Adding contacts one by one is certainly cumbersome work and not practical for a commercial environment where you have hundreds and thousands of recipients to add to your lists. In this article, we’ll discuss the Ninja EMS import function which enables adding a large number of recipients in a single go.

In this Article…

  • How can I import recipients in Ninja EMS?
  • How does field mapping work in Import?

Importing Recipients

At the beginning of the process, you would need to fill in the basic details required by the process to initiate. Here are these.

File to Import

Browse your system to select the file that carries the recipient details to save. Currently, the Ninja EMS accepts two formats for importing a file, your file has to be in one of the following formats.

  • .CSV
  •  TXT

List to Save Recipient Details

Select a list from the dropdown to save the recipient details. Lists are arranged under their respective groups for you to easily navigate and select.

What Happens with Duplicate Entry?

For this part, you’ll set your preference for the duplicate entries in the importing file. There are two options from which you can select one.

  1. Skip the duplicate entry from getting imported to the destination list.
  2. Overwrite the existing entry with the one in the importing file.

What happens to the emails on the Suppression List?

Suppression is known as the don’t send to the list, and the system omits to send to the emails added to the suppression list. This option will help you set your preference for the suppressed emails while you are importing the new records.

  1. Allowed– select this option if you want to import the emails even if some of them are already on the suppression list.
  2. Not Allowed– If you don’t want to import the contacts/recipients’ emails matching with the emails already on the suppression list.

Other Options/Preferences

There are more than a few buttons right below the email field, find out what each selection reflects.

  • HTML/Text

Select if the recipients will receive the text or HTML emails only. If you select the option as Text, the recipient will only receive the text version of the email, but if you select HTML, the recipient can receive both the HTML and also the text part of the sent email.

  • Active/Inactive

If you mark the recipients you are adding as inactive, they will not be included in any email campaign you’ll send from your Ninja EMS account. So keep the recipient status active if you want to actively send the emails.

  • Confirmed/Unconfirmed

If you select this option as “Confirm”, then the system will be sent an email with a confirmation link to such recipients. You can view/edit the confirmation email content by going to Layouts -> Pages/Emails. And if you remember, you already have selected SMTP/Mail Server to send the confirmation during the process of creating a list. However, if you don’t want the system to later send the confirmation email, you should mark the status of such recipients as “Unconfirmed”.

  • Subscribed/Unsubscribed

The contacts flagged as unsubscribed aren’t included in any future campaign to be sent from the system. Keep the recipient status as “Subscribed” for continued sending.

What’s field mapping and how does it work?

After providing the basic details of the process, you’ll be required to map the fields. The mapping process is meant to save the recipient data in the exact fields of the selected list. I.e. if the importing file has a column for “Company” information, it should be mapped with the company field connected with the destination list of Ninja EMS also. The dropdown has the system/DB fields, while the labels show the column headers of the importing file.

Once you are done with the details, you’ll see the importing process starts. Once it starts, you can navigate to other pages to do some other work, as this importing process keeps running in the background. Upon completion, it will show you the results.

  • Total- total count of records/entries to import
  • Processed- how many from the total system have been processed
  • Duplicates- number of duplicate entries found during the process
  • Invalid- if the process found any invalid email during the process, i.e. an email entry with @ is an invalid entry.