Importing Keywords

Keywords are properties of a Contact defining Contact's preferences and interests. A Contact may have multiple Keywords from one or more Categories. You can import Keywords contained in a file and add them to Contacts.

Before you begin

To import Keywords into Contacts you need:
  • Contact Management rights and Write permissions for the Address Book.
  • Category Management rights and Write permissions for the destination Category (if creating Keywords).
  • To import Keywords into Contacts contained in the (All Contacts) node, or in any Address Book in System Administration, you need System Administrator rights.
  • You need to know the formatting used in the import file. For more information, see Creating the Keyword import file.

About this task

The import allows you to do specify one of the following scenarios:

  • Add new Keywords to a Category and add these Keywords to a Contact
  • Add new Keywords to a Category and add these Keywords to a Contact, overwriting the Contact's current Keywords
  • Add existing Keywords to a Contact
  • Add existing Keywords to a Contact, overwriting the Contact's current Keywords

The import file contains rows of data: each row of data defines a Keyword and specifies a Contact to assign the Keyword to. Optionally, the import file may contain values for the Publication and Category in which you want to import the Keyword. In this case, you can map these columns, otherwise you can select available the Publication and Category (a fixed value).

Procedure

  1. Open the Content Manager Explorer.
  2. Do one of the following:
    • Navigate to the Publication > Audience Manager > Address Books node.
    • In the System Administration view, navigate to the Audience Management node.
  3. Select an Address Book (note that you cannot import Keywords into the (All Contacts) node) and do one of the following:
    • Click the Import Keywords icon in the toolbar.
    • Choose Import Keywords from the context menu.
    The Import Keywords screen opens in a new window.
  4. In Step 1. Set import options:
    1. Select Create new Keywords if your import file contains Keywords that do not yet exist in the Content Manager.
    2. Select Overwrite Keywords on Contacts if you want the import to remove existing Contact's Keywords before adding Keywords.
    3. Specify the Field separator used in the import file (how fields/columns are separated).
    4. Specify the String delimiter used in the import file (how fields that contain commas, double-quotes, or line-breaks are delimited.)
  5. In Step 2. Select a file to import:
    1. Click the Load from disk button.
    2. In the File Upload dialog, navigate to the drive and folder that contains the file you want to import, then select the file and click Open.
    3. Click OK to confirm the selection.
  6. When you change the data formatting options, click the Redo mapping button to reload the file using these options.
  7. In Step 3. Define column mapping:
    1. Fields marked in bold indicate the field, or fields, used to uniquely identify Contacts:
      • If one field is marked in bold, the value assigned in the import file for each Contact must be unique
      • If more than one field is marked as bold, the combined value of the fields must be unique.

        For example, Contacts comes with a default set of extended detail fields. The fields IDENTIFICATION_KEY and IMPORT_SOURCE are used to uniquely identify Contacts. In this default situation, you could therefore map the IDENTIFICATION_KEY to a column in the file, and set IMPORT_SOURCE to a fixed value such as TRIDION to identify where the Contacts come from.

    2. Publication title—do one of the following:
      • to map all rows in the file to one Publication, set Mapping to [set to a fixed value] and choose a Publication from the drop-down list
      • to map each row in the file to different Publications, in the Mapping drop-down list select the column in the file which maps to existing Publication titles in the Content Manager
    3. Category title—do one of the following:
      • to map all rows in the file to one Category, set Mapping to [set to a fixed value] and choose a Category from the drop-down list
      • to map each row in the file to different Categories, in the Mapping drop-down list select the column in the file which maps to existing Category titles in the Content Manager
    4. Keyword title—do one of the following:
      • in the Mapping drop-down list, map the column in the file which contains values for Keywords
  8. Click the Preview button. A preview of the data that will be imported is displayed for the first ten affected Contacts (existing data is not displayed).
  9. Click the Import button.
  10. When the import is complete, a status message is displayed at the bottom of the Import Keywords screen:
    • Click the log file link to view the import log files.
    • Click Close to exit the import dialog.

Results

Depending on the options selected, Keywords are added to Categories in the specified Publication and/or to Contacts. Each row in the import file is evaluated and resolved individually.

Keywords are not imported in the following circumstances:

  • if you did not select the option Create new Keywords
  • if a row in the import file does not specify a Keyword (the field is empty)
  • If you have mapped a column in the import file to a Publication and the Publication does not exist, or you do not have access permissions for the Publication
  • If you have mapped a column in the import file to a Category and the Category does not exist, or you do not have Category Management rights and write permissions for the Category

Keywords are not added to Contacts in the following circumstances:

  • if the import file specifies Contacts that do not exist, or are not in the selected Address Book
  • if you did not select the option Create new Keywords and the Keyword does not exist
  • if the Contact already contains the Keyword

Adding or removing Keywords to or from Contacts can add or remove the Contact from Dynamic Distribution Lists whose definition is based on Keywords.