Knowledge Base

Successful PR Work 2023 - A Step-By-Step Guide for the Media & PR Database

12/16/2021 | By: FDS

In this guide, we show you how to take the first steps in our media & PR database and find suitable media for your request. In doing so, we introduce you to the most important functions and best search strategies.

Read the quick guide & documentation of the most important functions here

Let's go!

First of all, it's time to get an overview.

First, start with the user area. Under "My Account" (, represented in the top right by the person icon, you can access the user account, where you can manage your data & orders, view & manage the search history, your favorites, watch list and "My Lists", change your password, log out devices, perform the data export in accordance with DSGVO and multi-user management (from variant Team).

1. Get an overview of the media included: Access to the media & PR database

Now you can familiarize yourself with the Media & PR Database. To access it, there are several ways:

- via the Mega menu in the menu item "Media & PR Database" (e.g. directly by media type)

- via the table Overview & Search (

- furthermore also via "My Account" (

2. Select filter criteria

Currently, about 20,000 media are included in the DACH region and 140,000 world wide. Therefore, it makes sense to filter the database entries via the search mask, e.g. by media type, location or tag/topic, in order to limit the number of search results. The following filter criteria are available for this purpose:

1. Keyword search, e.g. search in the title or one of 62 other media characteristics

2. Slect type /media type

3. Search in tag/topic

4. Select covered countries (optional)

5. Select covered languages (optional)

6. Search in location/p>

7. Search in Zip code

8. Search in county/canton

9. Searchin federal state

10. Search in country

11. Date added

12. Grouping options of the search results

13. Select number of results per page

14. Search in my lists (if you have created them)

15. Search in public lists

Additionally the following checkboxes are displayed to further filter the search results:

- in my favorites

- on my watch list

- with personal information

as long as this applies to at least one media entry at a time.

You can select as many features as you like and perform combined searches. However, please note that the loading time will increase slightly with each additional feature.

Search tip for finding and selecting appropriate media: Which media are thematically and geographically relevant? Which media type is particularly suitable for establishing contact?

The search results previously filtered by means of the filter criteria can also be sorted afterwards, e.g. in descending order by Twitter follower count, relevance/reach or another characteristic. For example, you can also have only media with Twitter profile, only media with Facebook page output, in order to select the media even more specifically and thus prioritize them for contacting.

Tip: Under "Settings" (gear icon), you can specify other individual settings such as preset number of search results per page and search options.

3. Put relevant entries on watchlist or create new individual lists

After you have gained an overview of the entries contained in the Media & PR database, you can set media entries to lists for the respective mailing, campaign or customer in order to export the contact data later (see point 6). However, you can also use the Note and Favorites icon on the left edge of the table for DeepL access to place individual entries on the Note or Favorites lists without further differentiation, or create them via a new list, name them individually, and add entries to a list individually or via bulk editing in the "Select actions for checked entries" drop-down menu on the left. Lists you create can be selected in the search screen and further filtered using other search criteria.

- Create your own lists (e.g. Campaign X, Mailing MM/YYYY, Customer Mailing Z)

- Select/call own lists

- Manage your own lists under "My account"

4. Find journalists on Xing or LinkedIn

With the Xing & LinkedIn search function, we have created a way to search for journalists of a media as efficiently as possible and thus potentially expand your contact network. In the media profile as well as in the tabular overview, you can search for the media entry on Xing or LinkedIn as well as directly with one click for the job title Journalist/Editor in the corresponding medium.

5. Deposit and manage own contacts in media profile, add contact details

In order to find personal contact persons in the media, the imprint of the respective provider is directly linked in the tabular overview as well as in the individual media profiles, with the help of which you can quickly find current contact persons in the editorial offices. Once you have found a relevant contact, you can add it via copy & paste (e.g. last name, first name including email address, phone number, Xing or Linkedin profile URL) in the respective media profile in the "Add personal information" field and thus save it centrally for later use.

6. Export email addresses and contact details

If you do not want to reach the media individually via the media profile, but you want to contact them with Outlook or your CRM, you can export the contact data of the editorial offices list-based. To do this, select the "Exort entries" option at the very bottom of the "Select actions for checked entries" drop-down menu (tabular overview). There are currently two formats available for the export. One is the CSV format, the other is the JSON format. If you need other data formats, you can always contact us.

7. Suggest changes or communicate improvement requests

Is your topic underrepresented in the database or missing a media? Write to us so we can have our crawlers custom search for your topics, keywords, or search combinations to potentially add more media that is right for you.

The FAQ page for the Media & PR Database with the most frequently asked questions can be found here.

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