Discover Optimove's Batch Process – Optimove

The batch daily process is an automated workflow ensuring that Optimove is refreshed and ready for action. It runs through several critical stages—starting with data ingestion and ending with updated dashboards—each playing a key role in enabling data-driven marketing at scale.

How Can You Make Sure Your Site Is Up-to-Date?

Depending on whether you're using Classic Campaign Execution or Campaign Execution 2.0, you can check whether your site is fully updated in different ways.

For Classic Campaign Execution users: To check if your site is fully updated, click the menu on the top-right and confirm all three items—Data Updated, Campaigns Executed, and Analysis Completed—show green ✓ checkmarks.

For Campaign Execution 2.0 users: In the same top-right menu, you’ll see a dynamic widget that shows the last batch data update date and tracks real-time campaign progress. The widget displays the total number of campaigns scheduled for execution, their status, and how many have already been executed. The numbers are clickable and open Mission Control for more details.

Note: If the batch-data process fails, any campaigns scheduled after the expected batch end time won’t run, since they require up-to-date data.
If your data update is delayed, please notify us once the data is updated.

Campaigns will only run without updated data if “Run anyway” is enabled.

Daylight Savings Time

There are two important aspects regarding the batch-data process that you should take into account ahead of clock changes:

Optimove’s systems are aligned with the UTC time zone. As a result, our system will perform the batch-data process according to UTC time.
In case your batch-data process is set to a time zone other than UTC, the process's timing might be affected on the day of UTC’s clock change.

We recommend setting your batch-data process scheduled time to the UTC zone to avoid any potential issues. In case this is not an option, make sure to inform your CSM at least two weeks before the clock change, in order to ensure smooth operations.

The Flow That Keeps Your Data Up-To-Date

The flow chart below presents the primary phases included in the process:

ETL (Extract, Transform, Load)

This initial process starts by checking that all the data coming from your side is updated and ready to be imported. Once the data is ready on your side (typically early morning), the process imports the most updated data to a dedicated data warehouse on our side.

The length of the process varies and depends on the amount of data and schema structure.

Several validation tests, as follows, are done in order to minimize cases of missing data and discrepancies:

Validating that all the necessary data tables exist (as was pre-defined during the onboarding process).
Validating that all the data tables contain updated data – at least 1 new record in the table.
The number of records we received matches the expected number of records to receive (significantly higher or lower than your historical average). This test was designed to identify data discrepancies at an early stage and to alert accordingly. If the Customer table includes for example only 1 record instead of ~2 million records due to problems with the table export or upload, the process will fail and an automatic alert will be sent to the pre-defined distribution list.
Optimove uses built-in database functionalities to avoid data duplication.

If one of the validation tests failed, or there is a case of delay with the data upload/update, Optimove will send an automatic alert to the pre-defined distribution list (including your CSM).

Review possible failure scenarios of the ETL process and how you can solve them, in this article.

The success of this vital phase depends on both sides. We recommend setting up validations on your side as well.

Customer Data Update

Creating the Customer profile is the next step in the process. The Customer Profile (Customer 360) is an aggregated table that combines data from multiple sources and organizes it into a view where each row tells us the story of a single customer.

This includes updating all the customer attributes available on your Optimove site.

Parallel to the customer profile update, a daily snapshot is created. The snapshot contains additional calculations to track the daily changes made by each customer, which is used for campaign targeting and reporting.

Import and Segmentation

Once the customer profile is updated, it is imported to the Optimove database and segmentation can start. The segmentation in this phase models the customer data, combining all the relevant customer attributes into the different segments (Lifecycles, segmentation layers, and micro-segments).

Campaign Execution

Once all the data has been imported and the segmentation process was completed, customers are assigned to the defined target groups, created by the Optimove users, based on their updated data and the prioritization and exclusion rules set in Optimove.

Once all target groups are ready and updated, campaign execution begins, maintaining the target group’s priority defined by the user.

In addition, the campaign execution process collects metrics and customer responses for already-running campaigns and prepares this data for presentation in each campaign’s analysis report.

Reports Update

After these processes have been completed, a set of Optimove dashboards and reports are updated to present the most recent customer data and trends.

Optimove’s support team oversees and monitors the batch-data process in real-time.

A set of monitoring dashboards and alerts assist in the process. Aside from the automatic alerts, the team communicates with the relevant stakeholders on your side via support@optimove.com and with your CSM. Response times are immediate.