Rather than adding existing contacts one-by-one, it’s helpful to import many all at once. You must have an email address for each contact to import the contacts.


Only import contacts that you are frequently and recently in contact with; do not grab emails from your social media connections or just upload your entire gmail contacts list without editing out inappropriate emails. Only upload contacts that have directly given you permission to put them on your email list. 


The Import Process


To start the Import process, go to the Lists page and click on the Import button of the list you want to add your contacts to:




Using the Contact Import Tool, you can import as many contacts as you’d like, and designate which lists, status, and other options get applied to those contacts.


There are 3 ways of importing: 1.  Import using a File (CSV);  2.  Import using an External Service (Google Contacts, Salesforce, Capsule, Etc.);  3. Import by Pasting/Typing your Data




Map Fields


On the next screen, you need to map (match) the contact fields from your imported file to the contact fields in your marketing system. The column on the left represents the field from your import file. The column on the right represents the contact field in the Architects Marketing System.




If there is not a field on the right that matches one of the fields on the left, you can create a new field on the fly using the "Add New Field" option in the dropdown dialog.




Select Lists


After you have matched the columns on the left with the columns on the right, you need to choose which list the contacts will be imported to. You can select multiple lists. Lists are one way for you to send different messages to different contacts. We recommend 4 basic lists:

  1. Past Clients
  2. Prospects
  3. Referral Partners
  4. Unconverted Prospects
You can add the contacts to multiple lists if appropriate (for instance, a contact might be both a "Referral Partner" and a "Past Client". You can create a new list on the "Lists" tab.



Add Tags


Next you can add tags (optional). Tags are simply another way for you to categorize and sort your contacts. For instance, you might tag the contacts as "Real Estate Agents" if they are all Real Estate Agents, or add a tag to remind you where you met them (ex: January 2015 Networking Event). Tags are not necessary but can be useful if you want to send messages to just part of one of your lists.



Import Options


Next, you need to select the import options for this group of contacts.




Here is an overview of each option:


Drop-down Options:


Import As Active Contact: Imports contacts as active (you will be able to send them messages). If contacts have previously unsubscribed, they will not be re-added as active.

Import As Unsubscribed Contact: Imports contacts as unsubscribed (you will not be able to send them messages).

Import As Excluded Email Address: Imports contacts as excluded (this is a way for you to temporarily exlude a group of contacts from getting messages). Contacts will remain excluded until you remove the exclusion under "Contacts" -> "Excluded Contacts" (drop down).


Checkbox Option:


Update existing contacts while importing: By checking this box, any contacts in this import process which are already present in the system will be updated with any new contact information that is found during the import process. If this box is not checked, those contacts will be skipped during the import (their contact details will not be updated).


Click "Import Now"


After you have double-checked all of the settings, click the "Import Now" button to process the import.


After the Import


Once you are done importing your List, it is good practice to see view the report for your Import.  After your Import has completed, you will see the page below.  Click on the “View Reports” link to see a report of the Import Process.




A pop up of the Import Reports will show up.  It will tell you how many has been imported and how many failed to import.   If there are any Failed imports, you will see a link for the explanations.




If your list contain rows that do not have an email address, that row would not be imported and would be reported as “Empty row – No Email Address”. You must have an email address to import a contact.


Also, if any contact has bounced or unsubscribed in the past, they will not be imported.  Lastly, if any contact is a duplicate, they will not be imported as well.


(NOTE:  you can still add bounced or unsubscribed contacts.  However, you would have to do it one by one or through your subscription form).


Reports


NOTE:  You can also view past Import Reports.   To do so, go to the Import page (click Lists then click the “Import” button).   On the Import Page, click the “View Recent Imports” link.  You will be presented with a drop-down of your recent imports.  You could click on one that you would like to view.


All done! Questions? Send a support request to support@architectsmarketing.com.