Pinpointe allows you to import your contacts from a spreadsheet. Pinpointe will read the data, then copy the contact information into a contact database you select. Make sure you have a database already created or create a new one.
Here are a few basic rules to get you ready.
Preparing Your Spread Sheet for Import
First, the top row in your spreadsheet needs to have the titles for each of your columns, also called fields. For example, if one column has your email addresses, the header row for that column should read "Email Address." In the example below, the header row includes "Last-Name," "First-Name," "State," "Phone," "Company," "Title," and "Industry."
Once you have checked your header row, you need to ensure that none of your data uses commas (i.e. ","). Data that uses commas will interfere with the way Pinpointe reads your spreadsheet. For most, this won't be an issue. You can delete any commas in your spreadsheet. If you absolutely need commas in your spreadsheet, Pinpointe allows you to change the field separator as described in later steps. [no longer true or was this an oversight when new import process was developed?]
Otherwise, now you can save your spreadsheet in comma-separated value (.csv) format. This is called a CSV file. It's like a regular spreadsheet, except it has all the formatting (e.g. bold fonts, column sizes, etc.) removed. This allows Pinpointe to accurately and intelligently read the contact information inside.
All spreadsheet programs have this capability. On both Windows and Mac, you would typically go to the File menu, then select Save As. When it asks you for the format, you would choose Comma-Separated. (More detailed instructions for converting to CSV are available online.) You will then upload this CSV spreadsheet to Pinpointe.
Uploading Your CSV File
1. Click the 'Upload Contacts' icon link on the home screen.
or click the main "Contacts" tab and then select the "Import Contacts" option.
2. Now, on the "Import Contacts from a File" screen, select the contact database you'd like to import your spreadsheet's contacts into by clicking on it.
3. On the right side of the screen is where you will bring in your CSV file. Click the CSV icon (Click to browse files) to select your CSV file from your local system.
4. Just above the outlined box where you will bring your CSV in is a check box that will allow you to add your imported contacts to any autoresponders you have created. Unless you are familiar with using autoresponders in your campaign, we suggest you leave this option unchecked. You may always add a database to an autoresponder campaign after the fact.
5. When the file is finished importing, click the "Next >>" button.
PLEASE NOTE: During the import process, the system will check the number of contacts you are trying to import versus your contact limit. If you are trying to import more contacts than you are permitted to based on your account level, you will see the following pop up panel:
Please follow the instructions to allow the system to discount any duplicates. If you are still over your account limit, please contact our support department at support@pinpointe.com or by clicking the "Support" tab at the bottom of your account web pages and submit a support ticket.
6. You will now be on the Import Contacts page where you will map over any field names from your CSV file to Pinpointe if necessary. The Pinpointe Field names that the system will try and map to your CSV file Header names are on the left (as indicated in the image) and your CSV Header names are on the right. You will also see up to three contact examples of what info will be mapped to your contacts within your Pinpointe account.
If the system is unsure of what Pinpointe field name to map to, it will show "Unmapped" in red. Click on the "Map" link at far left and a drop down list of options will appear (see below). In this case, the correct selection would be "Email Address". Click the check box for that Header and then click the "Map" button at the bottom.
After you click "Map" in the drop down panel, you should see that the system has successfully mapped over your selection (see below).
7. There are situations where you may want the system to update contact information already in this database. For example, assume you have previously imported contacts into this database. As part of your contact information, you include telephone numbers. If you have captured a new phone number for a contact and elect to overwrite existing data, the new phone number will replace the previously imported number.
Please note: When the main "Overwrite" option is checked, all the check boxes for every field in the column will also be selected. You can uncheck those specific fields you do not want to overwrite. Alternatively, you can elect NOT to check the primary overwrite box but rather only check the boxes for those data fields you want to update. Either method will work.
The "Null Update" column: If this option is checked, any contact with an empty (null) value in your CSV file will overwrite any existing data for that same contact in your database. Again, you may check the primary "Null Update" box which will select all field check boxes and then de-select those you do not want to change, or you may simply check the box for only those specific fields directly.
8. When finished with all mapping options, please click the "Next >>" button near the bottom.
9. You are now on the "Import Contacts - ADD CONTACTS TO ONE OR MORE LISTS" page. This is where you can choose to create a list during the import process that would contain all the contacts you are importing into your database. You can also add your contacts to one or more existing lists. You will note the "Add contacts to one or more lists" option is NOT checked by default. We suggest, however, you always create a list during importation. This provides you a complete history of all contacts you import into your database(s) segregated by each import event.
Whether you elect to add your contacts to a list or not, when ready, click the "Next >>" button.
10. Assuming you did wish to add your contacts to a list and checked the box to do so, you will see the screen presented below.
You will note the system provides you with a default list. To delete this list, simple click the "x" to the right of the name. If you wish to add your contacts to one or more existing lists, just position your cursor inside the name field.
A drop down menu of your existing lists will appear. Please refer to the next image below.
If you wish to create a new list, click the "Create New List" button.
11. After clicking the "Create New List" button, you will see this pop-up panel. Enter a name for your new list and if desired, an optional description. When finished, click the "Submit" button.
12. You will now see your newly created list in the field. When finished, click the "Next >>" button.
13. On the next page, please enter your initials where indicated and then click the "Start Importing" button.
14. When the system has completed the import process, you will see a summary of what transpired. In the example below, 4 contacts were imported successfully. Given this was a first-time import, we would expect 0 to have been updated. The remaining categories are various reasons why the import of a particular contact may fail. In this example, we can see that 1 contact contained bad data. By clicking on the "[ Click here for more information ]" link, you will bring up a pop up report indicating the issue(s). In the following image, you can see the system informing us that the email address contained an invalid character (a "#" symbol was inserted where the "@" should have gone). You may also click the "download list of failed contacts" link to receive a CSV file of the contacts that failed to import.
15. Congratulations! You have successfully imported your contacts. You may go back to the "Manage Database(s)" section under the main "Contacts" menu tab and review your newly imported contacts within the database. If you added these contacts to a list during import, you may also view the list contents in the "Manage Lists" section.