Email Address Lists

Invitations can be sent to a list of contacts created and saved under Contact Lists. This feature allows you to quickly and easily deliver invitations to frequently surveyed groups. Lists are the perfect choice when sending to large groups, using Data Population, and using Mail Merge in invitations.

Even better: Once you’ve sent invitations, our system updates each list automatically based on the status of the email address in Track. As a result, you’ll have a clear picture of the updated email statuses of each list before using it for future publishing.

Navigate to

• Create Email List
• Manage Lists
• Modify Fields
• Track Automation Rules
• Import from External Sources

Create Email List

1. Open your project and click on the Publish icon.
2. On the far right end of the menu bar, click on Contact Lists.
3. Click Create New, then choose List.
   
4. On the first step of the list creation wizard, identify your list and type.
   
5. Enter a unique and descriptive name for the list.
6. Select Email Address List as your list type.
7. Under Select Source, choose how to load your contacts.
   1. 1. Import from file:
         
         • Supported file formats include .csv, .xls and .xlsx.
         • You may choose to include a single-column file of only email addresses.
         • If you have used Mail Merge in your email or Pre-Population in your project, your file should include a column for each field.
         • All columns in the file will be uploaded.
      2. Copy from another list: Import previously created email Contact Lists.
         
      3. Import from project responses:
         
         • • If email addresses are collected as responses in any of your projects, this option will be available.
           • From the dropdown, select from the available projects.

         By default, only the email address column is available, but you can add more columns by clicking + Columns on the right.

      4. Add individual contacts manually:
         
         • Use this option when adding just a few contacts or if you do not have a file to import.
         • By default, only the email address column is available, but you can add more columns by clicking + Columns on the right.

      5. Import from external sources:

         Use this option to create dynamic Contact Lists from your preferred sources.

      • Dynamic Contact Lists are available only within an Enterprise plan.
      • Google Drive and OneDrive: Available in all Enterprise plans. (Coming soon!)
      • Salesforce and SFTP: Available as à la carte features.

      Salesforce

      • Choose to create a static Contact List by a one-time import of selected Contacts, Leads, or Accounts from your linked Salesforce account. (To first connect your account to Salesforce, start here.)
      • Or, create a dynamic Contact List that updates automatically (based on your chosen criteria and schedule) when the relevant Salesforce records are created or updated.

      Note: Any records deleted in Sogolytics will not be deleted in your Salesforce account, and likewise records deleted in Salesforce will not change records in Sogolytics.

      Google Drive

      • Create a dynamic Contact List by linking a Google Drive folder as the source. (To first connect your account to Google Drive, start here.)
      • Map an Excel or CSV file in this folder to define the format of your Contact List.
      • Set the criteria and schedule of your choice to keep this List in sync with the Drive folder data, including which files should be used for syncing and when.

      OneDrive

      • Create a dynamic Contact List by linking a OneDrive folder as the source. (To first connect your account to OneDrive, start here.)
      • Map an Excel or CSV file in this folder to define the format of your Contact List.
      • Set the criteria and schedule of your choice to keep this List in sync with the OneDrive folder data, including which files should be used for syncing and when.

      SFTP Server

      • Create a dynamic Contact List by using a folder in a linked secure FTP server as the source. (To first connect your account to the SFTP server, start here.)
      • Map an Excel or CSV file in this folder to define the format of your Contact List.
      • Set the criteria and schedule of your choice to keep this List in sync with the SFTP folder data, including which files should be used for syncing and when.

      To update the Contact List correctly, all files must follow the same format as the mapped file, including the exact order of the email address column and any additional columns. Mismatches and failures can occur if the actual files do not match the exact column sequence in the sample.
8. For all sources except manual, you’ll next see the step to map fields in your list. Here, you can do the following:
   
   1. While importing from a list, identify the column of email addresses to be used for delivery by hovering over it and clicking the email icon.
   2. Rename columns as needed.
   3. Re-arrange columns as desired.
   4. Remove an unwanted column by unchecking the checkbox.
9. Click Done to create your List.

   Only one email address column on a Contact List can be selected for delivery.

10. Automation Rules: When setting up a dynamic Contact List linked to an external source, define the automation rules and alerts to keep your List updated.
    1. 1. 1. File Selection: Choose which files will be used to add/update records.

          This step is not required when creating a Contact List from Salesforce.

    

    1. 1. 1. • All Files: Records to be added/updated from every file uploaded.
             • New Files only: Records to be added/updated from the most recent file.
             • Files uploaded on selected days: Records to be added/updated from the files only on the day(s) selected. Add multiple days by clicking on the plus icon.
          2. Schedule Automation Rule: List records will be added/updated at this time based on the rules below. Choose Daily, Weekly, Monthly, Instantly, or Custom schedule.

    When Instantly is selected, any changes in the linked Salesforce account or Google Drive, OneDrive, or SFTP folder (new files uploaded or modified) will automatically add/update records.

    1. 1. Pick your start and end date.
       2. Add/Update Method: Choose how the list should be modified.
          • Update existing list and add new records: Add email addresses and additional fields of content. If these records already exist, they will be updated. If not, they will be added as new records.
          • Only update existing records: Change details for your existing records. This option is not shown when you first create the rule. To set up this option, finish creating the List, then click View/Modify Rule to enable
          • Only insert new records: Update your Contact List with only new records and other details.
11. Email Alerts: Send an email for any/all of the following events.
    • Send an alert email to confirm successful rule execution.
    • Send an alert email if automation fails.
12. You may choose to send any alerts to up to 10 alternate email addresses.

Manage Lists

Reviewing and managing your list is quick and easy. Just select a list and click on View/Modify:

• Add Contacts:
  Add or update contacts within your list. You can also add new columns record. You’ll have the following options:
  • Add new records to your list: Update your Contact List with new email records and other details.
  • Update existing records and add new records to your list: Add email addresses and additional fields of content. If these records already exist, they will be updated. If not, they will be added as new records.
  • Update existing records in your list: Change details for your existing email records.
• Delete:
  Deleting is permanent and cannot be reversed. The following options are available:
  • Delete Selected: Choose to delete selected contacts.
  • Delete all: Remove all contacts from the list.
• Edit Selected:
  Choose to modify selected records.
• Export Contacts:
  • Export Selected: Download only the selected records.
  • Export All: Download all records.
  • Export Filtered: Download filtered records.
• Archive contacts: Improve list quality and ratings by choosing to archive contacts no longer valid or in use.

Modify Fields

Keep your Contact Lists up to date by updating records, adding new fields, or hiding fields.

Here’s how:

1. Select the List you want to modify.
2. Choose View/Modify.
3. Click on Modify Fields.
   
4. You’ll see all the existing columns within the list.
5. To remove an entire column of data, click on the remove icon next to the column header. To hide it, click on the eye icon.
6. To arrange the sequence, just drag and drop the columns into the preferred order.
   
7. To edit a column header, click on the column text.
8. To display hidden fields, click Show all fields.
   
9. Click Done to save the changes.

Track Automation Rules for Dynamic Contact Lists

Your server is set, your dynamic contact list is uploaded, and your automation rules are in place. Now, all you have to do is sit back and watch the magic happen! Still, if you’d like, you can always review or revisit your settings.

Here’s how:

1. Within Contact Lists, select your list, then click View/Modify.
2. Go to View/Edit Rule.
3. View a summary of the automation rules set for this List.

Here’s what you’ll see:

• A card for each of these two metrics:
  • Automation Start Date
  • Total Records Processed
• A table below lists all the files used, as well as invitations sent and records bounced from each.

Once the automation is up and running, you’ll have the following options:

• Pause Automation Rule: This option suspends any further actions. Add/Updates will not resume until you start the automation rule again.
• Edit Rule: This option lets you review the rules and make any modifications, then save and overwrite the existing rule.
• End & Delete: This option allows you to stop and remove all saved automation settings.
• View Automation Rule: This option provides an overview of each step of the existing rule.