To import profiles into the system, this data must be summarized in a tabular text file. This is usually done in a spreadsheet program such as Open-Office or Excel. The system can import different types of files, but these files should have a clean data structure. For fast and reliable data import, we strongly recommend importing a simple CSV file -UTF-8 encoded. Only import fields and columns that are needed. Unused fields (columns) should be omitted, this will reduce the file size and speed up the import. A profile import can be performed in the pool under the Import navigation tab. Here you can import profiles from a file or format existing profiles.
The fastest way to import profiles: CSV files!
A CSV file should be your preferred choice for data import. Since a CSV file has the smallest file size compared to other file formats and only data that is necessary for the import is read, the import is the easiest and fastest.
Source selection of the import file
The system can read different types of files for an import. Please make sure that only necessary columns and fields are imported, this will speed up the import.
You should pay attention to this during an import!
- Recommended data format: CSV
- Character encoding: UTF-8 or ISO 8859-9
- Text separator: Semicolon
- Clean table structure without blank lines, special characters or formulas, no values or notes outside the table
- We recommend to divide imports into 10.000 - 25.000 profiles per import.
- Import only valid e-mail addresses and only necessary data.
Changes in fields of the type IP address or in the field profile ID are not possible.
You can save a CSV file in OpenOffice or Excel by selecting Save as file format/type: CSV UTF-8 (.csv). The UTF-8 encoding must be selected so that e.g. umlauts such as ä, ö, ü, ß and other special characters are displayed correctly.
Manual profile import
For a manual profile import, open the Profiles folder in the left column and select the pool intended for it. Now click on the Import tab in the navigation bar.
You import the data in the Profile/Pool folder.
Here you can choose between different file types for the import (XLS, XLSX, CSV, HTML). We recommend the use of CSV files. Click on File.
It is best to use a CSV file for an import.
An input mask will appear in which you can name the import and select the corresponding file via the Source selection item on your computer. Then select the pool to be imported into. Click Next. You will be directed to the control view, where you can check whether the profiles to be imported - including special characters such as "ä", "ö", "ü", "ß" - are displayed correctly. If this is not the case, change the file encoding and click Update.
Choosing the right text separator and file encoding
You can see whether the correct delimiter and file encoding was used in the control view. Here, the columns must be divided correctly and the special characters must be displayed correctly, and you may have to update the view.
Control view with matching text separator and correct file encoding
To display all characters and special characters correctly, the file must be UTF-8 encoded. Whether all characters are displayed correctly can be determined in the control view. With the appropriate settings, columns are divided correctly and special characters are displayed correctly.
Control view with matching text separator
With the appropriate separator, the columns are correctly separated as shown here. If the settings are changed, the control view must be updated.
Control view with wrong text separator
If the message "Only one column could be recognized" appears, a wrong separator was selected.
If everything is displayed correctly and you click Next, you will be taken to a page where the columns of the import file are compared to those in the pool. Here you can make additional settings for the import - e.g. what should happen if profiles are already contained in the pool. All profiles that are imported into the system via an import receive the permission Opt-Out.
Mapping Fields for an Import
The system tries to assign the columns of the import file to the fields in the pool as far as possible. If it finds a match, you see a green check mark, otherwise a red cross. In this case, select the correct pool field from the dropdown menu on the right. The red X will then become a green check mark. When all check marks are green, click on Import in the lower right corner and the import will start. After the successful import you will receive a confirmation e-mail.
You can set the following here:
- Unique assignment of the profiles in the import file to the profiles in the pool (by eMail).
- Duplicate check using : (eMail).
- Delete column (do not import unnecessary columns)
- Assign columns (Column caption: Source -> Column caption: Pool)
- Advanced settings (add own value)
Unique assignment and duplicate check
Here you can select the unique assignment by e-mail and duplicate check on the basis of e-mail.
Unique assignment per: This is the primary key of the import, i.e. the data records to be imported are compared e.g. on the basis of the field "eMail" whether these already exist in the pool. If this is the case, the existing data records are updated. If the field is left empty, no check takes place, all profiles are newly created.
Duplicate check using: If a field is selected for the duplicate check, the import source searches for duplicates using the duplicate check field. If duplicates occur, only the first record is imported.
Assign Fields (Mapping)
Fields can also be mapped manually. If the import file has a different column caption than the column in the system, you can assign the columns manually.
If the column caption does not match the field name in the pool, the column in the import file can be manually assigned to the field in the pool.
If the import file contains a column that is not to be imported, you can select it and click Delete to exclude this row from the import.
Under Advanced Settings, you can specify your own value for an entire column, such as a company name, during an import. All profiles of an import are then given this value. A check mark for Overwrite overwrites all information in the field with the values, including empty information.
When importing a text field, this field can be given its own value in the advanced settings.
Check character for column assignment
The configuration of this column is ok.
The column could not be assigned to a pool field, possibly the column can be mapped manually.
The configuration of this column is not finished yet.
The delete mode
In delete mode, profiles can be deleted using the Importer. A distinction is made between three modes.
Deactivated: Delete mode is deactivated.
Remove profiles from the import list: In this mode, all profiles contained in the list and in the pool are deleted. If this mode is used, a primary key must be specified (unique assignment using uniqueness criteria).
Import list and remove all other profiles in the pool: In this mode, all profiles that are not contained in the list are deleted.
In the import history, you can see exactly how and when an import was performed. You can display the import details by clicking on the name of the import. In the detail view, you can view all details of the import and define the import settings and mappings as templates for further imports.
Import History List View
The import history shows all imports made in a list view. A click on the name of an import shows the details of the respective import.
Detail view of an import
On the detail page, you can follow all the settings of an import exactly. The detail view is divided into three areas.
In the overview, you can see general information about the import, such as the name, date, and initiator of the import.
|Import ID||ID Number of the import|
|Name||Name of the import|
|Import as template defined||yes/no|
|Pool used||Name of the pool|
|Import source||Name of the import file or target group|
|Initiator||Name of the user|
|Date||Date of import|
|Status||Status of the import: In process / Finished|
The status information shows how many profiles have been added, updated, or deleted.
|Added profiles||Number of newly added profiles|
|Updated profiles||Number of updated profiles|
|Duplicates||Number of duplicates|
|Deleted profiles||Number of deleted profiles|
|Profiles without changes||Number of profiles without changes|
|Profiles with invalid email address (ignored)||Number of profiles not imported|
In the Configuration area you can see how the unique assignment of the profiles and the duplicate check was set, as well as the assignment of the columns to the fields in the pool.
|Unique assignment of profiles by||e-mail (recommended)|
|Duplicate check by||e-mail (recommended)|
|Import mode||Profiles added/deleted/updated|
|Use of pool default values||yes/no|
|Delete mode used||
deactivated / delete all profiles of the import list / import list and delete all other profiles
Target group Import
Enhancing Profiles with Values
You can use the Target group import function to select or enrich profiles of a target group in your pool with a flag. With this type of import, profiles can have their own value (option), set in a selected field, or be removed. This is primarily used to make profiles selectable in a target group using the flag set.
If not already done, a new pool field must be created in order to edit the values of the field.
In this example, the Whitepaper 3 option is added to the Downloads multiple selection field for profiles in the Purchase Orders target group.
Select target group
Select a target group whose profiles you want to manipulate.
- Click on the Target group button in the Import tab of the pool and enter a name for the import.
- In Source selection, select an existing target group for the import.
- Then click on "Next".
Configuration: Assignment and duplicate check
To ensure that only profiles from the selected target group are imported, use the profile ID to compare the data.
- For "unique assignment" and "duplicate check", select the value Profile ID.
- Then click New row to create a new column configuration row. In this case, you need two new rows. One row for the profile ID to be able to assign the profiles uniquely and one row in which the manipulation is to take place.
Configuration: Specifying Column Assignments and Your Own Values
After you have created two new rows, you must configure the columns for the import.
- In the first row, assign the column (Source) Profile ID to the field (Pool) Profile ID to uniquely assign the profiles.
- In the second row, leave the source empty and select the pool field to be edited (here Download). If the field does not yet exist, you must first create it in the pool.
- To assign an own value for the import, check the box "own value".
- Now you can add your own value to "New" for your import. To accept this value, click on "+". Now this value appears in the upper input field.
- Now you can add your own value to "New" for your import. To accept this value, click on "+". Now this value appears in the upper input field.
- Select the desired value for the import.
- Then click on Import, the import will be executed and the profiles will be provided with the value. You will then receive an e-mail with a status report of the import.
Target group import: Result
Check the import by displaying the profiles of the target group and the column with the profile manipulation in the pool.
Remove values from profiles
You can also use a target group import to remove values from profiles. In this case, you want to remove selected values from the Download (Multiple Selection) field. Proceed as described for the previous topic (Enhancing Profiles with Values) up to step 8.
First you need to do the following:
- Select target group import
- Unique assignment and duplicate check per ID
- Creating New Rows
- Column ID with field Profile ID map
- column download with field download map
After you have carried out the steps described above, proceed as described in the screenshot.
Entered values of a multiple selection field can be removed with a target group import.
- Click on Advanced Settings to open the area in which you can manipulate the field.
- Click Remove Attribute Options to display all options of the field (multiple selection).
- Now you can click on the X to select the options you want to remove.
- Then click on Import. Now the import is executed and the selected values are removed from the profiles.
Depending on the data type of the selected pool field, different data type configurations are available in the column configuration.
A distinction is made between four type configurations:
- Data type: Text
- Data Type: Date
- Data Type: Boolean Value
- Data Type: eMail
- Advanced settings (add own value)
With these four type configurations, the following field types can be mapped.
Single-line input: One line of free text can be entered.
Multi-line input: One or more lines of free text can be entered.
Single selection: One of these options must be selected from a list of options.
Multiple selection: 0 to n options can be selected from a list of options.
Salutation: Default single selection.
Country: Default single selection.
State: Default single selection.
Mobile area code: Default single selection.
Date/Date with Time: Fields for entering a date (with time).
As an alternative to static date input, a dynamic text-to-date can also be entered (e.g. "today - 5 days" for: "five days ago today").
Language: Default single selection.
eMail: Text input with validation to a valid email address.
True / False: An input field with a yes / no option.
Whole number: Number that can simply be counted up in the form and used there for scoring procedures. Note: Due to the limited 32-bit number space (0 to 4,294,967,295), this field is not suitable for long IDs or customer numbers.
Postcode: An input field for numbers
IP address: Read-only field for the IP address of a profile
When importing a text field, the text field can be given its own value. This is useful if, for example, you are importing data from a company. The value "Company XYZ" can be assigned to each profile here.
When importing a text field, the text field can be given its own value.
If a date is imported, the structure of the date format can be specified in the "Format" field. The structure d=day, m=month, y=year, H=hour and M=minute must match the import file. Make sure that the separators (points/double points) of the import file match the separators in the Format field. If there is no date in a line of the import file, enter a character for a "blank format" in this field, in this case "-".
If a date is imported, the structure of the date format can be specified in the "Format" field.
Field: Boolean value
For Boolean values, use yes, true, yes, or 1 for true, all other values are automatically interpreted as false.
With the field type eMail the option "Only valid eMail addresses" is available. If this checkbox is activated, only profiles with a valid e-mail address will be imported.
Field: Multiple selection
In the case of a multiple selection field, individual values can be added during import or removed from the profile with a check mark.
Field: Single selection
Importing a single selection field allows you to store your own values during an import and to overwrite or delete existing values with an empty value.
Clean up duplicates
If there are several profiles with an identical e-mail address in a pool, this can lead to ambiguities and inconsistencies. These superfluous profiles can also be costly. In order to clean up the duplicates, the cause of the duplicate source must first be determined and switched off. If possible, the relevant fields or criteria should be determined by which the unwanted duplicates can be distinguished from the desired profiles. Unfortunately, you will usually not be spared manual processing or marking of the duplicates. In an external database application you can sort the profiles and mark the profiles to be deleted with a flag. In any case, it is important to consider the status of permission or deletion when marking the profiles. Under certain circumstances, the date fields (entry, deletion, change) must be used as decision criteria.
If the duplicates have existed for some time, please note that it may well be that the profile history of a duplicate profile is distributed among several of its duplicates. Profile values set by forms may also differ for the individual duplicates of a profile. This should be taken into account during manual preparation for the marking of duplicates and the subsequent deletion of unwanted duplicate profiles.
That's the best way to go about it:
- Creating the target group with the duplicates
- Export duplicates with all relevant fields and the profile ID
- Merge and select profile entries
- Import profiles again
- Create target group with superfluous profiles and delete profiles
1. create target group with duplicates
Create a target group with the criterion "eMail duplicate is available" in order to record all duplicates available in the pool in the first step.
2. display and export an overview of the duplicates
In multiple profiles, different information may be present in each profile. Therefore, you should display all fields in order to decide which fields are necessary for the export and which are not.
Export all relevant pool fields.
The following fields should always be exported:
- profile ID
- first name
- email address
- date of registration
- date of execution
- modification date
- Fields of interest
You need the profile ID to be able to reassign the enriched profile to the profile in the pool.
Select fields for export
Drag fields you want to export to the designated area. After you click Export, you will receive an email with a download link that is valid for 24 hours.
Sort and select the superfluous duplicates in an external database application (e.g. sorting by date of change, taking into account the status of deletion).
Copy the information from an unconfirmed profile to a confirmed profile from which you have permission so that the collected information is not lost. The change date indicates which profile should be retained. You then add a selection column to this table, which you can use to select the profiles to be deleted. Before the revised profiles are imported back into the pool, a field must be created for the selection in the pool. You can use this field to select the profiles to be deleted in a target group and delete them from the pool. If you only want to remove the duplicates, it is sufficient if the import file only contains the profile ID and the selection flag. System fields such as the deletion, permission, or change date should not be imported again if possible.
Import the formatted list with the uniqueness criterion Profile ID and the selection characteristic.
(The characteristic must also be created in the pool first!). It is sufficient to import a table which only contains the profile ID and the selection flag. You then create a target group in which all profiles are collected that contain the deletion flag. With this target group you can remove the contained profiles from the pool via the Delete data tab.
Consolidate profile data
Select the profiles uniquely so that you can select them in a target group.
Edit profile data
After you have merged the existing information of the duplicates in a confirmed profile and deleted the superfluous columns, you can import this file again. To assign these profiles to the profiles in the pool, you need the profile ID.
Create field for selection
Before the profiles can be imported, first create a new field in the pool, with which you can select the profiles to be deleted.
Create a field with the appropriate data type in the pool to select the profiles using this field. In this case it can be the data type "Text" with a "Single line input".
When you import the profiles back again, pay attention to the appropriate file encoding (UTF-8) and the correct separator, check the result in the preview.
If the appropriate file encoding and separator is set, the umlauts and special characters as well as the column division are displayed correctly.
When importing the profiles again, set the "unique assignment" and the "duplicate check" to "Profile ID" and click on "Update only". Carry out the import.
With the import, the profiles are enriched with the missing data and the selection characteristic. You can use this characteristic to filter the profiles to be deleted.
Create target group
To filter the profiles that are to be deleted, enter the uniqueness criterion that you assigned to the profiles to be deleted.
Create a target group with the selection criterion. Here: "Delete selection contains". This allows you to select the profiles to be deleted.
Under the tab "Delete data" you can remove duplicate profiles from the pool. Please keep in mind that if the profiles are deleted, the profile history and the tracking data of the profiles to be deleted will also be lost. If you have accidentally deleted profiles from the pool via target groups, you can restore the profiles via the Backup Center.
Under the tab "Delete data" you can delete the multiple existing profiles from the pool.
Saving an import as a template in three steps
If you have successfully performed an import, you can call this import in the Import History tab and use it as a template. This means that you do not need to map the fields for future imports if you always want to import the same fields.
1. Select import as template
Select Import as Configuration for a Template
2. Define import template
Defining the Configuration of the Import as a Template
3. select import template
Now you can select the import as a template.
What you should keep in mind when importing
Please note that an Excel file contains only text. Formulas, functions, formatting, fixed column headings, blank lines or similar should be avoided. The data must be within a spreadsheet.
Large amounts of data
Note that for very large amounts of data, it is advisable to split them up before importing - if possible, do not import more than 30,000 records at once, otherwise a time-out error may occur. Normally, however, imports of up to 100,000 profiles are not critical.
If you would like to provide one of our employees with files for e.g. an import, please use the Cloud Service iDGARD for data exchange. Please contact one of our support staff beforehand, they will set up an account for you and send you a PDF with instructions.
Change date for an import
During an import, the change date is not set automatically, even if profiles have been changed. A new change date is only saved when you fill out a form or enter it directly in the pool. However, during an import, the system field "Change date" can be overwritten manually with its own value. Values in the date fields can be changed, but we advise against changing the entry and deletion date, as these fields can have legal relevance.
More profiles in the import than in the import file
If the import contains more profiles than appear in the import file, you should open the file in a text editor. Here you will find lines consisting only of separators - these lines have to be deleted.
Permission of an import is OPT-OUT (confirmed)
"Opt-Out (Confirmed)" is always the default permission for newly imported profiles. "Opt-Out" is an independent registration procedure in which the recipient must actively unsubscribe, as opposed to "Opt-In", in which an active registration takes place. If there is no own field assignment for the permission field during the import, the standard "Opt-Out" is used during the import. The reason for this standard is that it is assumed that the recipients of imported profiles have demonstrably agreed to receive e-mailings and that this proof lies outside the system.
Unchangeable field values
Changes in fields of type IP address or in field Profile ID are not possible.