Link the corresponding database fields with the import file
When you import a CSV file, Flexmail needs to know which column in your file corresponds to which field in your account. This mapping step ensures your data lands in the right place. Doing it right the first time saves you a lot of clean-up work later.
Before you begin
- Make sure your CSV file has a header row with clear, recognisable column names
- Create all the custom fields you need before you start the import, so they are available to map to
- Check that interest names in your file match the interests in your Flexmail account exactly, including capitalisation
- Verify that language values use the correct ISO codes, for example nl, fr, en, de
How the mapping works
After you upload your file, Flexmail analyses it and shows a mapping screen. On the left side, you see each column header from your file. On the right side, you select the corresponding Flexmail field.
Flexmail tries to map columns automatically based on names it recognises. Check each suggestion before you continue. An automatic match is not always correct.
Required mapping
The column containing the email address must always be mapped. This is the only required field to import a contact successfully.
Fields you can map
- Default fields: email address, first name, name, language, source
- Custom fields: any field you created in your account
- Interests: map a column with interest names to assign them in bulk
- Open tracking consent: indicate whether you have consent to track the individual open events of a contact.
Importing a column with open tracking consent
Flexmail recognises a column with open tracking consent like any other field. The values are "Yes", "No", or "Not set".
If the column is mapped, each row determines the value for that contact:
- An empty cell is no choice: a new contact stays at "Not set" and an existing contact keeps its current value.
- A row with any other value triggers an error. Flexmail still imports the rest of the file.
- A "Yes" for a contact that already has an explicit "No" is rejected.
- A "No" applies immediately, even if the policy is not active, as long as open tracking is turned on.
If the column contains "No" values for contacts that did not have this value before, Flexmail permanently deletes the individual open events of those contacts. The summary step shows this in advance: "X contacts will have their historical open data permanently deleted."
Mapping interests
To assign interests via import, your file needs a column where each cell contains one or more interest names. Separate multiple interests with commas. Map that column to the Interests field in Flexmail. The interest names must match what you created in your account exactly, including capitalisation.
Support tip If you want to assign the same interest to all contacts in the import, you do not need a separate column in your file. Flexmail lets you assign interests to the full import batch in the final step of the import flow.
Mapping languages
If your file has a language column, map it to the Language field and ensure the values use the correct ISO codes. Contacts without a valid language value receive the default language you select later in the import.
Columns you do not want to import
If your file contains columns you do not want to import, such as internal codes, notes not meant for Flexmail, or data without a corresponding field, simply leave them unmapped. Flexmail ignores unmapped columns.
After mapping
Once you confirm the mapping, Flexmail analyses your file and displays a summary: how many valid contacts were found, how many updates apply to existing contacts, and which rows contain errors. You can download an error file to see exactly which rows have issues and why.
Common mistakes to avoid
Trusting the automatic mapping without checking
Flexmail suggests mappings based on column names, but these are not always correct. A column named "Name" in your file might be mapped to "First name", while you actually mean "Name". Check every mapping before you confirm.
Interest names that do not match exactly
If your file contains an interest named "Newsletter", but your Flexmail account lists it as "newsletter" in lowercase, the mapping fails for those values. Flexmail is case-sensitive for interest names. Check spelling and capitalisation carefully.
Incorrect ISO codes for languages
A value like "Dutch" or "NL" in your language column is not recognised. Flexmail uses standard ISO codes: nl, fr, en, de. Consult the article "About languages" for the correct codes.
Mapping a column to the wrong field type
If you map a column containing free text to a numeric field, all values that are not numbers will return an error. Make sure the data type of your column matches the field type you map to.
Next steps
- Read "Import errors" if your import overview shows rows that could not be processed
- Read "Updating existing contacts" to understand how mapping works when you re-import existing contacts
- Read "Contact fields" for a full overview of field types and what data each field can hold