Adding contacts - Cyberimpact

Adding contacts
Last update: February 7, 2019, 8:38 AM

Do you want to:

How to manually add a single contact?


If you only have one or a few contacts to add in your account, this option is the more appropriate.

In order to do so:

  1. Click the « Add contact » icon from the quick access menu on the side bar or choose « Contacts » then click the « Add contact » button on the top right of the screen.



     
  2. In single contact, click the « Add contact » button.


     
  3. Enter the necessary information in the « New contact » form. Note that only the email address is mandatory. The other information are optional.
     
  4. Select at least one group to assign your contact to. If the group hasn’t been created yet, you can create it at this step by clicking the « Create a group » button, under the « Target Group(s) » section.

    Note: it’s not mandatory to assign your contact to a group. However, you won’t be able to write to your contact as long as they remain ungrouped. Click here to learn more about ungrouped contacts.


     
  5. Enter the consent information for your contact. Completing this section will allow you to use our consent management tools to their full potential and help you conform to CASL more easily.

    Choose the source of consent which represents more accurately the way you obtained your contact’s consent. Click here to get more information about the different sources of consent.

    Consent date: write down the date on which you obtained your contact’s consent. For example, the consent date for an active client would be the date of their last purchase.

    Consent proof: Write down a reminder of the consent proof for your contact. For example, it could be the invoice number of your active client.

    If you don’t have these information, leave the consent to « Not Specified ». You can update these information later.


     
  6. Click « Save » at the bottom of the page to add your contact to your account.
     

The contact I want to add already exists in my account…what do I do?


The system will let you know if the contact you’re trying to add is already in your subscribed contacts. Simply click « View the contact » in the warning message to access the contact's details. From there, click the « Edit » button to modify, if needed, the target groups for your contact or update the general information about your contact. Note that, even though an email address can only be associated to one contact, your contacts can be associated to as many groups as you need.
 
 
If the address you’re trying to add is recognized as an unsubscribed contact, you’ll be able to see the contact’s details but won’t be able to reactivate the address yourself. However, you contact can be added again by subscribing through a double opt-in sign up form generated in your account.
 
 
If the contact you’re trying to add has been recognized as an incorrect address, this means that you’ve written to that address in the past and we obtained a permanent bounce for this address. We suggest you validate this email address. Click here to know more about incorrect addresses.
 

How to import a list of contacts


Importing a list is the fastest way to add several contacts at once.

Before starting your importation, we invite you to take a look at some of our most frequently asked questions about the process. You’ll find them in this article, by clicking here.

Here's how to import your contacts:

  1. Click the « Add contact » icon from the quick access menu on the side bar.



    Or choose « Contacts » then click the « Add contact » button on the top right of the screen.


     
  2. Under « Contact lists », click « Import list ».



    STEP 1: Select the contacts to import
     
  3. Select the contacts to import. There are three ways you can proceed.



    1 - Copy and Paste data from an Excel spreadsheet from an .xls, .xlsx or any other table software.

    Open your contact file in a software like Excel. Select all the necessary columns and copy them. (Make sure all your contacts are separated in your different columns). Once your information is copied, click in the grey rectangle under « Import contacts » and paste your data. Download a sample file here.

    2 - Drag and drop a CSV, TSV or TXT file in the grey rectangle under « Import Contacts ».

    3 - Click the « Select a file » button to go to your computer and select a CSV, TSV or TXT file.

    Note: For the second and third method, your column delimiter should be automatically detected when you upload your file. If an error occurs or if your data is unreadable at the following step, pay attention to your file format. Please note that it is not possible to drag and drop or select an XLS or XLSX format file, instead copy and paste the contents of your spreadsheet (see Method #1).

    Your contacts are still in your email software and you don’t know how to obtain them? Click here for help.

    To know the type of information you can import and the required formats, click here.



    STEP 2: Activate and identify the columns you wish to import
     
  4. Activate every column containing data you wish to import. Active columns have a blue switch. To activate a column, flip the switch and/or choose from the dropdown menu the appropriate field corresponding to the data in your column. Move the cursor from left to right to see the available columns. Columns left inactive will not be taken into account in the importation process.

    If your file starts by a line containing column titles, the system may automatically detect the names of certain fields. The columns whose title is recognized are then automatically activated for the importation process and are assigned to the detected field.

    The number of active columns, along with the total number of columns will be displayed over the data preview. Click « Display active columns only » to only display active columns.



    Columns left inactive (grey switch) will not be taken into account in the importation process.

     
  5. Make sure all active columns are associated to a contact detail field.  Active columns that aren't assigned to a field have a yellow switch. To assign a column to a field, open the dropdown list at the top of the column's data preview and select the appropriate field.



    Note that a field can’t be associated to more than one column. Fields already associated to a column will have an asterisk (*) after their name in the dropdown menu.


     
  6. Deactivate, if need be, columns you don’t want to import.
     
  7. Click the "Next" button.

    STEP 3: Add the consent information for your contacts
     
  8. Choose a consent source from the dropdown menu.



    The choice of the consent source helps identify how you obtained the consent of your contacts and determine whether you have an implied or express consent with them. Depending on your choice, the system will automatically add the necessary information in regard to CASL to your contacts. This will also allow you to use our consent tools to their full potential. Click here for more information.

    Ideally, we suggest to import your lists based on the consent source. If this information is unknown or you simply don’t wish to complete this step right away, choose the « Not Specified » to go forward with your importation. It’s possible to come back later and update the source of consent for your contacts.

    To get a better understanding of the different consent sources available in your account, download our PDF guide by clicking here.
     
  9. Write down, if applicable, a default consent date and proof for the contacts in your list who may not have one.
    To do so, check the box "I want to indicate a default date / proof of consent..." and enter the appropriate information.

    This can be useful when your contacts share a date and proof of consent to avoid having to add the information manually into your import file. For example, you had a booth at a trade show and participants filled paper coupons to sign up for your newsletter. The default consent date could, in this specific scenario, be the date of the event and the default proof could be something like "Coupon for the newsletter subscription, filled during the _NAME_OF_YOUR_EVENT_". Don’t forget to preciously keep your entry forms!
     
  10. Click the "Next" button.

    STEP 4: Select the appropriate group(s) in which your contacts will be added in the importation process and an option for the update of existing contacts.
     
  11. Select in which group(s) to add your contacts.

    If the group in which you wish to add the contacts doesn’t exist yet, you’ll be able to create it at this step. Click on « Create group ». Name your group and click « OK ».  Your newly created group will be automatically selected for the importation.



    It’s possible to not select a group during the importation process. If no group is selected, contacts who don’t answer to a dynamic group criteria will be added as ungrouped contacts. You won’t be able to write to these contacts as long as they won’t be associated to a group. If your file contains existing contacts, they will remain in their actual groups. If you have dynamic groups, contacts who meet your criteria will be associated to the appropriate groups.
     
  12. Select an option regarding the update of existing contacts. Click « Learn more » on the right of the choices to get more details on the different actions.

    If it’s your first importation, you can select « Yes ».

    What is considered an existing contact ?


     
  13. Click the « Import » button. You can continue working during your importation.

    Note: If the number of new contacts added to your account exceeds your contact plateau allowed in your current plan, a window will open on your screen asking your approval to complete the importation. If you accept the new fees, the importation will move forward normally. If you refuse the changes in prices, your importation will simply be cancelled.



    STEP 5: Check your importation result
     
  14. Once the importation is completed, a report will appear on your screen. You’ll be able to see your importation result.



    The added emails are the number of new subscribers that have been created at the end of the importation process. These addresses did not currently exist in your account. They have been added to the selected group(s).

    Contacts recognized as existing emails were already part of your subscribers list before your importation began. They have been added to the selected group(s), except if you chose the option #3 (no, only add new contacts) in the update contacts section. In that case, they have been ignored during the importation process.

    Pay special attention to invalid lines because they are contacts that couldn't be imported. It's often due to the fact that the required format of a field hasn't been respected (for example, wrong date format: dd/mm/yyyy instead of yyyy-mm-dd), to a syntax problem in the email address (for example, the @ was missing) or its complete absence (the email address is required). Click the number to the right of the invalid lines to view them and find out why they weren't imported. If necessary, correct these lines and re-import them. Need help to fix your invalid lines?  Click here.

    You can also see the list of email addresses recognized as part of the list of unsubscribed or incorrect addresses in your account by clicking on their respective number. These contacts are automatically ignored during the importation process and haven't been added to the selected group(s).

    Total of contacts added to your group(s) is less than the number of contacts in your importation file ? Click here to find out why.
     
There, all done! We suggest you double check in your groups in order to make sure your importation gave you the expected results.

Frequently asked questions regarding importation

What type of files can I use to import my contact list?


Your contacts need to be in one of the following file formats:

  • XLS, XLSX or any other table software
  • CSV (Comma-Separated Values)
  • TSV (Tab Separated Values)
  • TXT (text file)

You’ll find help to export your contacts from your email software by clicking here.

What kind of information can I import and does it need to follow a specific format?


You can click here to download a sample file.

Your file needs to have only one email address per line. The email address is the only mandatory information.

There is no specific order in which you have to present your data, nor a specific number of columns to have. You’ll have the opportunity to associate the correct field with the data you import during the process, therefore it doesn’t matter if your email address is in the first column or the last of your file, since you’ll be in charge to let the system know what your column contains.

Here is a list of all the fields you can associate your data to:

Note that some fields do have a format you need to respect! They will be in red. If the format is not respected in your file, this will result in invalid lines in your importation report.

  • Email

    This is the only mandatory field.
     
  • First name
     
  • Last name

    Pro tip: If you have first and last names in the same column, we strongly suggest to separate them into different columns to import the information in the correct fields. This will make personalization of your emails easier. Click here to read how to separate your data in Excel.
     
  • Language

    Here are the formats accepted for the « language » field:
    - French: fr, fr_ca, fr_fr, french, français or francais
    - English: en, en_ca, en_us, english or anglais

    Note that if your data is in any other format in the « language » field, your importation will fail and result in invalid lines in your importation report.

    Pro tip: It’s recommended to segment your contacts based on their preferred language. It will be easier for you when mailing time comes if you have a bilingual clientele. For more information about the language of your contacts vs your mailings, click here.
     
  • Gender

    Here are the formats accepted for the « Gender » field:
    - Woman: f, female, woman, femme, fille, madame, Mrs., Mme, Ms., Madam or Mlle.
    - Man: m, male, man, h, homme, garçon, gars, monsieur, M., Sir, Mr. or Mister.

    Note that if your data is in any other format in the « Gender » field, your importation will fail and result in invalid lines in your importation report.
     
  • Birthdate

    The date of birth needs to follow this format YYYY-MM-DD.
     
  • Postal code

    Postal code must not have more than 10 characters.
     
  • Country

    To add the country in the default « Country » field, you must use the ISO 3166-1-alpha-2 code with two characters.
     
  • Company
     
  • Note
     
  • Consent date

    The consent date needs to follow this format YYYY-MM-DD.

    What is the consent date? It simply is the date on which you obtained consent for your contact. For example, the consent date of a client could be the date of the last purchase or the end of a contract.
     
  • Proof of consent

    What is the Proof of consent?  The proof of consent is simply a reminder of how you obtained consent from your contact. The proof can also be a reminder as to where you physically met the person or refer to your physical proof of consent.
    For example, it could be the last invoice number or the contract number for an active contact.
     
  • 5 fields you can customize

    There are 5 custom fields in the contact details you can use to add information to your contact details tailored to your needs. To determine what your fields will be used for, we strongly suggest you personalize the labels before your importation. Click here to learn how to.
     

Do I have to include a line including the title of my columns at the start of my file?


No, it’s not necessary to include a title line. It could, however, make your job easier and your importation faster if you have one because our system is able to recognize some titles. In that case, the system will automatically assign the correct field to your column. For example, if your column is titled « Date of birth », It will automatically be assigned to the « Birthday » field.

How to segment my contacts before my importation?


There are quite a lot of ways you can segment your contacts. Some clients like to segment their contacts by languages, interests, where they live, etc. Keep in mind the contacts in your file will be added to the selected group(s) during your importation. These groups will then be used to send out your mailings. Mailings sent to a well segmented list will always yield better results.

What do I need to know about importation and my contacts consent?


Click here to download our PDF guide to help you prepare your list for CASL.
 
Segmenting your contacts based on the consent source is a great way to prepare your importation. To get more information on the different consent sources available, click here (see consent sources including « Importation » in the title).

In the importation process, you’ll be invited to select a consent source applicable to the entirety of the contacts in your file. The source indicates how you obtained your contact’s consent and allow us to determine if it’s Implied or Express.

If the contacts in your file come from different sources, don’t possess the consent source at the moment of your importation or simply don’t want to add this information at the moment of your importation, you can select « Mixed list » or « Not specified ». It will be possible for you to add this information at a later date by importation or manually. Meanwhile, your contact’s consent will be considered « Implied ».

It’s also recommended to import the consent date along with the proof in order to really complete the consent portion. This information is very useful to help determine the expiration date of your contact if applicable depending on their consent source.

While it’s not mandatory to complete the information regarding the consent of your contacts, we strongly recommend you do in order to be able to use our consent management tools to their full potential. It would make it more effective, for example, if you wish to use our consent campaign scenarios, the monthly consent expiration report or simply the consent confirmation blocks.

What do you mean by « Existing contact »?


An existing contact is simply a contact that is already part of your subscribed contacts.

It can mean:

  • A contact already in the group(s) selected during the importation process;
  • A contact already in another group then the group(s) selected during the importation process;
  • A contact already in your subscribed contact that wasn’t associated to a group (ungrouped contact).

In your account, every email address has their own contact details section. Therefore, no matter in which group you access the address, it is always the same details.

Can there be duplicates in my contacts, groups, mailings or invoice?


1 email address = 1 contact

Contact management

The answer is no. There simply can’t be more than one contact for the same email address. There will never be a duplicate in your subscribed contacts (see Contacts menu > Subscribed tab), so fear not. It’s, however, possible for a contact to be associated to more than one group. That's why if we add up the total contacts of each group, the result may well exceed the total of "Subscribed contact in groups" (see Contacts menu > Subscribed tab > Grouped number (between the brackets)). 

Groups management

If a contact is already in the group selected for your importation, your contact won’t be added a second time. Information in the contact details will be updated if the appropriate update option was selected during the importation process (option 1 at the « Update contacts » step).

If a contact isn’t part of the group selected during the importation process but already belongs to other groups in the account, it will be added to the selected group and will remain in the group he was previously associated to.

If, however, you choose to only import new contacts (third option at the « Update contacts » step of the importation process), contacts that are existing contacts in your file will be ignored and won’t be added to the group selected during the importation process. If they already belonged to the selected group, they will remain in it.

Mailing management

When scheduling a mailing and selecting more than a target group, the system will verify the recipients list and will make sure we only send one copy of your email to each of them. This is a complicated way to say that if a contact belongs to several groups selected in the same mailing, the system will make sure they only receive your email once.

Note that the groups need to be selected in the same mailing. If you schedule separate mailings for each group, our system will not be able to make sure no duplicates are sent.

Invoicing management

Each different email address is a contact. Contacts count once in your plan, no matter how many groups they belong to. You can segment your groups freely without a fear of your invoice blowing up.

Can I reactivate an unsubscribed or incorrect address by mistake?


It’s impossible to reactivate these type of contacts during the importation process. These type of addresses are ignored in the importation process, thanks to our system validating these addresses during the importation process. You can see the list of the addresses recognized as unsubscribed or incorrect by clicking the appropriate number in the importation report.

To learn more on incorrect addresses, click here.

Why are some of my groups missing in the groups I can choose from in the importation process?


Dynamic groups can’t be selected during the importation process as it’s impossible to manually add contacts to this type of group. To be added to a dynamic group, your contacts simply need to respond to the group criteria. It’s possible to import contacts without specifying a group. If, after they’re added to your account, they respond to the criteria of your dynamic groups, your contacts will automatically be added to them.

The total of contacts added to my group after the importation is lower than the number of contacts I have in my file…why?


A few reasons can explain why the numbers in your file and in your group can differ:

  • There were duplicate addresses in your file. Our system filters duplicates and while they may be counted in the importation report, duplicates are only added once.
  • Some contacts in your file were already part of the group specified for your import. The system will therefore not add them a second time.
  • You have selected the option adding only new contacts to your account in the importation process. The system will therefore ignore existing contacts and only add new contacts.
  • Is it possible that some rows may be hidden in your Excel spreadsheet? If so, it was possible that they weren't copied and pasted with the rest of your data in the importation process.
  • Were there addresses recognized as incorrect or unsubscribed in your importation report? Were there invalid lines? Pay close attention to your importation report, addresses identified as incorrect or unsubscribed will not be added to your account. Invalid lines are entries from your file we were unable to import for various reasons. Click here to learn how to resolve problems pertaining to invalid lines.
     

All my lines are invalid! What do I do?


Read our article on this subject right here.

Why is my list denied?


Contact our technical support for more information.

 

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