Import recipients

Work in progress: What you currently see is a first version of the import function, which means: You can perform a simple import based on a standardized import file. We'll continue to work on this so you'll soon be able to import more complex Excel or .csv files with a different structure.

Preparation

Prepare a standardized import file according to our specifications and save it as a .csv file in UTF-8 format.

Keep an eye on your file and date format: Make sure that your .csv file is in UTF-8 format and all date columns have the format YYYY-MM-DD. This is the only way we can guarantee a correct import.

We recommend you to work with our template file, which you can download in step 2 of the import dialog. Keep the following in mind when customizing the file and saving your changes.

Info for administrators: In the description below, you will find a summary of the most important requirements. Further technical information and specifications for the structure of your .csv file can be found in our API documentation.

  • The file format is .csv.

  • The character encoding is Unicode (UTF-8).

  • The first line contains your column headings. Your exported .csv file will already contain all your columns (= the columns from all lists as well as global columns) by the time of export.

    What happens if the column headings in my .csv file differ from my columns in Inxmail?

    • Columns that do not exist in the .csv file will remain unchanged in Inxmail. For new recipients, the columns will remain empty or have the default value (e.g. No for the tracking permission).

    • Columns that do not yet exist in Inxmail will not be created. The values will not be imported.

  • Depending on the column type, the following rules apply concerning naming and format:

    • Date: Stick to the format YYYY-MM-DD

      Keep an eye on your file and date format: Make sure that your .csv file is in UTF-8 format and all date columns have the format YYYY-MM-DD. Only then can we guarantee a correct import.

    • Date and time: Stick to the format YYYY-MM-DDThh:mm:ssZ

    • Yes/No

      • Permitted values: "true" or "false"

    • Tracking Permission

      • Name of the column: "trackingPermission"

      • Permitted values: "GRANTED" for Yes; all other values or no specification mean: No

    • Here is were you'll find more information on column types and special columns.

If you work with Microsoft Excel, we recommend you to carefully follow the instructions below to make sure you will receive an import file in the correct format:

Step by step

  1. Create an empty workbook in Excel by clicking "File" > "New".

  2. Switch to the "Data" ribbon and click "From text/CSV".

  3. Select the downloaded Inxmail import template.

  4. Click "Import".

  5. Select "Unicode (UTF-8)" as "File origin".

  6. Click "Transform data".

  7. Click into the preview table and select all cells using Ctrl + A.

  8. Go to the "Transform" ribbon and change the data type to "Text".

    The data type "Text" guarantees the correct date format: This step is necessary so your date format will loaded correctly as YYYY-MM-DD from the import template and will not be automatically reformatted by Excel. The standard Excel format (DD.MM.YYYY) would prevent you from importing your file into XNEW later.

  9. Confirm the dialog by clicking "Replace current".

  10. Go to the "Start" ribbon and click "Close & load"

  11. Add your own data. Make sure you are adding all date values in the format YYYY-MM-DD.

  12. All done? Then click "File" > "Save as" and select a directory.

  13. Enter a file name and select "CSV UTF-8 (delimited)" as file format.

    Other file formats will cause import errors: UTF-8 is the only valid .csv format for correctly importing into XNEW. Other .csv formats will lead to incorrect imports and data loss.

  • You have imported the import template into Excel and saved it as a .csv file in UTF-8 format. Upload it to XNEW.

Step by step

  1. In the "Recipients" navigation item, click Import recipients.

    If you want to import recipients, you will need the “Create imports” rights package in the “Recipients” area. Talk to your rights manager if you do not have this right.

    Inxmail standard roles: The rights package is included in the Inxmail standard roles "Recipient manager" and "Full access to account".

  2. Import destination: Specify to which destination you would like to import your recipients:

    • List: Select a list you would like to import into. You can only select one list.

      The following options are available to you when importing into a list:

      • Re-subscribe recipients: Select this option if you want to re-subscribe recipients who have already unsubscribed from your list. Note that, depending on your XPRO settings, trigger mailings such as welcome mailings may be triggered.

      • Remove subscribed recipients before import: Select this option if you want to delete all recipients from your list and only keep the new recipients from your import file.

    • Global: Recipients that you'll import globally will not appear in any of your lists. This means you cannot send any mailings to them. We recommend a global import only in case you want to update the attributes of existing recipients across several lists, e.g. if you want to transfer updated data from your CRM system to XNEW. Or for similar scenarios. During global import, the attributes of your existing recipients will be updated in all lists.

    Existing recipients: Specify how you want to deal with recipients who already exist in Inxmail.

    Value

    What will happen?
    Do not apply any changes You will only import new recipients and their attributes. You will not apply any changes to your existing recipients.
    Add new attributes You will add attributes to your existing recipients for which no values have yet been entered.
    Overwrite, but not with empty values You will overwrite existing attributes with new values - but not with empty values.
    Overwrite completely You will overwrite all existing values - possibly also with empty values.

    Value

    What will happen?
    Do not apply any changes The tracking permission of your existing recipients will remain unchanged.
    Overwrite, but not with empty values You will overwrite existing tracking permissions - but not with empty values.
    Overwrite completely You will apply the tracking permission from your import file for all cases.

    How does Inxmail map my recipients? A recipient is considered to be the same recipient if the email address, i.e. the value of the "email" column, is identical.

  3. Click Next.

  4. Click Upload file and select your file (prepared according to the specifications mentioned above).

  5. Click Start import.

  6. Keep track of your import status.

    Go to XPRO: In XNEW,the import status is currently only available to you on a very limited basis. You can find the full information in XPRO.

    Import unsuccessful? Your import did not work? Download the import template file once again and take a close look at the specifications for the .csv file mentioned above. As a test, open your .csv file in a text editor and check whether or not your separator is a semicolon and if your date format is YYYY-MM-DD.

  • You have imported recipients, using a simple .csv file.