- We recommend you read more about segmentation best practices before importing your list.
- Use a CSV file that includes a header row with field names. View example.
- Be sure to assign at least one interest or subscription in the "Add contacts to this list" section during the import process.
- Contacts will be merged by email address if they already exist in your database.
Step by step instructions
Import page in the interface
To import contacts to your Envoke account go to the "Contacts" tab in the navigation and click on the "Import" link.
Prepare your import file in Excel or Google Sheets or export it from another source. In the end the file needs to be saved in a CSV format. Each column in the file needs to include a header to indicate the name of each field. (view example)
At a minimum your file must include an email field, however, we recommend you also include additional fields that you can use for personalizing email messages. For example, importing "first name" will allow you to add a personalized salutation or merge this or other imported fields into the body of your messages.
Envoke’s importing function ensures you will never have more that one contact record per email address. For example, if your import file contains duplicate records they will be automatically merged based on the email address. If your file contains records that are already in your Envoke database then imported fields will be updated to the existing contact record.
Text fields are overwritten / updated except where the field in the import file is blank.
Existing data won't be overwritten with blank values. For example if an existing contact has their "last name" field populated and you import a list that doesn't include "last names" the existing data for last names won't be lost. If the import does contain "last names" then they will replace exiting values.
Interests and subscriptions are cumulative - nothing is overwritten or removed, new interests and subscriptions are appended to records.
Upload and import
On the import page, click the Drag or click to upload file link to start the import process.
On the import settings page you'll see a preview of the list. This provides you with a way to confirm the fields aren’t misaligned or scrambled. If the preview looks good you can continue to the next step, otherwise the file format needs to be fixed first.
Fields with standard names are automatically mapped to the matching fields in your Envoke database. For fields that are not automatically mapped use the drop-down selectors. You can also use the “Skip this field” option to exclude a field from the import.
If you're importing a country field, here is a list of ISO country codes and names to use. All other data in the country fields will be rejected.
Be sure to assign an interest or subscription - this allows you to segment your contacts later. Interests are internal tags, subscriptions are contact facing and appear on the "Subscription manager" page that is linked from every email. You can find more details about this here.
Select the consent level for the contacts in your file. If you select Express Consent you’re indicating you already have documentation that shows when and how these contacts provided it.
If you don’t have documented Express Consent then choose one of the Implied Consent options. Envoke has built-in functionality for logging changes to your contacts' consent status and for upgrading contacts to Express Consent in accordance with new Canadian Anti-Spam Legislation. Read more about consent types.
Contacts with existing express consent will not be "downgraded" to implied consent status if you are re-importing existing contacts.
Submit import & approval
Click the Import Contacts button and your file will be send the import queue.
Import requests from new users are manually reviewed to maintain Envoke’s deliverability ratings and for security reasons. This manual review process generally takes less than 60 minutes during regular business hours. After you've sent a few email campaigns without generating above average complaints we'll enable auto-importing and this review process will be bypassed.
When the import is completed you’ll receive an email confirmation with a summary showing new contacts added, contacts updated, duplicate records merged and records that didn't get imported such if they had an invalid email address. You can also view the status of your import from this page.
Emails not imported
Email addresses are checked for syntax before they are imported and invalid emails will be skipped. If you notice seemingly valid email addresses that aren't imported chances are the email address field in your import file contains invisible characters such as spaces or tabs. Please ensure each email field in the import file only contains an email address.
There is a new file saved in the same folder where your original file was uploaded with the word "rejected records" appended to the file name. This contains all emails that didn't get imported. For example: if your original is called "ABCimport.csv" then the rejected emails will be in a file called "ABCimport - rejected records.csv". You can download this file and import it once errors are fixed.
Removing an interest or subscription via import
This is an advanced option and should be used with care and only if you are certain you need to delete interests and subscriptions.
Importing by default only adds new data to your list. If required, you can remove interests and subscriptions via import like this:
STEP 1: Add the word "delete" in the import file in the interest / subscription column.
- "delete" means remove interest
- "1" means add interest
STEP 2: When you import the list, map the interest/subscription field from your file to the corresponding interest/subscription in your account:
STEP 3: Turn on the "Allow bulk interest / subscription delete" option under "advanced settings" on the import settings page.
Foreign key importing
This is an advanced option and should be used with care and only if you are certain you need to use foreign key.
It's possible to use an ID as the key field when you're importing, that way the list won't be automatically de-duped by email. Using this approach - as there will be duplicate emails - you need to be careful when segmenting the list for sending to ensure that there are no duplicate emails on the target list for any e-blast.
On the import page click the "Show advanced settings" link at the bottom and in the "Key field" section select "Customer ID". This will make the ID the key field. For this to work you need to have an ID column in your CSV file and it needs to be mapped to the "Customer ID" field in the "Field mapping" section at the top of the import settings page.