All your questions answered about switching to single list
We use our own GDPR Contact Converter to put all your contacts into a single list. Since converting information to one list undoubtedly raises many questions with you, we have prepared a Q&A. If you still have some questions, please let us know via support@flexmail.be. We will be glad to help you!
What is the Contact Converter?
When using multiple lists, there is a good chance that your contacts appear several times in your contact management. This does not need to be a problem, but it makes managing permissions and unsubscribing a lot more complex. To ensure your email marketing communication is GDPR-compliant, we make the transition to working with a single list.
Exporting and cleaning up this data can be time-consuming. We developed the Contact Converter, to prevent your contacts from getting lost and to ensure you have a clear overview of them. The tool has been created to restructure your contact database and solve any conflicts that may arise in a fast and easy way.
We provide a convenient process, whereas you make the choices and remain in control. This is how we clean up existing lists and merge them into a single large database with various segments. This is also how we prevent duplicate contacts and confusion.
How does the Contact Converter work in Flexmail?
First, we create a new, empty database as a basis for your new contact management. Together we will add your contacts to this database, list by list, or merge them. At the start, you can select the lists to be included and the lists to be deleted. We clearly indicate the number of contacts in each list and the time at which you sent the latest campaign to each list.
What happens to lists I do not select in the Contact Converter?
Therefore, you select all lists you certainly want to keep. If you want these lists to be deleted, do not check them in this step. This data cannot be retrieved after you have gone through the steps of the Contact Converter. Before you make any decisions here, you should check if the data can be deleted. If you are in doubt, remember that you can create an export of existing lists, so that you always have a backup. Do not worry. In the final step, we ask you again to confirm that you have finished. If necessary, you can still add a list you have forgotten.
What happens to lists I do select in the Contact Converter?
First and foremost, we analyse all contacts in the list and compare these with the contacts in the new database. Using this analysis, we know on the basis of the email address if contacts are already in the database.
If the contact is already in the database, we will compare the contact fields. If certain fields in the list have a value but are still empty in the database, or if the data in both fields is not consistent, a conflict will be displayed and you can indicate which information is correct.
If the contact is identical in both fields, we add a source to keep the origin of the contact. In this way, we can divide your database into segments easily.
What will happen if there is not a full match between contacts?
If the value in a field in the database is different from the value in the same field in the list that is merged, we indicate that a conflict has occurred in the merging process. After the complete list has been analysed, you can indicate if you want to use the values of the list or the values already included in the database.
Please note that your choice will apply to all conflicts in this list. The data you delete will be deleted irrevocably.
What will happen to workflows that currently use my list(s)?
If we notice that an active workflow is using your list, we stop it automatically, so that you have the possibility of adjusting the workflow to use segments instead of lists.
What will happen to unsubscribed contacts?
Contacts that have unsubscribed from a list, are entered in the general blacklist.
What will happen to campaigns that have been planned?
Planned campaigns are not stopped automatically. Make sure you do not plan them for the moment at which you want to go through the steps of the Contact Converter or cancel them before you start the Contact Converter. Since you are going to make adjustments to the contact lists, this would only cause problems when you send the campaign during this process.
For the campaigns already sent, the report will be supplemented further (e.g. link tracking, open rate, clicks).
Who should start the Contact Converter?
The Contact Converter should be started by an ADMIN user.
Can my other users continue to work in Flexmail during the conversion?
No, they can’t. While the converter is running, other users cannot log on. Make sure you choose a time at which nobody has to work in the account.
How long does it take to finish the Contact Converter?
How long it takes to go through the steps of the converter depends on the number of lists, the number of contacts and the number of conflicts. This means it is difficult to put a specific figure to this. We do recommend, however, that you run the Contact Converter when no campaigns have been planned.