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How to… Import Contacts The two most commonly used methods of adding Contacts to your account are either by using Manual Entry (for one single Contact at a time) or by Uploading a File.
How to add a single Contact with Manual Entry
1. Go to your ‘Contacts’ section
2. On the ’Dashboard’ or ‘Groups’ tab…
3. Click the ‘Add Contact(s)’ button
4. Click the ‘Manual Entry’ option
5. A brand-new Contact Card opens. Enter all the personal details for your new Contact. Email address is the only required field.
6. Click the ‘Next: Address Tags’ button
7. Enter the address details for the Contact if you have them and wish to store them.
8. Click the ‘Next: Custom Tags’ button
9. Enter any details you have for the Contact for your Custom Tags (if applicable).
10. Click the ‘Next: Choose Groups’ button
11. When deciding which Group(s) you want to add the new Contact to, you have the following options available:
a) No Group - your new Contact won’t appear in any particular Group in your account, but will be visible when you view “Ungrouped” Contacts.
Don’t have any Custom Tags?
If you need a Custom Tag for your account which is not shown here, you can create them in two different ways:
a) During the process of uploading Contacts to your account (details on this method are later in this guide)
b) Via the Custom Tags screen in your account Settings (accessed via the cog symbol top right of any screen)
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b) Current Group – according to where you were when you clicked to add a new Contact. For example if you had the ‘ABC’ Group open at the time that you clicked to add a new Contact, then this option will add the Contact to the ‘ABC’ Group.
c) Choose Group(s) – the ideal choice if you want to add your new Contact to multiple Groups. There’s no limit, select as many as you like.
d) New Group – Didn’t have a Group ready before creating a new Contact? Here’s your answer! Make a Group with this choice and your new Contact will be added instantly.
How to upload a file of multiple Contacts
1. Go to your ‘Contacts’ section
2. In the ’Dashboard’ or ‘Groups’ area, click the ‘Add Contact(s)’ button
3. Click the ‘Upload a File’ option
Don’t forget…
None of the Group options for a Contact are permanent. After a Contact has been added to your account you can add them to, or remove them from, as many Groups as you please.
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4. Step 1: Upload a file - Using the drag and drop function or the ‘Choose file’ button to select the file you would like to upload. The file types accepted are .csv, .xls, and .xlsx
5. Click the ‘Next: Tag Detection’ button
6. Step 2: Tag Detection - This table contains the first 100 rows of data in your file. There is a column for every Tag found in your file.
The top row of the table… has check boxes for you to tick the columns of data that you wish to bring into your account. The only Tag that must be included is Email Address; ignore the columns of data which you do not wish to import.
The second row of the table… is to identify the Tag for each column of data. Each Tag has a Name and a Type. The system will have attempted to calculate which column of data should be matched up with which of the standard Tags available but you can click and change any of these at this stage.
Ensure all your columns have the correct Tag by using the drop-down menu in this second row to match each column of data with the appropriate name. e.g. if you have a column of data which contains all your Contacts first names, select “First Name” from the ‘Tag Name’ dropdown.
Depending on which Tag you choose from the dropdown you will see a data ‘Type’ label appear alongside. This indicates what type of data will be allowed in this tag.
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If you have columns of data that don’t match any of the available Tags in the dropdown, you can create Custom Tags at this stage.
Creating Custom Tags during the import process
To create a Custom Tag for a column of data, select ‘Define New Tag’ from the Tag Name dropdown.
The column will highlight in red and provide you with an input field for you to type the Tag name, and a selector to pick the appropriate type for the data that you want to use in this Tag.
The options for Custom Tag type are: Text, Yes/No, Number, Date, Telephone Number or Email.
Text: any combination of numbers and letters.
Number: any number, including decimal numbers. Note: You cannot use spaces in number fields.
Telephone Number: any telephone number, including spaces and symbols. Note: This is for your convenience; behind the scenes this is stored as the ‘Text’ type.
Date/Time: any date and or time in the format dd/mm/yyyy or dd/mm/yyyy hh:mm.
Yes/No: field can only be yes or no, true or false or 0 or 1.
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Once a name and type have been entered, a Custom Tag column can be selected for import.
Each column selected for import highlights in green.
7. Click ‘Next: Confirmation’
8. Step 3: Tag Confirmation - On the ‘Tag Confirmation’ screen, you can review the data which you have selected to import. If you wish to make changes you can click back to the previous screen by clicking “No: Review Tags”.
9. If all the data that you wish to import is shown correctly click ‘Yes: Choose Groups’.
10. Step 4: Groups - At this stage you can decide if you want to add your import to existing Groups or a new Group
11. Follow the steps on screen for adding to Group (see how in the ‘How to add a single Contact with Manual Entry’ guide notes above).
12. Step 5: Email Confirmation - After the Group(s) selection step, you will have the opportunity to add your email address if you wish to receive an email notification once the import has been completed. Leave the email address input field empty if you do not want an email notification.
13. Click ‘Begin Import’
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14. Step 6: Import processing - this screen has a summary of the data which is being imported (how many records and how many tags) and a progress bar. You can move away from this screen at any time. Progress of the import can also be viewed on the Dashboard in the Activity Feed.
Related Resources
For more information on getting the most from your NewZapp account, visit our Knowledge Base or contact us on [email protected].
Don’t forget…
None of the Group options for a Contact are permanent. After a Contact has been added to your account you can add them to, or remove them from as many Groups as you please.
