Administer contact lists

This component of the eMarketing module provides the ability to create or administer ‘contact fields’ and ‘contact lists’. These lists enable campaigns to be sent or contact records kept. There are several standard fields to assist with the creation or automatically inserted text (first name, last name, organisation name etc.)

• Select ‘Contact lists’

Create contact list

• Select ‘Create contact list’
• Create ‘Contact list name’
• Insert notes or instructions in ‘Internal notes’ field
• Select ‘Next’

Add individual contact

To add an individual contact from ARM

• Select individual contact
• Search organisations or contacts (min. 3 characters as a search)
• Select ‘Add’

To add a new contact

• Select create contact
• Complete the pop-up screen
• Select ‘Add’

Add existing contact lists + searches 

To add recipients from contact lists

• Select add recipients from contact lists
• Select the relevant contact lists from the drop-down menu
• Select ‘Add’

To add recipients from searches

• Select add recipients from searches
• Select the relevant search from the drop-down menu
• Select ‘Add’

Import contact list

• Select import type
• Download the contact list template

NB: When editing a .CSV file, use of Open Office rather than Microsoft Office is highly recommended to prevent incorrect automated conversions e.g. 5-9 being converted to 5-Sept OR leading zeros being removed in phone numbers. After saving the file, open it in Notepad and check the dates have been formatted correctly.

Follow the importing steps and tips below to create your contact list spreadsheet and then upload.

The eMarketing contact import tool can handle up to 10,000 contacts in approximately 1 minute.

Unsubscribe single contact

• Identify the relevant contact list and select ‘Edit’
• Select ‘Next’
• Identify the contact to be moved and select ‘View contact’
• Select the ‘No‘ radio button beside ‘Accepts marketing contact’
• Select ‘Save’

Administer existing contact lists

• Select relevant contact list
• Select appropriate action
  • View contact list
  • Edit contact list
  • Export contact list
  • Archive contact list

Archive contact lists

• Select relevant contact list
• Select ‘Archive contact list’

Unarchive contact lists

• Select ‘Archived’ or ‘Existing + archived’ from the drop-down menu
•  Select ‘Unarchive’

Export contact lists

• Select ‘Export contacts’
• Select ‘Export type’
• Select ‘Export’

Remove duplicate emails from contact lists

Duplicate emails can be removed from contact lists. To remove duplicates:

• Identify the relevant contact list and select ‘Contacts’
• Select ‘View potential duplicates’ to review all duplicates
• Select ‘Exclude from list’ or ‘Archive’ as required

NB: Selecting ‘Clean email duplicates’ will remove all duplicate contacts with the same email address in that list except for one.

NB: Selecting ‘Clean organisation duplicates’ will remove all duplicate contacts that are identical within the same organisation (i.e. same name, same email, same organisation).

NB: Email and organisation duplicates are prioritised alphabetically.

Move contacts

• Identify the relevant contact list and select ‘Edit’
• Select ‘Next’
• Identify the contact to be moved and select ‘View contact’
• Select contact visibility – an ARM or eMarketing contact only, or an ARM + eMarketing contact
• Select ‘Move client contact’
• Search for the destination organisation for this contact by entering the first few letters of the organisation into the text box and select ‘Search’
• Select organisation from drop-down menu
• Select ‘Move history’ check-box if you want the history for the contact to be moved to new organisation
• Select ‘Save’

If you need to move a contact to an organisation that does not exist, follow the instructions above to select ‘Move’ then:

• Select ‘Create new organisation’ from ‘Destination organisation’ drop-down menu
• Type in new organisation name
• Select ‘Move history’ if the contact history should be moved
• Select ‘Save’
• Select the ‘Organisation’ tab at the top of the page
• Complete organisation details
• Select ‘Save’

Review marketing status

 Each marketing list has a status column indicating whether a client accepts marketing or not.

	Accepts marketing
	Does not accept marketing

The status button is clickable to quickly change status.

Accepts marketing contact – for Subscribers using eMarketing, selecting the ‘No’ radio button excludes this contact from eMarketing broadcasts.

NB:  If a client has unsubscribed to your marketing communication, they cannot be emailed via eMarketing. A client must have the ‘Accepts marketing contact’ field marked to yes in ARM to receive communication.

• Select your client in ARM
• Select contacts
• Find the relevant contact
• Select ‘Edit’
• Choose ‘Yes’ for ‘Accepts marketing contact’

NB: If the client has unsubscribed from marketing via the unsubscribe link on each email the ‘unsubscribed’ radio button will be highlighted

NB: The default value for new contacts is set to ‘Yes’ for accepts marketing.  ARM Pro and ARM subscribers are able to adjust this setting globally under Customise ‘fields’. Refer to the ARM myHelp for more details.