Importing Contacts

Overview

Before you can start sending emails and SMSes, you need to import your contact database into the system.


You can import your contacts from the following sources:

  • From your computer.
  • Copy and paste small numbers of contacts into the text box provided
  • From an HTTP, FTP, or SFTP server.
  • From an online service such as Salesforce, Shopify or Google Docs.

Preparing Your Contacts

If you're going to import your contacts from an Excel spread sheet, we recommend that you first take the following steps to prepare the data:

  1. Organise your data so that each field has its own column (email address, name, surname, etc.).
  2. Make sure each contact's details are captured in their own row.
  3. Fix incorrect email addresses before doing the import (e.g. 'nmae@example.com' is probably incorrect and should be changed to 'name@example.com').

You can also download the Import Example File if you get stuck.

The system has basic fields already (e.g. name, surname, email address), but if you have unusual fields (e.g. your contact's shoe sizes) you'll need to Create a Custom Field for shoe size before starting the import. You won't be able to complete the import if you don't have a valid field to assign to each field in your contact data.

Once imported, contacts are stored in the system in lists which are basically spread sheets housing each contact's details.

Step 1: Select Import Type

To start importing contacts, go to Contacts > Import and then click the New Import button. Click the icon for the source of your import. We will cover each of these options in detail below.

 

 

Upload

Use this option when you have a database of contacts on the computer you are working on. We support TXT, CSV, XLSX and XLS file formats.

  1. Click the Upload icon.
  2. Click the Browse button.
  3. Browse to your file and click Open.
  4. Proceed to Step 2: Field Mapping

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You can download the Example file to see what your Excel file needs to look like.

Copy & Paste

If you only have a small number of contacts to import, you can use the copy and paste function to manually add your contacts. Make sure that each email address is on its own line. If you want to include properties for contacts you can do so using commas to separate the properties.

  1. Click the Copy & Paste icon.
  2. Copy and paste your contact's details from a comma separated text file. Ensure each row is copied and pasted separately on a new line.
  3. Click Next to move on to field mapping.

importscopypaste

You can include column names in the import by pasting them into the first row, and our system will use them to map your data. Download the example file linked above to see how the column names should be formatted. These names the names of your fields, including any custom fields you may have set up before starting the import.

Server

You can upload from an HTTP, FTP, or SFTP file server. For files hosted on an HTTP server, paste the URL into the field provided. If your file is hosted on an FTP or SFTP server, enter the server URL, username, password, and file name when promoted to.

Once you have uploaded from the server you have the following options:

  1. Set contacts to unconfirmed on import and send a confirmation mail.
  2. Update all existing contact details in the system with the imported data.
  3. You can also schedule the import by date and set a recurrence date for when the file will be imported again.

importfromserver

Service Integration

Follow these steps to import a list of contacts from a web-based service such as Google, Salesforce or Shopify:

  1. Click the logo of the service you want to use,
  2. A pop-up window will open asking you to verify that you want to allow the system to access your selected account.
  3. Once you've allowed this connection check the appropriate checkboxes of the details you want to import.
Each Service uploads the information uniquely. Follow the steps for your chosen service.

Once you have uploaded from the selected service you have the following options:

  1. Set contacts to unconfirmed on import and send a confirmation mail.
  2. Update all existing contact details in the system with the imported data.
  3. You can also schedule the import by date, and set a recurrence date for when the file will be imported again.

Once you have specified the source for your import, click Continue to move on to step 2.

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Step 2: Field Mapping

In this step, you tell Everlytic which field it must apply to each column of your data. If the wrong field has been applied, you can change it by clicking the drop-down menu and choosing the correct one. A column will be excluded from the import until you allocate the correct field to the data.

The system will display the number of rows there are, the number of matched columns, and the total number of columns. If your first row is made up of field names, use the "Import first row" radio button to unmap it. It will not be imported.

 

If you include a field (eg. Mobile Number) but some of your contacts don't have info in that field, they will be excluded from the import. Also, if you use a company's landline number for multiple contacts, and designate it as a mobile number, they will be tagged as duplicates and also excluded from the import. This happens because Mobile Number is treated as a unique identifier by the system. 

Advanced Options

If your data uses something other than commas to separate fields, you can select a new delimiter from the drop-down menu in the Advanced Options section.

If you have a custom ID that you want to use to identify your contacts, you'll need to create a custom field before you start the import. You can then assign it to your data in this step. Once you've created the custom field, check the Update with my own custom ID checkbox, and choose the relevant field from the drop-down menu.

Importing With a Unique ID

You can import your customers using your own unique reference number as the contact reference in the system. You’ll be able to search the database, view contact reports, and update contact details using this reference number.

You will have to create a custom field for the unique identifier before starting the import.

Follow these steps to use a unique identifier:

  1. Select My Unique ID in the Advanced Options>Update Using panel.
  2. Select the column that contains your identifier from the drop-down box.

Once you're happy with the fields assigned to your import, click Continue.

importuniqueid

Importing Multi-Value Custom Fields

You can now import contacts with multiple-value custom fields. These fields must exist as custom fields, set to Multiple Value, before they can be imported with your contact. Use the sanitized name found under Custom Fields as the import values. You can comma separate them to apply more than one option.

In the import document, each multi-value option must have it's own column. Before importing, set the value in the file to either On/true for true, or Off/false for false.

import-customfield

Step 3: List Selection

You can add your contacts to an existing list by checking the checkbox next to that list's name in the table. You can also create a new list by clicking Create List. A modal will appear where you can enter the details for your new list:

  1. Enter the name of the new list.
  2. Enter the email address for the system to send list reports to.
  3. Enter the Owner Name
  4. You can also add the new list to a list group if you want to. Select the list group from the drop down.
  5. Click Create List.

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Step 4: Import Options

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In this section, you have the option to:

  1. Set contacts to unconfirmed on import and send those emails a confirmation mail.
  2. Update all existing contact details in the system with the imported data.
  3. You can also send a progress email to an email address of your choice.

Step 5: Confirm Import

Review the import settings such as the import type, file name, columns mapped, list selected, options used, and if you need to, set any scheduling. If you notice any errors you can return to a previous step by clicking the Back button.

importconfirmation

If you go back to the first step, all your changes will be lost and you'll have to start again from the beginning.

Check the checkbox to confirm that your list is permission-based and does not contravene the system's anti-spam policy.

Once the settings are correct, click Start Import.

The final import screen will let you know how your import is going. From this screen you can also see the Import History, Lists, and Contacts.

When you click Start Import, your import goes into a queue and you can carry on with other work in Everlytic (such as composing an email campaign). You'll receive a notification email once the import is complete. This email will have a summary of how many contacts were in the import, and how many were excluded due to errors or duplication.

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Reports

Once you have imported your contacts, you can view statistics on the Import listing page.

Click the name of the import, and the stats will open on the right of the page.

  • Total: The total number of contacts imported.
  • New Contacts: The number of new contacts imported into the system. This contact is new to the entire database and does not exist anywhere else.
  • Existing Contacts Updated: The number of existing contacts updated with the import
  • New List Subscriptions: The number of contacts newly subscribed to a list.
  • Failed: The number of failed imports.
  • Duplicates Removed from File: The number of duplicates present in the import that have been removed.
Import files expire after 30 days and cannot be edited. Scheduled imports will not expire.

You can export lists of the duplicates, failed, and fixed domain contacts. Click the tab, and then click  Export. The whole list will be exported in .CSV format.

You can then make any corrections you need to, and re-import the corrected .CSV list.

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