AVI & TM Management

This page manages two separate processes that run every month to re-engage passive subscribers — people whose subscriptions have lapsed. Both use the same underlying data source (Engage BI) but go to different places.

AVI — Physical mail via MailIt

• Targets subscribers passive ~60 days
• CSV includes personalised OCR payment numbers and campaign offer prices
• Files are pushed to MailIt's SFTP server on the 22nd
• MailIt prints and sends physical mail pieces

TM — Telemarketing via Stellar

• Round 1: subscribers passive ~90 days
• Round 2: subscribers passive ~120 days
• CSV is contact info only (name, phone, address)
• Files are written to a shared folder Stellar polls on the 20th — no push needed

Where the data comes from

Subscriber data is pulled daily at 7 AM from Engage BI (Redash query 3475) and stored locally. The export functions read from this local store — so you always have up-to-date data without needing to wait for a fresh fetch before each export. You can also trigger a manual fetch anytime using the Fetch from Engage BI button at the top.

Which export button do I use?

For normal monthly runs, always use Export AVI Lists (AVI tab) and Export & Publish to Stellar (TM tab) — these use the live Engage BI data and the payday logic. The separate Export with OCR button works off older Dotdigital-webhook data and is only for special cases — ignore it unless you've been told otherwise.

Quick glossary

Passive subscriber
LAST_VALID_TO
Segment
OCR number
MailIt
Stellar
JJ / FJ / JF

Why payday matters

Swedish payday is the 25th of each month. The goal is to put an AVI letter or TM call in front of a lapsed subscriber on payday — when they're most likely to act. That means exporting a few days before the 25th, not on it.

The "next payday reference" explained

Instead of asking "how many days passive is this subscriber today?", the system asks "how many days passive will they be on the next payday?"

Today: April 20 → next payday: April 25

Subscriber last_valid_to: Feb 24

Today → 55 days passive ✗ would be excluded with "today" logic

April 25 → 60 days passive ✓ included in AVI segment

The segments are designed with 31-day windows (one full month wide) so no one falls through the gap between monthly exports. A subscriber who was just 1 day short of the AVI threshold last payday will be 31 days further along by next payday — still within the window.

Segment	Window (by next payday)	Target
AVI	60 – 91 days passive	Physical mail
TM Round 1	91 – 122 days passive	First call
TM Round 2	122 – 153 days passive	Follow-up call
TM Long passive	153+ days passive	Long-lapsed

You can adjust the payday day (default 25) in the Engage BI header at the top. You can also edit segment boundaries in the Segment Configuration on each tab.

The AVI workflow runs automatically on the 22nd of each month but can also be triggered manually at any time.

1

Keep campaign offers up to date

In the Active Campaign Offers section, set the offers you want to include in this month's mailing for each publication (JJ, FJ, JF). You can have up to 3 offers per publication. Each offer gets its own OCR payment number column in the CSV. These persist month to month — only change them when the offer changes.
2

Export AVI lists

Click Export AVI Lists (AVI tab). Choose the month (defaults to current month). The system reads all subscribers from Engage BI, selects those in the AVI segment (60–91 days passive by next payday), and generates one CSV per publication — e.g. passive_JJ_avi_60_days_2026-04.csv. Each row includes name, address, and personalised OCR numbers for each offer.
3

Upload to MailIt

Click Upload Files to MailIt. This pushes the CSV files to MailIt's SFTP server. Make sure the SFTP configuration is set up under SFTP Upload to MailIt. This also happens automatically on the 22nd at 6 AM.
Verify: check Recent Upload Logs — each file should show a recent timestamp and a success status.
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If you change offers mid-month

Update the offers, then use Re-Export (Update Offers) in the Passive Subscriber Lists section. This regenerates the CSVs with the new offer prices and OCR numbers, then re-upload to MailIt.

Note on the two export buttons: The Export with OCR button in the Passive Subscriber Lists section works with the webhook-based data (subscribers Dotdigital sent via webhook). The Export AVI Lists button works with Engage BI data and uses the payday-aware logic. For most months you'll use the Engage BI export.

The TM workflow runs automatically on the 20th of each month. Stellar picks up the files — no manual upload step needed.

1

Ensure Engage BI data is fresh

Data is fetched automatically at 7 AM every day. The Next payday reference at the top shows when the current data was last fetched. If you want a fresh pull before exporting, click Fetch from Engage BI at the top of the page.
2

Export & Publish to Stellar

Click Export & Publish to Stellar in the TM tab. Choose the month. The system generates one CSV per publication per TM segment — e.g. tm_JJ_tm_round_1_2026-04.csv. Files are written directly into the Stellar shared folder. Stellar polls this folder automatically — there is no separate upload step.
3

Verify files in Stellar folder

The Files in Stellar Folder section shows exactly what Stellar can currently see. Check file sizes — a very small file (under 1 KB) likely means no subscribers matched that segment this month.

How the TM segments work: A subscriber gets into TM Round 1 when they're 91–122 days passive by next payday. The following month, if they didn't resubscribe, they'll be at 122–153 days and fall into TM Round 2. This is automatic — the segments are evaluated fresh each month.

Most of this runs itself. Here's the full monthly timeline:

Every day
7:00 AM

Engage BI fetch — pulls latest passive subscriber data from Redash query 3475 and updates the local store.

20th
6:00 AM

TM export → Stellar — generates TM CSVs for all segments and writes them to the Stellar folder. Stellar picks them up automatically.

22nd
6:00 AM

AVI upload → MailIt — uploads AVI CSVs to MailIt's SFTP server. MailIt prints and sends physical mail around payday.

25th

Payday — subscribers receive AVI letters. TM agents call subscribers who haven't reactivated.

Changing the schedule

The automatic export days are set per section:

• AVI upload day: AVI tab → "Monthly Upload Day" → Save → restart required to activate
• TM export day: TM tab → "Monthly Auto-Export Schedule" → Save → restart required to activate
• Payday day: Engage BI header → "Payday: day __ of each month" → Save (takes effect immediately on next export)

A service restart is needed when changing upload/export days because the cron schedule is loaded once at startup. After saving, ask your admin to run: sudo systemctl restart sync-monitor

Monthly routine (manual run)

If you're letting the automatic schedule do the work, you only need to spot-check. To run a month by hand, follow this order:

Confirm Engage BI data is recent — the Engage BI panel at the top shows the last fetch. If stale, click Fetch from Engage BI.
AVI: review Active Campaign Offers → Export AVI Lists → check the file counts look right → Upload Files to MailIt → confirm in Recent Upload Logs.
TM: Export & Publish to Stellar → confirm files appear in Files in Stellar Folder with sensible sizes.
Sanity-check the counts (see below) before considering the run done.

Before you trust a run — sanity checks

• Row counts are in the same ballpark as last month. A sudden 10× jump or drop means something's off — don't upload, investigate first.
• These lists are passive subscribers only. If you spot a name you know is currently an active subscriber, stop and flag it — the data should never contain active subscriptions.
• A file under ~1 KB usually means no subscribers matched that segment this month — that can be normal, but worth a glance.

Troubleshooting

Export produced 0 rows / no files	Engage BI data may be empty or stale — run Fetch from Engage BI. Also check the segment day-ranges in Segment Configuration.
Upload to MailIt failed	Check the SFTP config under SFTP Upload to MailIt (host, username, key/password) and that the server is reachable. The error appears in Recent Upload Logs.
Stellar folder is empty after TM export	Check the TM export ran without error and that TM segments are enabled. TM writes files directly to the folder — there's no separate upload to retry.
Wrong OCR / offer prices in AVI	Update Active Campaign Offers, then use Re-Export (Update Offers) and re-upload.
Schedule change didn't take effect	Upload/export day changes need a service restart (see Automatic schedule). Payday day takes effect immediately.

Engage BI — Passive Subscriber Data

AVI Segment Configuration

Active Campaign Offers

Dotdigital Webhook Lists

Export AVI Lists (from Engage BI data)

AVI CSV Files

SFTP Upload to MailIt

Select Lists to Upload

Recent Upload Logs

Sent History — AVI

TM Segment Configuration

Export TM Lists → Stellar Folder

Files in Stellar Folder (what Stellar currently sees)

Monthly Auto-Export Schedule

TM Export Logs

Sent History — TM