Importing

Contact data within Adestra is stored within core tables. Each core table can have a number of associated lists, and each contact can be assigned to any number of these lists. Importing is the process of uploading your contacts into Adestra. However, it is not possible to import contact records directly into a core table, they must be imported using the Lists interface.

On this page:

Beginning an Import

To begin importing data into Adestra, select an existing list or create a new one. All existing lists that you can access are in the List interface. You can also create a new list in the list management interface or during campaign setup.

List overview

The list overview displays some basic information about your list, including the number of contacts subscribed, although initially the list may be empty.

To import a contact list, click the Import tab.

Import

Adestra uses a .csv (Comma Separated Variable) file format, which is a widely supported text-based format commonly used to transfer data between systems. You can create CSV files using Excel and most database management software.

Importing a Singular Contact

This topic covers process of importing a CSV file, which will often include multiple contacts.

To add a singular contact to a regular list, use the Add Contact button in a list's administration page.

The CSV File

Click Select File, the file selector interface appears. Select a CSV from existing files stored within Adestra, or upload a new file.

Delimiter

Adestra also supports a number of other delimited data formats such as tab, pipe or semicolon delimited files. We do recommend leaving the delimiter option set to "Auto detect" unless you find Adestra is misinterpreting your file.

Character Encoding

Adestra supports data files encoded as Latin1 or UTF8. We strongly recommend leaving the character encoding option set to Auto detect.

Data Source (On demand)

You are required to select the data source for each import, using the drop down box. This allows you to easily identify the source for each import and gather data for each data source. This will display a list of data sources available to your workspace.

If the data source you are using is not displayed, it will need to be added and approved before importing. For more information on adding a data source to your workspace, see Data Sources.

Remove file after import

By default, Adestra will automatically delete data files after import. For data hygiene reasons, we recommend leaving this option checked, however, you can clear this option to retain CSVs after import.

Click Next to reach the final step of the import process.

Duplicate Record Handling

The deduplication method decides what will happen if a record is found in your CSV that matches a record already in the core table.

This may already be configured for your account, in which case the chosen dedupe method and dedupe field will be displayed here.

Alternatively, your account may be configured to allow you to choose the deduplication method for each import.

By default Adestra will keep the data already in your table. This means that new contacts will be added and existing contacts will not be updated, which will decrease time it takes for your records to import.

If your CSV file more recent data than the existing data in your core table, you can overwrite any duplicate records using Overwrite duplicate records with data from CSV. However, this will increase time it takes for your records to import.

Import Map

The import map displays the fields in your CSV on the left and the fields in your core table on the right. Fields with matching names will already be mapped. To manually map or remap fields by clicking on the CSV field, hold the mouse button down, and drag it onto the corresponding core table field.

Note: If one of your fields is a date that will be used for filtering, it must be formatted YYYY-MM-DD in the CSV.

Adding a data table

If you want to map your CSV fields to a data table, clicking the Add data table button will allow you to select from a list of existing data tables.

Once you have selected a data table, its fields will be listed on the right underneath the core table fields. The data table fields will not be mapped automatically, however, clicking the 'Guess matching fields' button will automatically map any matching fields. Alternatively, you can manually map CSV fields to data table fields in the same way as with core table fields, by dragging and dropping.

Once your CSV has been correctly mapped to your Adestra table fields, click the Import button to begin the import process. When the import has completed, Adestra will send you an email report informing you of its completion and detailing the import status.

If for some reason the import fails, you will need to perform a cleanup before an associated campaign can continue sending.

Import Log

When your data has been imported to the list you can check the Import Log to see a breakdown of the import information.

Recommendations for using the Import feature

  • While using Mac OS, make sure the CSV file is saved as a Windows CSV file.

  • Make sure the headers across the top of the CSV for each column and separate field, for example:email > first name > surname etc. It is highly recommended the headers match the field names in the core table fields.

  • Make sure there are no gap of rows in the email column. Each email address must be in a standard format and must be subsequent.

  • If a CSV file becomes corrupt, use one of the following steps:

    • Copy the data of the original CSV file into a new CSV, save it with a new file name. You may change the file name slightly to avoid confusion.

    • If the step above does not work then remove any unwanted rows of information.

    • If this does not work, then try uploading just one column at a time. For example, if a CSV file has 3 columns Email, First name, Last name, then start with the Rmail column, then First name, and then the Last name.

  • If there are any fields in CSV where one of the cells is over 250 characters, make sure the field you are uploading to is “large text file”.

  • Ensure the dedupe field 'Email' is mapped on the import mapping.

FAQ

Can I change the core table assigned to a list after the list has been created?

No, once the list has been created, the core table cannot be altered. However, as long as the list has not been launched to, you can delete and recreate it if necessary.

Do I have to map all the CSV fields?

No, at minimum you only need to ensure a CSV field is mapped to the core table's 'email' field.

Can I map one CSV field to more than one Adestra core or data table field?

No, CSV fields can only be mapped to a single core table field.

What happens if the CSV contains empty rows?

Rows with invalid email addresses will not be imported, so empty rows will be ignored.

What are the exact specifications for data files?

  • Fields must be delimited with the specified separator character (comma, semicolon, pipe, tab, etc)
  • Fields may be optionally quoted with a double quote (") character (fields must be quoted if they contain the separator character)
  • Lines must be terminated with an LF (UNIX text format) or CRLF (Windows text format). A lone CR line terminator is not supported.

Can I import an Excel file?

No, but Excel is capable of saving files in CSV or tab delimited formats.