No clients, no CRM.

The edrone system automatically collects data from each visitor on your website, creating a Customer Profile that is continuously updated over time.

However, you probably already have a contacts database stored in your eCommerce platform, in a Marketing tool you have used in the past, or even a simple spreadsheet.

That's why one of the first things you must do when setting up your edrone account is importing this contacts database you already have.

This process is achieved in three simple steps:

  1. Downloading the contacts database you already have;

  2. Formatting the file according to edrone's parameters;

  3. Uploading the file into your edrone Workspace.


Step 1: Downloading the contacts database you already have

This is the only step that depends only on you, since each eCommerce platform or Marketing tool will have a different way of storing and providing an existing contacts database. The important thing here is that you get a spreadsheet containing, at least, a column with email addresses.

Please note that there are no limits to how many contacts you can have on your database.

Below is a table showing the mandatory and optional fields for uploading a contacts database in edrone, and how each field must be filled out.

FIELD

HOW TO FILL IT OUT

OPTIONAL / MANDATORY

E-mail

Valid email address

Mandatory

Name

Text

Optional

Last name

Text

Optional

Phone number

Numbers only

Optional

Gender

Text

Optional

Birth date

YYYY-MM-DD

Optional

City

Text

Optional

Country

Text

Optional

Language

ISO 639-1 code (2 letters, e.g. EN for english)

Optional

Email subscription status

1 for subscribed
0 for unsibscribed

If this field is left empty, it will be considered "unkown"

Mandatory

SMS subscription status

1 for subscribed
0 for unsibscribed

If this field is left empty, it will be considered "unkown"

Optional

Email subscription request date

YYYY-MM-DD

Optional

Email subscription confirmation date

YYYY-MM-DD

Optional

Tags

Text
If the contact should have multiple tags assigned, separate each tag with a comma.

Optional

NOTE: While importing, our system will automatically detect duplicate emails and ignore them. Therefore, there is no need to filter your database for duplicates.

Step 2: Formatting the file

OK, now it's time to format the spreadsheet in such a way that it will be processed correctly by the edrone system.

Once your spreadsheet is organized, you will need to save it as a CSV file. Make sure the file's values are separated by commas and use UTF-8 encoding (without BOM). Also, refrain from using special characters, including dots, on the file name.

NOTE: Avoid characters such as ' (apostrophe) and " (quote marks) because they may create problems when importing.

When you open your CSV file using the notepad, it should look something like this:

Best practices

  • Put first and last names in separate columns. That way, you will be able to send out personalized messages using only the person's first name ("Hello, Mary!") instead of their full name ("Hello, Mary Ann Smith!")).

  • Delete all columns that won't be imported into your CRM (e.g. address, social security number).

All good? Great, now let's move on to the last step!

Step 3: Uploading the file into your edrone Workspace

Log into your Workspace and go to SETTINGS > IMPORT. Click on the UPLOAD CSV button and select your CSV file.

You will be required to pair the columns in your file with the fields in the edrone system:

YOUR FILE

EDRONE SYSTEM

E-mail

EMAIL

Name

FIRST_NAME

Last name

LAST_NAME

Phone number

PHONE

Gender

GENDER

Birth date (YYYY-MM-DD)

BIRTH_DATE (YYYY-MM-DD)

City

CITY

Country

COUNTRY

Language

LANGUAGE

Email subscription status

EMAIL_SUBSCRIPTION_STATUS

SMS subscription status

SMS_SUBSCRIPTION_STATUS

Email subscription request date

EMAIL_SUBSCRIPTION_REQUEST_DATE

Email subscription confirmation date

EMAIL_SUBSCRIPTION_CONFIRMATION_DATE

Tags

TAGS

For each field, you will be able to select the Overwrite Existing option. This will make that field be updated even if the customer is already on your CRM and has information related to that field (e.g. if the customer already has a phone number associated to their profile and you choose this option when uploading a contacts database with the same email address and a different phone number, that contact will be updated with the new phone number and the previous one will be lost). This is a convenient way to update or correct any data previously assigned to or collected from given contact.

NOTE: For tags, should you choose the Overwrite Existing option, all tags previously assigned to that contact will be erased, and only the tags from the new CSV file will be included. If you want to keep the old tags and just add the new ones, import the file without selecting the Overwrite Existing option.

After completing the mapping process, you will be able to select a few additional options that will apply to all contacts being imported:

NOTE: The options you select in this section will override the informations from the CSV file. Therefore, if you have a few contacts assigned as "unsubscribed" inside the CSV file, but select "Subscribed" in the Email subscription status section, all contacts will be imported as subscribed.

Other settings

  • Ressurect deleted customers: select this option if you wish previously deleted contacts be "ressurected" (in which case, the system will create a new profile for these contacts).

  • Skip first line: select this option to ignore your spreadsheet's first line, for example because it contains the field description ("NAME", "EMAIL" etc) instead of the contact information.

Email subscription status

In this section, you can determine you entire list's subscription status, in case it is homogenous (same value for all contacts). In this case, choose if your list is made up of Subscribed, Unsubscribed or Unknown subscription status.

Here you can also choose the Overwrite email subscription status option. This is useful in case your CRM has contacts with an "unknown" subscription status but which are subscribed to your newsletter, or even the other way around – contacts that are counted as "subscribed" in your CRM, but aren't be anymore.


SMS subscription status

In this section, the same conditions apply as were described in the aforementioned Email subscription status section, but related to SMS messages.

Tags

In case you haven't added tags in your CSV file, but you still wish to assign tags to your entire contacts list, just select the desired tags from the tags section.

However, bear in mind that, while uploading new contacts, tags can only be attributed using one of two methods: either they are (1) assigned inside the CSV file; or (2) selected from the tags section. If both methods are used simultaneously, the system will return an error message and will not import the contacts database.

NOTE: Any tags you wish to add in this section should have been previously created before importing the CSV file. CLICK HERE to learn more about tags.



Troubleshooting

When importing your contacts database, you might encounter the following situations:

  • You've used an invalid separator in the CSV file
    Our system only accepts files with values separated by commas or semicolons. If you encounter this problem, you have two options: 1) try downloading the contacts from its source (e.g. eCommerce platform) choosing commas or semicolons as separators; or 2) open the file in a spreadsheet editor and save it again, following the correct formatting.

  • Field includes an invalid value
    For example, in the edrone system, the Email subscription status field should have either "0" or "1" as a value. Any other value, such as "subscribed" or "yes" will generate an error. In this case, change the value according to the table from Step 1.

  • You are mapping a tags column, but it includes one or more tags that weren't previously created in the system.
    Before importing your contacts database, create the necessary tags. Click here to learn how to do this.

  • The CSV file size is larger than 20 MB
    If your contacts database is too large (over 20 MB), please split it into separate, smaller files.

  • The file name has special characters, such as dots
    In this case, the contacts database will not be imported. Remove any special characters from the file name and try again.

  • The file was not saved with UTF-8 encoding
    Save the file again with the proper encoding (Unicode UTF-8) and try again.

  • The CSV file contains a tags field, but they were also selected from the tags section
    In this case, the system won't know which method it should follow. Try again using only one of these two methods.


Error messages

If you still encounter problems when importing a contacts database, you can check the error message generated by the system. To do this, click on the file's name:

In this case, the problem is "INVALID EMAIL", that is, there is something wrong with the value in the "email" column.

By going over the formatting guidelines and the table from Step 1, we can identify that the problem here was the use of quote marks ("). By removing the quote marks and importing the file again, the problem is solved.

List of possible error messages:

ERROR MESSAGE

PROBLEM

SOLUTION

FIELD TOO LONG

The field content is too long

Reduce field content length, or remove it if unnecessary

ERROR EMPTY LINE

There are one or more empty lines in the middle of the file

Delete the empty line

ERROR INVALID TAG

One or more tags from the file don't exist in your CRM

Create the tags before importing the contacts database

ERROR UNTERMINATED QUOTED FIELD AT THE END OF CSV LINE

One entry is taking up two lines

Use only one line for each entry

ERROR NOT ENOUGH FIELDS

More columns than are available in the file have been selected while mapping

Select only the columns that are available in the file

ERROR EMPTY FIELD

Empty field

Fill out the field or remove it if unnecessary

ERROR NO EMAIL

File without email addresses

Add your contacts email adresses

UNHANDLED PARSE EXCEPTION

System error

Report the problem to our support team

If, after going through the troubleshooting table above, you still aren't able to correctly import your contacts database, click on the HELP button and report the problem to our support team. Your file will be stored on our server and we will be able to help you.


Need more help?

If you have any further questions about importing contacts into edrone, please do not hesitate to contact us at hello@edrone.me


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