Exporting Contact Data from Other Applications
Importing your contacts into Synergy 8 is an easy process. You can import contacts from any other system which allows contacts to be exported as an excel spreadsheet or “CSV file”.
Most CRM systems, e-mail marketing platforms (Eg. MailChimp), and accounting software allow you to export your contacts in this way.
Follow the process from the application holding the data to export your contacts as a CSV file, or an Excel spreadsheet.
Examine The Exported Data
As a first step, open the CSV file to view the contact data. We recommend using Microsoft Excel to edit CSV files, however you may use Google Docs as an alternative.
You will see all of your contacts listed. An important step is to examine your data to ensure that fields / columns are setup correctly.
Each field should be separated into different columns. For instance, the first and last names should appear in separate columns. For addresses, there should be separate fields for the address line, the suburb or town, the postcode, and the country.
If any fields are merged together, you will need to use the “Text to Columns” feature of excel which allows you to split columns by spaces in the data.
Subscribed and Unsubscribed Contacts
When importing, the system will by default subscribe new contacts to your e-mail and sms marketing. If you do not want this or do not have consent to send to those contacts, create a column in your CSV file called “Email subscription status” and “SMS subscription status”. In those columns, you can specify three subscription options: ‘pending’, ‘subscribed’ or ‘unsubscribed’.
Pending is used for new contacts who you don’t have consent to send to, subscribed is used for contacts you do have consent to send to, and unsubscribed is used for contacts who were once subscribed but have chosen to opt-out.
If you are unsure about whether you have consent to send marketing campaigns, please look up your local spam act. Fill the columns accordingly.
Save The File
When you have finished examining and updated the spreadsheet, Save the CSV file. In Excel, you may need to do this by going File -> Save as and choose the CSV (Comma delimited) option.
Importing Contact Data
Now that you have prepared your data, its time to import! It is recommended that for any import, you should create a new group to import these contacts into.
To create a new group, login to Synergy 8, and select the Groups link in the left sidebar.
When you are ready to import your contacts, select the “Contacts” link in the left sidebar, and click the “Import” button at the top of the screen.
Choose the recently saved file from your computer and press Next configure the import.
Specify whether your spreadsheet has a “heading row” (the first row in your spreadsheet defines the labels of each of the columns).
You are then given options to map the columns in your spreadsheet to contact fields in Synergy 8. The system will try to automatically map
these for you; however you must check and fix them to ensure they are correct.
In the additional settings tab, you can control if the emails are to be validated during import, to ignore or import contacts without emails addresses, and whether to override contacts that already exist in the database.
You will likely also want to add the contacts to a group.
Once you have configured the import, the system will show you a preview of how it is going to import the data. Click on the link up the top to see which contacts will be imported, merged, and skipped.
After importing contacts, you can take advantage of Synergy 8’s powerful marketing and management tools. It’s a quick, simple process and you will be ready to go in no time!s