Overview

The Data Transfer function enables you to set up FTP profiles as well as schedule imports and exports of data to and from Engage. Imports and exports can be scheduled to run only once, or to run on a regular schedule.


The Scheduled Imports feature is used to import subscriber lists in a flat file from a secure FTP connection on a scheduled basis. The Scheduled Imports can be set to repeat at a specified frequency or scheduled to occur only once at a set time. The secure FTP site to be used for an import is defined as an FTP Profile, and the appropriate FTP Profile is selected when setting up a Scheduled Import. 


Subscribers can be imported to a List in Engage for use with Standard Campaigns and Newsletter Campaigns, to a specific Automated Campaign, or just to your general Subscriber 'pool', where subscribers can be captured in Segments


You can also import subscribers via the Engage API. For more information on this process, see Data Transfer - Imports via API



File Formats

Your company may be exporting a list of new subscribers from an existing system or list. The file for the import to Questline systems must be in one of the following formats to be accepted by the import process. The file format to read from is set when a Scheduled Import is first set up, and cannot be changed without stopping the Scheduled job and modifying it.


Acceptable file formats are:

  • Text file, .txt extension – tab delimited
  • Text file, .txt extension – pipe delimited
  • Comma delimited file, .csv extension
  • Excel Workbook, .xslx extension
  • Excel 97-2003 Workbook, .xls extension


For more extensive details on the file formats and structure, see this article on Engage Subscriber Import File Format Requirements. 


Data Columns and Mapping

While your company can include multiple columns of data and information to be stored for subscribers, the minimum required to create new subscribers is their email addresses, cellphone numbers, or fax numbers, in a column of data.


Other columns can be included, but must be defined and mapped to attribute names when the Scheduled Import is created. If a file’s format or structure does not match the format and structure of the original example file, the subscriber import job will fail.


When your company uploads an initial example file to Questline during the setup of a Scheduled Import, we structure the import job to look for that same file format and structure each time. If the columns had a header row, the header names were mapped to internal attributes, and the data set to import to values for those attributes. If the columns did not have a header row, the column order is mapped to import the values to specific internal attributes or values.


But whatever the format initially provided, the files put in the FTP site must maintain that format and structure going forward for subscriber imports to work.


Filename is Important

The automated job that picks up and imports files containing new subscribers must not only have a static known file format and data structure, but a static filename. During initial Scheduled Import setup, a filename must be provided. The automated import job will look for a file with this name in the proper FTP location each time it runs. If no file matching that name is found, the job will fail.


File Placement and Pickup

Once the file format, extension, and data standards are verified, the Scheduled Import can be run immediately, or scheduled for a future time. You can use this import via FTP once, or have it run repeatedly at an established frequency. If you choose to use the import repeatedly, all that’s left for you to do to keep importing new subscribers regularly is to publish the file to the correct FTP location at the established frequency.


For recurring imports, every day/week/month (as determined by your Scheduled setup with Questline) our systems will look in a specific, pre-defined FTP folder. At a frequency determined during setup of the Import, the Engage system will look for a file with the predetermined name on the secure FTP site. If found, the file will be examined for format and data structure. If these checks pass, then the subscribers will be imported to Engage. The system will also check to make sure that the file it finds is newer than the last file imported. This is to prevent the same file from being imported repeatedly.


FTP Site and Credentials

Questline provides clients with a secure FTP location accessible by the Engage system. This is where all susbcriber import files should be uploaded on a regular basis.


Host: ftp.questline.com
Protocol: SFTP
Port: 22
Username/Password: Questline cannot provide credentials via email or in this document. Please contact your Questline Account Manager or Questline Support using the contact information below to receive a username and password via phone.


Getting Support

If you encounter errors or issues with Scheduled Imports, contact your Technical Account Manager or contact Questline Support by entering a Support Ticket.




Accessing the Data Transfer Functions

To access the Data Transfer functions and schedule subscriber imports, click the Account Settings gear icon, then choose Data Transfer.



The Data Transfer page is then displayed, defaulting to Scheduled Imports.




Import Page


This page displays any scheduled imports in a table format. The following information is displayed:


  • Job Name: Displays the name given to the import job.
  • Status: Displays the status of the import job: active, paused, expired, or failed.
  • Modified: The date the import job was last modified.
  • Last Run: Displays the date that the import job was last run.
  • Next Run: Displays the date that the import job is next scheduled to run.
  • Actions: By moving your mouse over a row in the table, icons representing actions will be displayed in the right column. Available actions may be restricted based on the Status of a job. For details, see the Managing Imports section lower on this page. 



Scheduling a New Import


To schedule a new import, follow the steps below.


  1. Click the New Import button on the top right of the page.

    Result: The Job Setup page displays.


  2. In the Job Name field, enter the name that you would like to assign to the import job.

  3. In the FTP Profile field, select the FTP profile that should be used to connect to an FTP site for this job.

    Note: The FTP profiles that you have already set up in Engage will be listed as values in this field. See Setting Up FTP Profiles for more information.

  4. In the File Name field, enter the name of the file that you will be importing. This is the file name that Engage will look for each time the job runs.
     
  5. In the First Run field, specify the date and time that you want the import to first be run.
     
  6. In the Frequency field, select the interval at which you would like the job to be run: (Run Once, Every Day, Every Week, Every Month) or choose Set Custom Frequency to specify an interval in minutes, hours, days, weeks, or months.
     
  7. To save the information entered, click Next.

    Note: If you wish to exit without saving the information entered, click Back to return to the previous page.

    Result: The Import Setup screen appears.

  8. In this step, you must select whether you want to import to the subscriber pool, to one or more Lists, or to one or more Automated Campaigns, and select an import processing type (Add Only, Add & Update, or Overwrite).

    If you select to add to Lists or Campaigns, you are given a text field where you can enter part of the the name of Lists/Campaigns. Engage will try to match and display results based on what you enter, and you can then select results from a dropdown menu.

    In the Options buttons, you can choose Add Only, Add & Update, or Overwrite.

    • Add Only: This option will only add subscribers that are not already a part of the selected List/Campaign or in Engage for your account. If subscribers have already been uploaded, their information will not be updated.

    • Add & Update: This option will add new subscribers, but will also update attributes of any existing subscribers included in the file you're uploading. It will not remove any information from attributes with values assigned that are not included or changed in the file you are uploading.

    • Overwrite: This option will add any new subscribers and change all attributes of existing subscribers to match those in the fie you are uploading. If uploading to a List or Campaign, this will replace the entire List/Campaign's subscribers with the subscribers and attributes in the uploaded list.  WARNING: Use of this option without specifying a List or Campaign will replace the entire subscriber pool for your account with the contents of the file being uploaded. It is strongly advised that you do not use Overwrite without a List or Campaign identified.

  9. After selecting options for handling the subscribers in the import, click Next.

    Result: The Sample List screen appears.
     
  10. On the Sample List screen, click Select File.

    Result:
    A system window appears allowing you to select a file from your computer.
     
  11. Browse to the location where you have stored the subscriber file that you wish to upload, select the file, and click Open.

    Result: The file will be uploaded so that initial file mapping and subscriber import can occur.

  12. In the File Format dropdown, select the type of file you are importing. Note that Engage allows for various file formats to be imported.

  13. Using the checkboxes, select whether the imported file has Column Headers, and whether the system should email you with a notification when the import is completed.

    Note: By default, an email will be sent to you as notification that the import is finished. The email will include List/Campaign names and file names as well as the number of subscribers added, updated, and the number of errors. Any errors will be detailed in an attachment.

  14. Click Next.

    Result: The Column Mapping screen appears.
     
  15. In this wizard step, you have the ability to match columns for the file that you uploaded to available subscriber attributes. Engage will attempt to auto-map any column that matches the name of an attribute already existing in the system, but there may be some columns that require manual mapping to be imported. For each column in the file, Engage will load the value from the first row as an example to assist with mapping.
     
  16. To map an attribute to the global attribute list, click Map to next to the attributes name, and then select an attribute from the dropdown, or select Nothing (Skip) or New Column. If you select New Column, you are provided with a text field where you can enter a new column/attribute name.
     
  17. After you have completed mapping or skipping all of the fields in the attribute list, click Save & Exit.

    Note: You must either map or skip each field before you click Save & Exit.

    Result: The system will process the mapping and, when completed, the Scheduled Import page will display with the new import listed in the table. From the table, you can access the import history or pause the scheduled import.
     
  18. To view the import history, click the History icon (piece of paper icon). A table listing the job’s import history displays.


Managing Imports

You can manage imports from the Scheduled Imports table, using the icons in the Actions column. Not all actions are available for all statuses of Import Jobs.


  • To view the import history, click the History icon (piece of paper icon). A table listing the jobs import history displays.

  • To pause an Active scheduled import, click the Pause icon. Once paused, an import can be edited and set to run again, or deleted.

  • To modify the scheduled import, click the Pause icon and then click the Edit (paper and pencil) icon.
    Result: The Scheduled Import wizard displays.

  • To run a paused or failed import, click the Run icon.
    Result: The Scheduled import is reactivated to run at scheduled time(s).

  • To delete the scheduled import, click the Pause icon, and then the Delete icon.
    Result: A screen displays asking you to confirm the deletion of the scheduled import job.