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Import Mailing List

How Tos (1)

You can find this section under Data Imports/Exports > Import Mailing Lists in the IRP Admin left navigation menu.

NOTE: The import process for products, stock attributes, customers, & mailing lists is largely the same; only the columns change. Therefore, you should reference the Import Products video.

You use this section to import mailing lists in bulk to the IRP. This is one of the most useful features in IRP as it allows you to import large numbers of email details effortlessly. All you need to do is complete a template file and then upload it to the IRP.

Note that the ‘email address’ column is required.

When you have completed the straightforward process of configuring the template, you can stage and upload the data with the click of a button.

The Import Mailing Lists screen appears as follows (note that if you have not already staged some data, only the top Upload and Stage Mailing List Import File section will be displayed):

Import Mailing List

As shown in the screen capture above, there are two tabs:

  • Import Mailing List: You use this tab to upload your completed mailing list file, stage the data and then import it to the IRP.
  • Create Template File: You use this tab to set up and download a template file for importing the mailing lists.

For more details, refer to the How To Import Mailing Lists article in this section.



How To Guides (1)

To import mailing lists in bulk, follow these steps:

First, create the mailing list template file:

  1. Go to Data Imports/Exports > Import Mailing Lists in the IRP Admin left navigation menu.
  2. Click the Create Template File tab.
  3. The Template File screen appears:
    image
  4. You can download either a custom template file or select the columns to appear in the template file:
    • Download Custom Template File: These template files contain the key fields associated with IRP mailing lists. Use the radio buttons to download a template file with your mailing list data in the columns or without your mailing list data (blank). Any data will come directly from your IRP. You can download the files in one of the following formats:
      • CSV (Comma Delimited Text File)
      • TSV (Tab Delimited Text File)
      • Pipe (Pipe Delimited Text File)
      • XLSX (Microsoft Excel 2007 - ) Note that, for files containing in excess of 20000 rows, it is often more efficient to use a flat file (.tsv, .csv or .txt) rather than a Microsoft Excel file.
    • Use the 'Date From' and 'Date To' boxes to restrict the file to only include records created during this date range.
    • Subscribed Addresses Only: (Available only when you choose 'With Data') Enabling this will ensure that only data wherein the email addresses are subscribed to the Mailing List is included in your download, otherwise all email addresses will be included in the download.
    • Email Profile: (Available only when you choose 'With Data') There are two options to choose from for the Email Profile:
      1. Include all Email Profiles in the download by selecting the option 'All Email Profiles'.
      2. Only include data with a specific Email Profile in the download by selecting the specific Email Profile.
    • Select Columns for Template File: You can customise these template files by selecting fields from the database tables. Alternatively you can check the Select All Columns box. You MUST include prerequisite fields in the file. Any data will come directly from your IRP. You can download the files in one of the following formats:
      • CSV (Comma Delimited Text File)
      • TSV (Tab Delimited Text File)
      • Pipe (Pipe Delimited Text File)
      • XLSX (Microsoft Excel 2007 - ) Note that, for files containing in excess of 20000 rows, it is often more efficient to use a flat file (.tsv, .csv or .txt) rather than a Microsoft Excel file.
    • Click the Download button when you are finished.
    • You can then edit the data in the file, as necessary, and save it for staging and importing.

Next, upload the mailing list template file and stage the data temporarily before fully importing it:

  1. Click the Import Mailing List tab.
  2. The Import Mailing List screen appears, as follows:
    Import Mailing List
  3. In the Step 1: Upload and Stage Mailing List Import File section, click the Browse button to find the file that you created earlier.
  4. Click the Upload and Stage button to upload the file to the IRP. You will be asked to confirm your decision. Note that, for files containing in excess of 20000 rows, it is often more efficient to upload a Flat File (.tsv, .csv or .txt) rather than a Microsoft Excel file.
  5. (Optional) Check the Skip Invalid Email Addresses button. If checked, any invalid email addresses in the uploaded file will be skipped, allowing the upload of the remaining valid email addresses to proceed. When not ticked, error validation messages will be generated for all invalid email addresses in the uploaded file.
  6. In the Step 2: Mailing List Import Options section, you can select from the following additional settings:
    • Click the Subscribe button on the right side of the screen if you want to associate the email addresses with any email profiles that you have configured in the system.
    • Check the Re-subscribe Existing Email Addresses to Selected Email Profiles box if you want existing entries within the uploaded file to be re-subscribed to any of the email profiles listed. Previous subscriptions will be removed.
    • Select a language from the Language drop-down list. If you didn't specify a language ISO in the uploaded template file, the language that you select here will be set against the imported mailing list entries.
    • Select a shipping country from the Shipping Country drop-down list. If you didn't specify a shipping country ID in the uploaded template file, the shipping country that you select here will be set against the imported mailing list entries.
    • Admin Users are required to enter Marketing Consent Notes when they are Bulk Importing Mailing List data and subscribing the Mailing Lists to active email profiles. (You are required to complete this to indicate how you are sure these people have granted you Marketing Consent under EU GDPR laws. If these people are not EU Citizens, you can simply say so in this field.) These notes will then be added to Mailing List Consent Data entries which will be created for each Mailing List being bulk imported. The Mailing List entries will also have their 'MarketingConsentGiven' value set to 'true' in this case..
    • The Staged Mailing List Data Analysis section shows summary details from the staged data set, as follows:
      • New Mailing List Entries shows the total number of mailing list entries that are in the data set that do not exist currently anywhere in the system.
      • Existing Mailing List Entries indicates the total number of mailing list entries in the data set that already exist in the system.
    • Right at the bottom of the screen, the Sample of Staged Mailing List Entries section shows the details from the staged data set. This includes all of the columns that you selected for the data set when you created the template.
  7. In the Step 3: Import Staged Mailing List Entries section, click the Import to Mailing List button to import and display the mailing list data on the IRP:
    Import to mailing list button

Note: for the Gender column, '0' means 'unspecified', '1' means 'male' and '2' means 'female'.


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