Need to reimport all contacts - what will happen to current data?

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Hello,

I need to reimport all our contacts for two reasons: 1) previously only email addresses were imported and I'd like to include more fields, 2) some contacts that belong to one group now, needs to go to another or a new group. (The groups are based on sales territories and there have been some changes in these area definitions.) What do you suggest? 
* Shall i create a master contacts list with all the 20k contacts and do the segmentation in Emma? (Can i do segmentation based on states and/or zip codes? If not, then i guess this needs to happen outside of Emma on my excel sheet.)
* Shall I do the work in excel and import the new groups?

Once done, can i delete the old groups and the historic data still be available (as the email addresses of the new groups will match the old data) or do I need to keep all the old groups?

Thanks,
Brigitta
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TerraMai Reclaimed Woods

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Posted 4 years ago

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Seemab Hussaini, Champion

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Hi Brigatta!

Great questions! (Re)Importing your contacts to add additional fields of information gives you more control over your contacts, tailoring your future campaigns and hearing back from them! You can go either way as far as (1) segmenting your groups based on states and/or zip codes or (2) Creating an excel spreadsheet for each group. My recommendation is with No. 1.

Though both will work, I will admit that I'm a bit biased here. We provide you with the tools you need in segmenting your audience by any field you add/create as well as many other ways. Here's an FAQ on importing  same list twice and location based.

Hope this helps! Follow up with me here when you finish up or have any questions along the way.
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TerraMai Reclaimed Woods

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Thank you for your reply, Seemab. Digging into the subject deeper ...

Would you pls let me know whether I can create a segment with multiple States/zip codes? The setup i am trying to achieve is one segment for each sales person, and they all have multiple states. One has multiple states plus certain zip codes. Does the system allows such custom creation of segments or I'd better create these groups in an excel sheet and import them as groups?

I am familiar with the Add only and Add and Update features when it comes to import. However, in our case, the multiple groups we have now will not be used any more. For example: Kevin - Midwest and Kevin - Southeast and Kevin - Texas. I don't need those. My goal is to have Kevin that includes all these territories (and updated ones, since there were territory changes) with all the new data fields. So once I am done with the new import (as per your answer to the question in my first paragraph), do i need to keep the old groups or can i delete them and the contacts' email history will still live in Emma (and be "brought over" to the new groups/segments)? Pls let me know if it's easier if I contact you by phone where might be able to explain the situation and the desired outcome better.

Thanks,
Brigitta 
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Emily Hollingsworth, Alum

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Hi Brigitta -- Emily here from the Emma support team, stepping in for Seemab. I do apologize for our delay here, and I'm eager to dig in and help!

After glancing at your audience, it looks like you may have already moved forward with creating these lists outside of Emma and importing them that way. If that method is working well for you then we might be all set here! If you're still curious about how the segmenting tool could be useful here, let's talk about how best to approach that. 

You can easily build layers in your segment that search for anyone that has any of the above states in their record. 



You can then add another layer to include contacts that have a certain zip code. The catch here is that you have to add this layer separately making it an "and" rather than an "or," so this segment is looking for anyone with either Alabama or Tennessee in their state field AND has a zip code of 37215. 


That doesn't sound like quite what you need, so you may want to run 2 separate segments -- one to find people with the appropriate state and one to find people with the appropriate zip code. Then you could send to both of those segments when needed. I hope that helps a bit!

As to your second question, importing using the add and update method will update your contacts wherever they are! If you delete the group later, those contacts will still live in any other groups that you've added them to.

Let me know how else I can help!