How To Import Your Patient Contact List Into Dewy

How To Import Your Patient Contact List Into Dewy

If you're coming from another CRM company, you may have exported a CSV file of opted-in contacts. You can easily import these contacts into your Dewy account using the import tool. If you're having trouble or don't know how to get started, you can contact our support team at anytime.

Importing contacts into Dewy using a CSV file

After you create a list, you can begin to import existing contacts from a CSV file using our import tool.

With the import tool, you can map columns in your file with fields in your account, create new custom contact fields to map a column to, import contacts to a list(s), apply a tag(s) to the contacts, import contacts as Active, Unsubscribed, or Excluded, and choose to update existing contacts while you import.

Step 1 - Download our sample CSV file & format your contacts

To minimize error, the first step is to download our sample CSV file that will help you format all of your patient contacts correctly. Download the sample CSV here and organize your patient contacts before moving on.

Step 2 - Navigate to the contact menu

Step 2 - Click "Import"

Step 3 - Click "Import from file"

Step 4 - Upload your CSV file

Find your correctly formatted CSV file on your computer and upload your contacts.

Step 5 - Finalize the upload

  • Select the columns to import: Be sure to double check that all of the columns you are importing map into the correct fields. Use the dropdown toggles on the right side of the screen to match your import columns with the correct contact field in Dewy.
  • Select lists: If you'd like to add the contacts that you're importing to a list, create a the list before your upload and select it before completing your import.
  • Add tags: Tags allow you to segment and identify your contacts. You could add a tag to convey how you obtained their information, what type of patient they are, what treatments they've received, etc.
  • Finalize import options: To keep your patient database fresh, be sure to select the box that says "Update existing contacts while importing."

Important things to be aware of

  • The import tool only works with CSV files: Other files like Google Sheets, Excel, Numbers or PDFs are not supported. To learn how to export any of these file types as a CSV, contact your respective service provider.
  • Each contact in your file must have a unique email address: If multiple contacts share the same email address, we'll import the first instance in your file and skip over the rest of the contacts who share that same email address. In addition, contacts in your file who do not have an email address will be skipped during the import process.
  • Contacts may be added to "Active" automations upon import: In most cases, imported contacts will not be entered into automations that are standard in your portal. However, in some cases, contacts may be added to active automations if (1) the list you are adding them to is used in an automation trigger, (2) if you're tagging contacts during the import process and those tags are used in automation triggers, or (3) if you're importing values to a field and that field is used in an automation trigger.

Best practices for preparing your CSV file

In this article, we'll share best practices for importing contacts from a CSV file into your ActiveCampaign account—from removing what you don't need to sharing a downloadable sample CSV import file. These tips should help you avoid import errors, partial imports, and long import times.

Make your CSV file as small as possible

Our importer will run through every column and every row of your file during the import process, even if you only plan to map some of the items to fields in your account. This can cause slowed import times, especially if you have a large number of columns and/or rows you don't need.

Before removing any information from your master file, create a copy of it first then work from the copy.

  • Columns
    Only include columns you wish to map to fields during the import process and delete any columns you don't need
  • Rows
    Remove all empty rows and rows that do not contain an email address (contacts who do not have a unique email address in the file will be skipped by the importer)

Use proper field formatting

Depending on how certain fields are formatted, you may receive an error or an unexpected result during the import process. This is especially common for contacts who have multiple values for a single field in your file, such as a checkbox or list box. Here are some best practices:

  • Multiple tags for one contact: If you have multiple tags for one contact, tags must be separated by a comma. For example, Tag1,Tag2,Tag3.
  • Multiple phone numbers or email addresses for one contact: Make sure that these field types use the double-pipe || delimiter between options. For example, if you were to import a list of contacts who have multiple values for a field in a single cell, you would format the cell like this: Value 1||Value 2||Value 3
  • Email address: Make sure all email addresses in your file are spelled correctly and are properly formatted.
  • Special and accented characters: Make sure your CSV file uses UTF-8 character encoding

You can also use this sample CSV file to set you on the right path for formatting your import fields.

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