List Management (Import your leads)

Owned by Rosanna Grossi (Unlicensed)
Last updated: avr. 20, 2017
6 min read


The import of your leads in PUBLITRAC can be done by API (see details under Settings / Configurations / Set up API / Documentation) or via our Import module by using the process described below.

Before you begin the import process, make sure that the title columns in your .CSV file do not contain spaces, or accents. For more information on the import list, see article Convert a file .XLSX into a .CSV file.

Import your leads

1. Click Leads, then Import.

Step 1 - Selection of the file

2. Click on the Select button to choose the file to import.

                

       

The screen below appears.

          

3. Click on the desired file.

4. Click Open

 The screen below appears.

     


 
 5. Select the Separator for your .CSV file, Comma, or Semi-colon.

 6. Click Continue.

The screen below appears.

        

Step 2 - Add to a list

7. Click Yes or No depending on whether you choose to add your imported leads into a list or not.

8. If Yes, from the drop-down menu, select the list from which the leads will be imported.

9. Choose the Option to be applied on this list: Add or Overwrite. By choosing Add, imported leads will be added to the selected list. By choosing Overwrite, the list will be emptied and the imported leads will be added to this list. Note that no lead is deleted during this process. Leads not part of the list remain in your database.

10. Click Continue.

The screen below appears.

       
                   

Step 3 - Field Mapping

11. Pair the PUBLITRAC fields to Your fields present in the. CSV file to be imported. If you leave a field as Ignored, the corresponding field of your.CSV file will not be imported.

12. Click Continue.

                The screen Import - Value Mapping (4/5) below appears.

No screen is available since the fields need to be translated in PUBLITRAC.

If the fields mapped in Step 3 contain disabled values (in our example, the values framed in red), Step 4 will allow to link the invalid values to existing values in PUBLITRAC.


Step 4 - Value Mapping (this step only appears if your fields contain invalid values. Otherwise, you go directly to step 5).

                                

13. Click on the Choose an option drop-down menu and choose the desired value. In our example, the Province field contains Iowa. Assign the value IA to it.

                The screen below appears.

                         No screen is available since the fields need to be translated in PUBLITRAC.

 14. Click continue once all the values have been assigned.

                The screen below appears.

                                 

Step 5 - Save the configuration

15. Click Start import.

16. Select Yes If you wish to Save the configuration in the case where you plan to import a . CSV which is identical to the one that you just made (same addition to a list, same columns on the. CSV, same values). Subsequently, if you use a saved configuration, you will only need to do steps 1 and 5.

17. Click Start import.


 

 TIPS

  • Only users with an administrator access level or user can import a list. Users with a salesperson access cannot import lists.

 

  • During an import (or synchronization), PUBLITRAC checks the email address (which is the unique identifier or the unicity key in PUBLITRAC) to make sure that the lead does not already exist. If the lead exists, an update of the information is applied on the existing lead in PUBLITRAC, using information from the imported lead. If the interest (past behaviors) value and the attributes (socio-demo profile,...) of the imported lead and of the lead in PUBLITRAC are identical, no update is required. If the value of the fields of the imported lead is different from the lead already in PUBLITRAC, the value from the imported lead will become the new value (the imported (or synchronized) value will be retained). For example, the original value for the "City" field is St-Hubert. The value of the City field for the new import is Saint-Hubert. The "City" field takes the new value of Saint-Hubert. If a lead has an 'unsubscribed' attribute in PUBLITRAC and you synchronize it from a database where the lead has a 'Subscribed' attribute, it will again become 'Subscribed' in PUBLITRAC because it is the imported (or sync’d) value that will be retained.

 

  • It is not necessary to again import a complete list of leads when only certain field changes are necessary. You should create and import a new list that includes only the leads and the fields to modify. These fields will be updated in PUBLITRAC and the other non-imported fields will not be changed. For example, your original list contains 8 columns (name, first name, email, address, postal code, city, telephone #, product purchased). You want to add a "customer since" field to these leads. You can import a list that contains only the email and customer since columns. The email address field will be used to match the contact of the new import with the good lead from the database (email address is the unicity key) and the “customer since" field will be added to the leads.

  

  • During an import, if the name of a contact on the imported list is the same as that of a contact on an existing list in PUBLITRAC:

a. The leads in this existing list in PUBLITRAC before the new import will become members of this new imported list and will remain members of the existing list. A lead can be part of multiple lists.

b. Only leads present in your file .CSV will be members of this imported list after the new import.

c. If the lead on the imported list already exists in PUBLITRAC (by his email’s unique identifier), it will be updated (the information that is different on the imported list from what is already in PUBLITRAC, will be updated in PUBLITRAC). If the lead on the imported list is a new lead, it will be created.


  • A lead can receive the same email more than once, depending on how you have configured your campaigns. For example, if two or more lists are selected for a mass mailing and a lead is present in both of these two lists, the system will automatically remove duplicates and the lead will receive a single email. On the other hand, if you create separate campaigns for each of the lists and a lead is present in more than one list, this lead will then receive the same email several times.

 

  • If you wish to modify specific fields on a lead list, it is also possible to do so by an import. You must create and import a new list, including only the leads and the fields that need to be changed. These fields will therefore be updated in PUBLITRAC and other non-imported fields will not be changed. For example, the leads in your account contain the Name, Email, Language, Gender, Member of the banner X, etc. fields. You want to change the value of the Member of the banner X field for specific leads. So, you create a . CSV list with the email of these leads and the value you want for the member of banner X field. Once this import list is completed, the Member of the banner X fields will be modified for the imported leads and the other fields for these leads will not be changed.

 

  • The length of the fields, that is, the maximum number of characters insertable in a field is variable, whether it is for a transfer via an API, a transfer by. XML file or a .CSV transfer. To know more about the length of the fields available in PUBLITRAC, see article Lexicon and native fields (default fields available in PUBLITRAC).

  • A lead will be traceable by PUBLITRAC from the moment it receives an email sent by PUBLITRAC. By sending an email, PUBLITRAC is able to collect information such as, IP address, workstation, cookie,..., necessary for implementing its monitoring tools and to recognize this contact during his subsequent visits.