Import Wizard

  • Add records from any Salesforce object to Campaign Monitor via a list view, report, SOQL or Salesforce campaign.

  • Map Salesforce fields to Campaign Monitor custom fields to allow segmentation or personalization.

Creating an import

The import wizard needs a source in the form of a Salesforce campaign, report, list view or SOQL statement. If you have not already done so create one of these first ensuring you include an email field (not applicable to SOQL).

Please note that Salesforce limits, report imports to 50,000 records, if you have more than this try using the SOQL, campaigns or list view approach. List view import is not available in Salesforce Professional.

  1. Select the subscriber list you want to work with by going to the Subscriber list tab.  Then click the Label of the list i.e. SL-0001.

  2. Now click Import wizard then click the New import button.

  3. The wizard will appear asking you to select between a Salesforce campaign, report, list view or SOQL statement.

  4. The next screen depends on what you have selected, you will be asked to choose:
    a. List view - an object and a list view.
    b. Report - a folder and a report.
    c. Campaign - a Salesforce campaign and a status (you can also choose all statuses).
    d. SOQL - an editor that you can enter your query in and validate it.

  5. Next map Salesforce fields to Campaign Monitor custom fields.  If you already have custom fields in Campaign Monitor, these will appear.  By default there will always be three standard field name, email and constent to track. You can also create custom fields from this screen. If you choose to map a Salesforce contact or lead ID we will use this to match records instead of an email address.

  6. The wizard allows you to immediately start the import, set up a schedule for future runs or both. If you choose to schedule you can select one, more or all run times. On the same screen there is advanced settings, learn more in the tip below.

Once submitted a subscriber import record will be created and visible on the import wizard section.  Here you will be able to monitor the status of the import, see scheduling information, and view the results of a completed import.  Every time an import runs it will add any new subscribers and update custom field mappings.

It is worth noting that you can permanently delete subscribers from a Campaign Monitor subscriber list. If these records are imported in any way either via our integration or directly they will be considered as new susbcribers.

Working with list views

To help improve processing when working with list views we store the view as a SOQL statement against the import. This is only important if you are scheduling the import wizard and you change the list view at a later date. The import wizard will use the SOQL statment based on view before it was changed.

To update the SOQL statment contained in the wizard you simply need to edit the import and click next to page through, finally click save or save and import. This will update the SOQL statement.

Duplicates emails

If there are duplicate emails in Salesforce, we will first attempt to match to the most recently modified contact or lead. To change this behaviour please see the section below for more information.

Consent to track

Campaign Monitor has a standard field called constent to track. This can be mapped most commonly to a Salesforce checkbox field.

Linking emails to Salesforce

By default a Salesforce record is linked to Campaign Monitor via the standard email address field found on the contact or lead object. You can override this behaviour when you add records to Campaign Monitor u our import wizard

1. Make sure your source - report, list, SOQL contains a Salesforce Contact or Lead ID.

2. Via the import wizard map the Salesforce Contact or Lead ID to the Salesforce ID field on the mapping screen.

3. When the import wizard runs a subscriber list membership record will be created in Salesforce.  This will be linked to a contact or lead based on the ID rather than the email address.

Picklist Values

Both Salesforce and Campaign Monitor can have pick list field types. The values contained within these fields can change. If a value changes in Campaign Monitor then this will need to be manually updated in Salesforce to match exactly. Our integration can update Campaign Monitor pick list fields if the values are mapped and active as part of the import wizard.

Advanced settings

The import wizard, by default, adds and updates records. But you can also enable replace and resubscribe features.

Replace - Set records that are not in the import source to deleted.
Re-subscribe - Set records that are in the import source to active (only if they are deleted). Clear values - If a Salesforce field is blank the corresponding mapped field in Campaign Monitor will be updated to blank.

Replace subscribers

The import wizard, by default, adds and updates records. But you can also enable replace and resubscribe features. Replace - Set records that are not in the import source to deleted. Re-subscribe - Set records that are in the import source to active (only if they are deleted). In addition there is an option to clear blank values, with this option enabled we will clear values in a Campaign Monitor field if the corresponding mapped field in Salesforce is also blank.
  1. Create your import as described above.

  2. In the final step you will have the option to run or schedule the import.

  3. Click on the Advanced section to expand.

  4. Select Replace subscribers.

The replace option will not work if either the "Disable Salesforce account, contact and lead triggers" option or the "Don 't sync members of this list to Salesforce" option is enabled. This is because the replace option relies on the data that is stored within Salesforce to determine which subscribers are safe to set to the status of 'Deleted'. If the data is not up to date (because of the above or due to a failed sync), then the replace option will be ignored.

Clear blank values

  1. Create your import as described above.

  2. In the final step you will have the option to run or schedule the import.

  3. Click on the Advanced section to expand.

  4. Select Clear blank values.

Re-subscribe delete subscribers

  1. Go to the Campaign Monitor admin app and select our General settings tab.

  2. Now click on Options.

  3. Enable Re-subscribe delete subscriptions via import wizard and this will apply to import wizard schedules going forward.

Updating an import

  1. Select the subscriber list you want to work with by going to the Subscriber list tab.  Then click the Label of the list i.e. SL-0001.

  2. Now click Import wizard.

  3. Click on the Dropdown arrow on the far right of the import you wish to Edit.

  4. Click Edit.

Deleting an import

  1. Select the subscriber list you want to work with by going to the Subscriber List Tab.  Then click the Label of the list i.e. SL-0001.

  2. Now click Import wizard.

  3. Click on the Dropdown arrow on the far right of the import you wish to Delete.

  4. Click Delete.

View import results

Every time an import runs we store the results to show what updates occurred in Campaign Monitor.
  1. Select the subscriber list you want to work with by going to the Subscriber list tab.  Then click the Label of the list i.e. SL-0001.

  2. Now click Import wizard.

  3. Click on the Dropdown arrow on the far right of the import you wish to View.

  4. Click Results.

Instant import wizard

The import wizard can be run manually or via a schedule, however for Enterprise users you can run an import wizard job via a Process builder invokable action.

This can be useful where you need to push custom object information across to Campaign Monitor in near-real time (only lead and contacts are supported via Subscriber rules).

The Instant Import Wizard is a powerful approach but should be used with caution given that it's best to avoid running too many Import Wizard jobs (I.e. select objects to base the process builder action on that change infrequently - i.e. when a subscriber signs up).

Create Segments for Import

A new Beta feature allows you to create a segment as part of the import wizard flow. This can be useful where you have a single subscriber list but would like to email only a few of those subscribers based on records in the import wizard.
  1. To enable the feature, please go to our options page by clicking this link general settings.
  2. In the bottom section called Other, you will see an option Enable Import Wizard Segments. Please enable this.
  3. Start the import wizard as you would usually but on the last screen, scheduling, click the Advanced Settings section to expand it.
  4. An option to Create a Segment will appear at the very bottom.  We will automatically suggest a segment name but feel free to change it.
  5. Once the import has been completed, a new multi-select picklist will be created in Campaign Monitor.  And all members of the import will have the value selected.  A new Campaign Monitor segment will be created matching the value you made within the import wizard.

Import wizard vs Subscriber rules

Below is a table of key differences between the import wizard and subscriber rules

Import wizard

  • Works with any Salesforce object.
  • You can import any email field.
  • Inbuilt field mappings.
  • Runs as a specific user.
  • Can run every hour of every day.

Subscriber rules

  • Only works with contacts and leads.
  • Limited to the standard email field.
  • Can be combined with field mappings.
  • Runs as user who triggered the rule.
  • Triggers instantly.
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