Email List Creations

Tristen Gros

I have an odd situation I'm trying to figure out. We have a list of a few thousand constituents that were previously subscribed to our MailChimp newsletters before we got NXT.

Is there a way to take the list of these email addresses, match them to constituents in our database, add a “subscriber” constituent code to each constituent, and send emails to them through NXT without having to go in and mark each constituent one by one?

Kylea Johnson

@Tristen Gros I would export the constituent ID and their email from RE to excel, and then use index match or vlookup to match over the emails from your subscriber list. Grab the constituent ID's for those that have a match and paste them into a query in database view (you can paste up to 500 constituent ID's into the query function in database so you'll have to do a few batches if you have thousands) then do a global add of the subscriber constituent code.

PS Alternatively once you have the constituent ID's of subscribers, you could set up an import file for the whole lot of them at once, but the import function in the database is a little wonky if you've never used it. It might take more time to learn than just batching it with queries and global adds would.

Alex Wong

@Tristen Gros
Kylea already give you the run down of how you can do this, the only comment I'll add is, if you are unfamiliar with Excel formula, INDEX MATCH or VLOOKUP would be difficult for you. The easier formula to use would be COUNTIF.

Assuming you have exported Constituent ID (column A) and email address (column in excel Sheet1, and your mailchimp emails in Sheet2 column A, then in Sheet1 column B, type the formula of =COUNTIF(Sheet2!A:A, B2) and copy paste down all rows in column C. Filter column C for non-zero (not sure if your mailchimp file will have dup email, those will come up as 2,3,4,etc). These non-zero on column C's record are the record that exists in your RE from the mailchimp email list. Just copy all the Constituent ID to another sheet and use Admin>Import like Kylea mentioned, since you already got the list of Constituent ID to play with, it's easier and less steps than using global add by this point.

If you want to learn more about excel formula, and you have more recent version of Excel, then I recommend you learn XLOOKUP instead, VLOOKUP is the older version where it's functionality is limited and XLOOKUP overcame all the limitation, so it is basically a complete super version of VLOOKUP.

Christine Robertson

@Tristen Gros I'm sure that you've already figured this out for now, but commenting for anyone searching this topic in the future. You can also use a third party import tool (such as Importacular from Zeidman Development) that allows you to match to constituent records based upon email address. The free version would allow you to add a constituent code as well as use the matching functionality to identify existing records.