Quick tips:

  • We recommend you read about segmentation best practices before importing your list.

  • Use a CSV file that includes a header row with field names. The file can't have blank rows or columns on the top or on the left. View example.

  • Be sure to assign at least one internal list or subscription during the import process so you can easily segment your contacts later. 

  • Contacts will be merged by email address if they already exist in your database.

  • Existing, unsubscribed contacts will remain unsubscribed after any import

List file

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 in the first row 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.

Consent changes for existing contacts

Contacts with existing express consent will not be "downgraded" to implied consent status if you are re-importing existing contacts.

Contacts with revoked consent (unsubscribed contacts) will not be re-subscribed if they are re-imported.

Duplicates and existing contacts fields

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 for the existing contact records.

It's possible to use an external ID as a key field instead of the email address. This is an advanced setting, please contact support for more details.

Importing internal lists and subscriptions

There are three ways you can assign lists/tags and subscriptions.

  • Everyone on the list file belongs to the same list

  • Multiple list assignments stored in single column in your list file

  • Multiple list assignments stored in separate columns in your list file

Watch this video to learn how to assign lists as you're importing contacts:

Field updates

Fields for existing contacts are overwritten when contacts are re-imported, except for blank values. (fields are only updated, not deleted)

Internal lists and subscriptions are cumulative. New internal lists and subscriptions are appended to records but never removed.

Preview

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.

Field mapping

Map fields from your file to the corresponding field in Envoke. You can also use the “Skip this field” option to exclude a field from the import.

Original consent date

This is an optional field and applies only to contacts with implied consent that expires. You may include a field in your import field with the original consent acquisition date using a YYYY-MM-DD format and map this to the "Consent effective date" field. This way expiry of consent will be tracked from this date rather than the date of the import.

Map your original consent date to the "Consent effective date" field:

Import processing

After you click the Import button your file will be queued for importing. Importing generally takes only a few minutes.

You can track the status of your import from the imported files page. See the Status column for details. This page doesn't refresh automatically, click your browser's refresh button to update the status page.

You can click the number under the Contacts column to view a list of contacts who were imported. You can make changes to these contacts in bulk (for example to add or remove an internal list or subscription or to change consent settings)

Manual review

For security reasons and to maintain good deliverability across the system, import requests from new users may be flagged for manual review by Envoke staff. Manual review can take up to 12 business hours to complete.

Rejected records

Contacts that didn't get imported due to an error (for example a syntax error in the email field) are saved in a separate file for your review. The file is called "YourFileName - rejected_records.csv". You can download this file from the secure files folder and import it after errors are corrected.

Country field

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.

Did this answer your question?