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Cross referencing with Excel

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New Member
Posts: 3
Country: United_Kingdom

Cross referencing with Excel

Hi, I have an excel file containg data from Mailchimp that I want to be able to cross reference on Act. I need to add notes about the fact that contacts have read or unsubscribed from the MC campaigns, but I cannot think of an easy way to do that, and with over 350 of them to log, I'd rather not do that manually. Does anyone have any ideas?

I'm using  Act! Pro Version 19.2.146.0, Update 3 and operating on Windows 10.

Cheers

Graham 

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Employee
Posts: 40
Country: United_Kingdom

Re: Cross referencing with Excel

Hi Graham 

 

You should be able to import that excel file into Act and use duplicate checking to merge the notes into the existing records 

Please back up the database prior to doing this 

 

You would need to set duplicate checking on contacts to match on "Email" 

Duplicate checking can be set/Checked by going to Tools > Preferences > admin > then select duplicate checking 

 

Set record type to Contact 

Match contact records on "Email" then leave the next field as "None"

 

If you check your Excel file from mail chimp to see if it has headers 

It should look something like this 

 

Email                                       Notes

Example@email.com          Sent email 

 

Then go to File > Import > choose excel 

Point to your Mail chimp excel file 

 

Go through the Wizard > make sure duplicate checking is on 

Choose custom import 

Do not import the first record (Headers)

When you get to the field mapping 

Make sure Email matches to email and notes maps to Add to note 

 

When you get to ""Specify merge options" Click on the "contact" button 

 

If source records match destination records - set everything under that column to merge 

If source records do not match - set that to do not add

 

That will make sure you only update existing contacts and not create any new contacts 

 

Then continue and complete the import 

That should update the notes field for those contacts with a matching email address 

 

It may be worth importing those notes into a character filed rather than Notes as you will be able to perform a look-up easier in future 

For example - not looking up contacts that have unsubscribed 

 

Full details of importing from excel please see the following guide 

https://help.act.com/hc/en-us/articles/360024248394-How-to-Import-Contact-Data-from-an-Excel-Comma-D...

 

Thanks 

Eddie 

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Silver Contributor
Posts: 2,027
Country: United_Kingdom

Re: Cross referencing with Excel

Going forward you may also like to look at this add-in which links ACT and Mailchimp.

 

https://www.exponenciel.com/actaddons/actaddon.aspx?ID=159

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New Member
Posts: 3
Country: United_Kingdom

Re: Cross referencing with Excel

Thank you

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New Member
Posts: 3
Country: United_Kingdom

Re: Cross referencing with Excel

Hi Eddie, I followed your instructions through, but it seems something went wrong as I now have around 300 Act contact fiels that have been cleaned of all existing information, including company, telephone numbers and addresses.
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Nickel Elite Contributor
Posts: 541
Country: Germany

Re: Cross referencing with Excel

If you MERGE data from an Excel sheet that does not contain data for certain fields and you choose the "wrong" merge option "...update with newer..." you will merge the "empty" values into your database.
Andreas Schlesselmann
Melville-Schellmann GbR
Germany
www.melville-schellmann.de
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Silver Contributor
Posts: 2,027
Country: United_Kingdom

Re: Cross referencing with Excel

Do check if these are the existing records or new ones created by the import. The import wizard should not over right exiting fields if the import cell is empty.

 

If created by the import your existing records maybe OK.

 

If this is the case you can look up the new records by Create Date and do a bulk delete.