Import Wizard

4 minute read

Add records from any Salesforce object to Campaign Monitor.
Map Salesforce fields to Campaign Monitor custom fields.
Schedule to automate the process.

Video Overview

Below is a detailed video overview. You can skip to specific sections by hovering on the timeline or clicking on the play bar's chapter list.

Creating an Import

Before you begin you will need a subscriber list and a data source (Salesforce campaign, report, list view or SOQL statement).

Go to the Subscriber list tab in Salesforce.
Then click the label of the list i.e. SL-0001.
Now click Import wizard then click the new import button.
Select your data source and then click next.
Map Salesforce fields to Campaign Monitor.
Immediately start the import, or set up a schedule for future runs or both.

Salesforce limits report imports to 50,000 records. If you are using Salesforce Professional list view import are not supported. If you set up the import wizard using a list view it will not update should the view be changed. To update an import using a list view edit and click through to save the changes.

Advanced Settings

On the schedule page of the import wizard you will find a collapsed section for advanced features. For most customers these settings are not needed.

Subscriber List Management
The Campaign Monitor import wizard allows you to add, update from your lists. You can also choose to resubscribe deleted subscribers.

‍Default: Add, Update Subscribers
‍This option will add or update subscribers that are in the source import.

‍Add, Update, Resubscribe Deleted Subscribers
‍In addition to adding and updating subscribers, this option will also set deleted subscribers back to active. Please Note - Bounced, unsubscribed, or suppressed subscribers will not be resubscribed.‍

Removing Records

If you have multiple import wizards on the same subscriber list, use the options below with caution. The Remove feature deletes any subscriber not on the source, including those from other import wizards.

The replace feature allows you to set records in Campaign Monitor to deleted if they are not in the source import. There are two options that allow you to do this:

‍Add, Update, Remove Subscribers
‍In addition to adding and updating subscribers, this option will also set any subscribers in Campaign Monitor to deleted if they are not in the source import.

‍Add, Update, Remove, Resubscribe Deleted Subscribers
‍This option will complete all four actions. It will add and update records. If records are not in the source import they will be set to deleted in Campaign Monitor. Records that are in the import but have a deleted status in Campaign Monitor will be made active again.‍‍

‍Which option should you choose?
‍The best option for you will depend on your specific needs. If you only need to add or update subscribers, then the default option is fine. If you need to resubscribe deleted subscribers, then you should choose the third option. If you need to remove subscribers from your lists, then you should choose the second option. And if you need to do all four actions, then you should choose the fourth option.

Clear blank values
If you have mapped a field to Campaign Monitor that has a blank value in Salesforce. And you want this to also set the value in Campaign Monitor to blank. You first need to enable the clear blank value option.

Create segments
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. To make the feature visible on the import wizard, please click here to locate and enable the option.

Once the import completes:

1. A new multi-select picklist will be created in Campaign Monitor.
2. All the members of the import will have the value selected.
3. A new Campaign Monitor segment will be created.
‍

‍Expiry date‍

If you have scheduled an import wizard you can optionally put an expiry date in. This will the stop the import from running again after the selected date.

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.

Managing an Import

Once an import has been created, a record will show in the recent imports table. The record will show key information such as when it last ran, when it will next run, and who it runs as.In addition to the far right, there is a dropdown arrow. Once clicked, a sub-menu will show the following options:

Results - Shows the results of the last import.
Edit - Allows you to make changes to the import.
Delete - Will delete the import record.
Change user - Changes the running user of the import.
Run now - Runs the import immediatley once clicked.

Global general Options

There are also some global options that apply to the import wizard. If it is enabled it will apply to all imports. To review the option please click here.

Prevent Contacts or Leads being added to lists when Email Opt Out is checked (Import Wizard Only)
With this option enabled if an email address belongs to a contact or lead record that has the standard email opt out field set to true they will not be added to Campaign Monitor. It is worth noting that if there are duplicate records and any of those records are opted out none will be added to Campaign Monitor.

Enable Import Wizard Segments
This option needs to be enabled to show the segement option as part of the import wizard see above.

Scheduling

Salesforce has a few hard limits which everyone has to respect. A good example of a Salesforce limit is the number of schedule Apex jobs you can have running at the same time. Each selected day and time on the import wizard scheduler page counts as a job.

This roughly translates to how many schedule import wizard jobs you can run at the same time. For most customers the limit far exceeds their needs, and therefore will never be an issue. If we detect that you have too many imports running at the same time and there are no slots we'll try again later. We also provide messaging should you have schedules overlapping.

But if you need a lot of scheduled imports there are some key things we'd suggest.

1. Try to stager the start time for imports if you have more than one.
2. You don't have to select every hour if possible try to leave wider gaps.
3. If you are running an import frequently check your source to make it as efficient as possible.
a. Only include the columns of data you are actually importing.
b. Consider using a filtter only include records that have changed recently.
c. Exclude records that have been opted out, or don't have a valid email address via filters.

If you are not sure how many schedule imports you have we have created a report to help. Please checkout the Subscriber Imports Report (Schedule) found in the Campaign Monitor for Salesforce report folder.

Next Steps

Below are two articles that are recommended reading and the best next steps.

FAQs

Forgive the long detailed answer but updating data in Campaign Monitor is quite complex and there are few ways to do it. Segments are based upon custom fields contained in your Campaign Monitor subscriber lists. A subscriber record in Campaign Monitor will need to have a value that matches the segment criteria. If records are missing from your segment there are a few easy checks you can do in the order below:

Campaign Monitor

If the custom field in Campaign Monitor is a picklist ensure the values are exactly the same as those in Salesforce.
Find a subscriber that should be in the segment but is not.
Check the subscriber to see if they are active on the list, records that are not active will not be updated.
Does the subscriber have the correct values to be part of the segment, if they are correct the problem is with the segment itself?

If you are happy the points above are correct and the problem lies in Salesforce please copy the email address.

Salesforce

Paste the email address into the Salesforce global search. If you have more than one result (i.e. duplicate records with the same email address) this could be a problem.
If you have only one record check to see:
1. If the value in Salesforce is different from Campaign Monitor.
2. They are active on the subscriber list the segment relates to.

Again if you are happy with the points above the next step is to check the subscriber list itself in Salesforce.

There are two ways our integration can update a custom field in Campaign Monitor. The import wizard of field mappings.:

Import Wizard
The import wizard requires a source e.g. a list view, report, campaign, or SOQl query.

Check to make sure that:

The record you are looking for is included in the source.
The field you are segmenting upon is included in the source.
On the import wizard mapping screen, the field is mapped.
The import has run recently and successfully.

Field Mappings
If a person is active on a subscriber list that has field mappings setup when the Salesforce record is edited it will fire a trigger to update Campaign Monitor. Check to see that:

Field mappings have been set up on the subscriber list
The field the segment is based upon is mapped in the direction of Campaign Monitor to Salesforce

To test field mappings you have two choices:

While on the field mappings click the Retrospective Sync button. This will kick off a process to update all records that are active in the subscriber list. Once the process has run check to see if the record has been updated in Campaign Monitor.
Go to the person contact or lead record in Salesforce and click edit, without making changes click save. This will fire our trigger and attempt to update the data in Campaign Monitor.

If the record has been updated this points to a problem with the trigger most likely permissions or a conflict.

Conflicts
Although we use standard Salesforce triggers, they can conflict with other code. A trigger fires when a Salesforce record is changed; this might happen by a user or an automated process. If there is a conflict, it could stop our code from executing as expected. It is tough to diagnose this type of problem.

Permissions
When a trigger fires, it needs specific permissions. So if the user editing the Salesforce record (which fires our trigger) does not have one of our permission sets the trigger will fail. If this is the problem, it is straightforward to correct by assigning a permission set this article explains how.

Long term solution
Although field mappings have their place, you might want to consider switching to our import wizard. Or you could use the import wizard as a safety net to run alongside your field mappings. The import wizard runs as scheduled APEX batch code which means it is far less likely to encounter conflicts. Permissions are not a factor as you can only set up the wizard if you have permission, the code then executes under your Salesforce user.

If you'd like to use the import wizard as a safety net I do have a few suggestions:

Create a Salesforce report that contains the fields you are using in-field mappings.
Filter that reports so that it only includes records that were last modified today.
When you set up the scheduling of the import wizard choose to have, it runs every hour of every day.

By using this approach should the field mapping not work the import wizard will keep Salesforce and Campaign Monitor in sync. Filtering on records only modified today makes the import very efficient, which is better for your overall Salesforce Org performance.

Summary
If you have run through the checks above and ruled out all of the points above there might be another issue, particularly to your Salesforce org. If you can please provide all of the following (please do not send Campaign Monitor web links as we cannot open them) we can try to diagnose with our developer logs:

The email address you have been working with.
The field is not updating.
The name of the subscriber list.
The name of the segment.
Grant Login Access (steps below)

Grant Login Access
Access can be granted by using the following steps:

1. Click on your name in the upper right-hand corner of the screen next to Help & Training.
2. Click "My Settings".
3. In the quick find type "Grant" and then select Grant Account Login Access
4. In the "Access Duration" field next to "Beaufort 12 Limited " please set to 1 week of access
5. Reply to this email to let us know access has been granted

Please note you need to be a Salesforce System administrator to grant access to third parties.

In this article

Import Wizard

Video Overview

Creating an Import

Advanced Settings

Removing Records

Managing an Import

Global general Options

Scheduling

Next Steps

FAQs

Partners

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Product

Resources

Import Wizard

Video Overview

Creating an Import

Advanced Settings

Removing Records

Managing an Import

Global general Options

Scheduling

Next Steps

FAQs

Does the import wizard have any limits?

What is the sync?

Why does an import schedule sometimes take longer?

What Happens When Two Imports with Segments are Running?

What happens if I change a segment name on an existing import?

How are Salesforce Campaigns sorted when importing via the import wizard?

How do I change the running user of an import wizard job?

Can I create custom field when using SOQL?

Do you update subscriber members who are on the suppression list?

How to schedule jobs work?

Why can I not see an object when working with the import wizard and list views?

Working with list views

Does user timezone impact the import wizard schedule?

Can I use a list view with the import wizard on professional edition?

What happens if the import wizard does not run?

Can I automatically create a segement?

How do I clear picklist values in Campaign Monitor?

How can I import multiple reports into the same susbcriber list?

How can I work with more than one email address for the same person?

Why are records missing from my import?

Why are records missing from my Campaign Monitor segments?

Why does the import wizard not run for a specific user?

How does personalization work?

How does segmentation work?

What is re-subscribing and how does it work via the import wizard?

How can I change the running user of an import?

Are there any reasons the replace feature will not work?

How can I stop duplicates?

Can I see the results of an import?

Can the import wizard run outside of the schedule?

Why use the Import wizard vs Subscriber rules?

How to update picklist values in Campaign Monitor?

What happens if my import contains duplicate email addresses?

How do I update the import wizard when I change the associated list view?

I can't add a new Campaign Monitor field when using SOQL

Partners

Legal

Product

Resources