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Dealing with Mailchimp Unsubs and Cleaned Contacts

Set up Apsona and your Unsubscribed Excel file.

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The Email Opt out field will record the Unsubscribed Contacts.

First we'll check to see who is in the system already and who is not.

Copy the columns with Email and First Name and Last Name.

Anybody without a Last Name will be kicked out. I've added Unk so we can see if the emails without them actually have people in the system with names.

unsubscribed_segment_export_d0b6fab0ff - Excel

Next: Tools Import Update

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Paste the column into the box.

apsona__Apsona for Salesforce | Salesforce - Google Chrome

Your page should look like this:

  • Import new records
  • Copy/Pasted Data
  • Data from Spreadsheet Pasted into "Paste the data..."
  • Duplicates Reject
  • Match fields: Email
  • Field Separator: Tab

Click NEXT

 

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Add Email below the Email Address field. This matches your data with Salesforce data.

Leave the On Data Errors: Stop and Show Errors (This gives us the chance to see if any of these are duplicates or are badly formed. )

NEXT

 

You'll get this error message with all the contacts that are already in Salesforce.

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You'll also find some that are duplicates of MORE than one existing contact. Good. We can find duplicates in the system this way.

If you click the little down arrow, you'll get an exported .cvs file with all the error messages. If you then search for "more than one" you'll find your duplicates and can merge them.

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Change to "Omit erroneous records"

Click NEXT

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This is the page BEFORE you do any importing.

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I've saved the mapping with the name Mailchimp Unsub Map, so you can just call it up the next time you do this.

Click Download Match Results -- we got here just so we could download the Match Results. We'll update the Email Opt Out checkbox next.

Click CANCEL.

Set up a Spreadsheet to add Email Opt Out to your existing contacts

Delete everybody from this list that is not in the system. Notice that all but two of the people without a last name are also not in the system. Add their names so we can add Email Opt Out to their records.

Contact_match_2021-07-27_1740 - Excel
  1. Sort and filter on the Last Name field to find the UNK people who really are in the system.
  2. Sort and filter on the Match Record ID field to get only those with an ID.
  3. Add Email Opt Out as a Column and give it the value of YES
Contact_match_2021-07-27_1740 - Excel

This is what the spreadsheet looks like now.

Next we're going through the same operation, only this time, we're going to use the Contact ID to UPDATE the records.

 

 

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Apsona > Contacts > Tools > Import/Update > Paste the spreadsheet into the box

Make sure you have the same radio buttons clicked and that you're looking up by Contact ID.

NEXT

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Do the matching with the Contact ID, Email, and Email Opt Out.

Next (Keep Stop and Show Errors, just in case...) If we don't get any errors, Apsona will go directly to the Import Contact Records Page, and show you that you're updating.

 

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Click Import

Hmmmm...looks like we have two records that don't want to be imported. We'll download the Import Results to see what they are...

BUT: ALWAYS DOWNLOAD THE IMPORT RESULTS for all records. You will be REALLY sorry if you don't make this a habit, and even if it doesn't say there were errors. You use it to check your results and make sure everything works.

apsona__Apsona for Salesforce | Salesforce - Google Chrome
Contact_import_all_2021-07-27_1925 - Excel

Apsona found two duplicates and rejected the update. Since there are only two, it's best to go in and merge these duplicates and THEN check the Email Opt Out box on the contact records. I'll do that for these two.

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