropdown

• Lead metadata field options are populated from your profile mappings. Navigate to Configure > Mapping > Profile to set up mappings first
• Account metadata fields come from account mappings at Configure > Mapping > Account

Related Pages

• Analyze Segments -- View segment membership and analytics
• Mapping -- Set up profile and account field mappings (required for metadata-based segment rules)
• Levels -- Configure engagement and profile levels used in level-based segment rules
• Triggers -- Automate actions when leads match specific conditions