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The Contact Manager is an advanced storage for your contacts allowing you to create multiple contact records and distribution lists, and then use these lists for different distribution campaigns.

 

Contact Manager Creation

There are two ways to create a Contact Manager:

  • Create contact list by manually editing fields - Using this option you can create new contacts by inputting all required information manually. It is commonly used, if you do not have data saved in an external data file or to update the existing contacts list with new contacts quickly.
  • Create contact list by uploading file with data - Allows importing contacts from a delimited data file stored locally on your machine or remotely at a location that can be accessed through http (https), FTP(SFTP) protocols.  It should be a UTF-8 encoded .CSV file with the data separated by commas or file separated with tabs, spaces, pipes, etc.

Here are the recommendations for the maximum size of the Contact Manager:

  • Not more than 400 columns.
  • Not more than 4000 Bytes per row. For instance, 4000 symbols in English, 2000 symbols in Cyrillic alphabet.
  • No restrictions for the number of rows.

If the number of columns or bytes are exceeded, it may result in Contact Manager performance issues.


 Click here for more details:

Create contact list by manually editing fields 

Using this option you can create new contacts by inputting all required information manually. It is commonly used if you do not have data saved in an external data file or to update the existing contacts list with new contacts quickly. To create CM manually, follow the steps below:

  • Select the Create contact list by manually editing fields option and click the Next button.
    Before adding new contacts, decide what information your Contact Manager should contain and add the Contact Manager fields. These fields will define the structure of your CM and will form the column headers of the data table. The following five fields are created automatically: Name, Unique Contact ID, Email, Login, and Password.

  • Complete the following steps to add the Contact Manager fields:

    • Enter a label for the new field under the Field name column;
    • Select the appropriate field Format according to the data type that will be stored within this field;
    • Click Add Field button to save the field;
    • Click New Field to add one more field;
    • When all the fields are added, mark the Unique Key (these will be used as a unique contact identifier) and Email (these will be used for email distribution purposes) fields;
    • Click on the Name Format link to define the contact’s name format that will be used throughout the system. This formatted name will replace the [Name] tag if you use it within the system or in the text of the form invitation emails
  • Now that the Contact Manager structure is defined, click Add Contact button to add new contacts:



  • As you input the contact details all the fields are optional except for the field marked earlier as the Unique Key. This field must be filled out manually or you can choose for the Unique Key to be generated automatically as a random number.
  • Click Save & New to save the new contact and add more contacts to the Contact Manager or click Save to finish and go back to the Contact Manager home page.

Import File with Contacts 

  • Create a data file using Excel or Notepad containing the data that you would like to upload. The data file may or may not contain the column headers and must have as many rows in it for as many contacts you would like to upload:



  • Save your file as a UTF-8 encoded .CSV file, with the data separated by commas, tabs, spaces, pipes, etc.
  • Create a new Contact Manager and select Import from CSV file option:



  • Select the data file you are going to import. This can be .CSV file saved locally on your computer or a .CSV file hosted on a remote (s)FTP or HTTP(s) server. If an import of the file from network or internet was selected, it is possible to select one of the protocols to be used(HTTP/HTTPS/FTP/SFTP/SslFtp(explicit or implicit)). If you indicated link on FTP/SFTP/SslFTP(explicit or implicit) location, link structure should be as follows: file_location/filename.csv and login and password must be specified for this location:
  • If the data file you are going to import contains column headers, select the Consider first line as header option.
  • Depending on the separator that is used within the data file, select the appropriate option from the Select the delimiter dropdown.
  • Click Next to proceed further.
  • Contact Manager Object fields are created automatically according to the imported file. Proceed with editing the default column names and set their formats. Click Add Field to add more fields if needed.
  • Indicate the fields that will be used as a Unique Key, Email, Login, Password and Language. The Unique Key will be used as a unique contact identifier. The Email will be used for email distribution purposes. Login and Password fields will be needed to provide access to the Participant Portal. The Language column stores a portal/mobile application language preference for certain respondent.



  • Use the Import option if you need to update existing contacts in your Contact Manger or import more data.

Edit existing contacts 

To edit an existing contact there click the Edit link next to the contact, and then:

  1. Input contact details into the corresponding fields.
  2. The field that has been set as a unique key is marked as Contact ID. You can assign your own value to this field or select the Generate unique value automatically option to automatically generate random contact ID value, which then cannot be customized.
  3. Set a status for a contact. For all new contacts, the default status is Active. The contact that participates in a form/survey within the certain time period specified in the CM settings is considered an active. In opposite case, this contact becomes inactive if he did not open the latest form/survey within the set time period. Please note, that once inactive contact submits the form/survey, its status automatically changes to Active.
  4. Save & New saves current record and opens a blank form for new contact.

Click Save to save the contact.
Click Back to go back to the Contact Managers home page.


Deleting contacts 

To delete Contacts manually, select the Contacts and click Delete Selected button at the bottom of the Contact Manager. Once you do it, those contacts will lose their ability to log in to the Portal and fill out forms and tasks that were published for them.

When you delete contacts from a Contact Manager (manually or via a csv file upload), their profile data is wiped out and cannot be restored. Due to this security improvement, please take extra caution when deleting contacts.

Contacts view

There are two view modes available for the contacts lists:

  • Show response statistics for contacts;
  • Show profile information for contacts.


 Click here for more details:

There are two view modes available for the contacts lists. You can switch between them by clicking on a respective link above the contacts list:

 or 

  • Profile Information - this mode shows contact profile fields.
  • Response Statistics - in this mode the response statistics will be displayed. 

You can set up and view the response statistics per each contact using Contact Manager. Statistics is based on the scores assigned to the contact upon participating in your Form/Surveys. Below are the list of characteristics provided for each contact in this mode:

  • Points. Amount of points earned by contact .
  • Max Points. Maximum score that can be earned by contact.
  • Score. Percentage score earned by particular contact.
  • Invited to. Number of forms/surveys launched for particular contact. 
  • Started. Number of forms/surveys for each at least one response was created. 
  • Finished. Number of forms/surveys for each at least one response was submitted. 
  • Last activity. Date of contact's last activity.
  • Status. Contact status (Active, Not Active, Opt out)
  • Last invitation sent. The date of last invitation sending. 
  • Last survey started. The date when a new response was created for the latest form/survey launched for this contact. 
  • Last survey finished. The date when a last response was submitted for the latest form/survey launched for this contact. 
  • Last survey status. The status of response created for the latest form/survey launched for this contatc. 

Follow these steps to setup Response Statistics:

  1. Click the Settings button above the contacts list.



  2. Assign values to the contacts based on their actions:
    • Registration score is assigned to new contacts that are registered via the survey with the Register to the Contact Manager plugin applied. Those who correctly fill out the survey will be automatically added to specified Contact Manager and will be assigned with the score you set up.
    • Survey Started score is assigned when respondent starts new survey.
    • Finished Survey score is assigned for each new submitted survey.
  3. Based on the assigned scores indicate the value to highlight contacts if their score is below the indicated range.
  4. You can set the number of days after sending the latest email invitation after which all active contacts will become inactive.
    1. If you want to exclude inactive respondents from your distribution campaigns ,create a group in the Contact Manager based on the Status. Select Active status from the dropdown and system will exclude participants with Not active status from the distribution list:



  • Maximum score is the total of Registration, Survey Started and Survey Finished scores.
  • Scores can be assigned differently for each Contact Manager.

Delete Contact Select the contact you want to delete and click the Delete Selected button. You can delete multiple contacts at once.

Export If you want to export your contacts list to Excel or CSV click the Export button and select a respective option.

Managing contacts To manage contacts list mouse over on the arrow next to the column name.

  • Sort Ascending - sorts contacts in ascending order by selected column.
  • Sort Descending - sorts contacts in descending order by selected column.
  • Remove Sorting - this option appears if you applied sorting to a column and it removes sorting for the current column.
  • Columns - select columns you want to show or hide from the contacts list.

If your contacts list contains more than thousand items, list will be broken into pages. Use table navigation bar to navigate between pages or to refresh the list.

Contact Groups

You may create Groups of contacts in the Contact manager and then launch your forms and surveys to the specific group.

 Click here for more details:

To create a new Contact Group, follow these steps:

  1. Click the Contacts button from the main navigation menu at the top.
  2. Click the New button from the Contact Managers pane and select Group.
  3. Name the new group.

  4. Add a new filter your contacts will be filtered by. For details consult Filters help chapter.
  5. You can copy existing group or create nested group:

    • Select the group from the list.
    • To create a nested group that contains the contacts of the parent group only, select the Nested Group option.
    • If you want to copy existing group with all filters select the Copy Group option.

Managing Groups

To see the list of contacts that are available for certain group click on its linked name in the Contact Managers pane.

  • New -> New Group Creates new contacts group.
  • Edit If you want to edit selected group by changing filter criteria click this button.
  • Rename Use this option to rename selected group.
  • Delete Click this link to delete selected group.


  • By deleting a Contacts group you do not delete contact records from the Contacts Manager. To delete particular contacts, consult the Contact Manager Creation chapter for more details.
  • If you are viewing a Group and delete Contacts from it by selecting them and clicking the Delete Selected button at the bottom, the Contacts will be deleted from the Contact Manager as well. A group of contacts is not a copy of the Contact Manager records, but a filtered selection of them.
  • If the group contains extra contacts which should no longer be a part of that group, click the Edit button and adjust the Filter criteria to exclude them.


  • Managing contacts To sort contacts list for selected group mouse over on the arrow next to the column name.

     Click here for more details:

    • Sort Ascending - sorts contacts ascendingly by selected column.
    • Sort Descending - sorts contacts descendingly by selected column.
    • Remove Sorting - this option appears if you applied sorting to a column. Selecting this option removes sorting for the current column.
    • Columns - select/clear check boxes for the columns you want to show/hide.

Contacts Import

Contacts Synchronization is used to import the list of contacts from external sources instead of creating contacts manually one by one.

 Click here for more details:


Contacts Synchronization is used to import the list of contacts from external sources instead of creating contacts manually one by one.

You can also schedule automatic updates of the contacts.

Contacts are synchronized with the CSV data file, which can be stored locally on your computer or remotely on the FTP/SFTP or HTTP/HTTPS servers.

To set up a new synchronization or edit an existing one, go to the Contacts page, select necessary Contact manager from the list and click the Import button on the top right;

If you have not set up any synchronization yet or want to create new one, click the Setup New Import button.
Data you are going to synchronize your contacts with, can be located either remotely on FTP or HTTP servers or locally on your computer. 

  • Select from your computer to browse for data file located on your computer.

  • Select from network or internet if your data source is located remotely and indicate path to it. For example, keysurvey.com/sync.csv.

If an import of the file from network or internet was selected, it is possible to select one of the protocols to be used(HTTP/HTTPS/FTP/SFTP/SslFtp(explicit or emplicit)). If you indicated link on FTP/SFTP/SslFTP(explicit or implicit) location, link structure should be as follows: file_location/filename.csv and login and password must be specified for this location:

Please note, that only "/" slash must be used in a link that determines a file location. Link with a backslashes will be considered as an incorrect.

For instance, this link structure in the correct one: test-ftp.net/Test_user/CM_import.csv

 

Following sequence of steps is common for both options:

  1. Select Consider First Line as Header check box if data file contains column headers.

  2. Set data source delimiters that are used within the data file you are synchronizing your contacts with. If you use data file with atypical delimiters select the Other option and input delimiter you used into the text field.

  3. You can keep your Contact Manager updated in accordance to the data file. Select the Delete contacts not found in the synchronization file option and contacts that are missed in the data file will be removed from the Contact Manager.

  4. To keep existing contacts updated select the Update the contacts with changes from the import file option.

  5. Specify an email in case of errors during the import emails to be send to.

    Click Back to go back to the Synchronization home page and cancel current import.

    Click Next to proceed to the next step. On the next page it is possible to see the preview of the imported file. Click Next if everything looks correct and click Back to check the import file.

Mapping page allows you to map data from the data source with the contact columns. If your data file contains more fields than appear in the Contact manager, you can add new Contact Manager fields right from this page.

 Click here for more details:
  1. Click the Add Field button;

  2. Click on the data source column from the Import File columns field;

  3. Click on the column you want to synchronize with from the Contact Manager Fields field;

  4. To apply mapping between selected columns click Apply Mapping button;

  5. Select the column to use as a unique identifier so there are no duplicates within the Contact Manager. You can also use the Generate unique key automatically option, thus the data from the imported file will be overwritten with the random 9-digits unique codes and saved to the Contact Manager.

  6. To delete applied mapping click the Remove button next to the appropriate entry from the Mapped Columns field.

Click Back to go back to the previous step.

Click the Run Import button to apply all settings and perform contacts import.

If you import contacts from remote data sources, you can either import contacts right away or schedule automatic data synchronization.

 Click here for more details:
  • Import Time Select start synchronization time and time zone. For more information on time zones see the Time Zones help topic.

  • Recurrence pattern Select synchronization recurrence.

  • Range of recurrence Indicate time period when scheduling settings should be applied.

  • Specify the email address and notification emails will be sent to this address in case of errors during the import.

  • Click the Finish button to apply all settings and perform synchronization.

Synchronization history

The Synchronization home page displays the list of existing synchronizations and their details.

 

  • Name Shows sync name.

  • Latest Import Displays date and time last synchronization was performed.

  • Next Import Displays next synchronization date and time.

  • Import Now Click the Go button next to the synchronization you want to perform immediately. This option is applicable for importing data from external FTP or HTTP sources.

  • Status This column shows the detailed information on the performed import. Import can be finished either successfully and then green mark will appear in this column or with an errors and yellow exclamation mark will be shown. The list of errors will be displayed once mouse is placed over the yellow mark.

Click Edit next to the synchronization you want to edit.
Click Delete next to the synchronization to deactivate and remove it from the list.

 

 

  • Synchronization can be scheduled for remote data sources that are located on (S)FTP or HTTP(S) servers only.
  • The Go button that performs immediate synchronization is available for remote data source import only.
  • If the data in the file that resides on the remote servers has no changes, import will not be performed due to the data identity on both data file and Contact Manager.
  • If you use both the Delete contacts not found in the synchronization file and the scheduled synchronization with the external source options, and data file does not have more than 10% of contacts that appear in the Contact Manager, such import will not be performed in order to avoid accidental contacts deletion. If you still need to perform such import please either deactivate the Delete contacts not found in the synchronization file option or delete contacts from the Contact Manager manually before the synchronization.
  • In case you decide to update your Contact Manager and keep the same passwords for portal accounts, remove the mapping of the Password column during file import, or leave it empty in the file.

 

Filters

Filters are used to filter out contacts from the general contacts list by profile contact records or by contact activity.

 Click here for more details:

Filters are used to filter out contacts from the general contacts list, by profile contact records or by contact activity.

  •  Adding a new Filter based on the contact Profile Records:
    1. Click the New Filter button.
    2. From the Profile tab select contact field for filtering.

      Org Chart option allows you to filter contacts by organizational structure and is described below.
    3. Select appropriate parameter for filtering.
      'That are equal' displays contacts whose records are equal to selected ones.
      'That are not equal' excludes contacts whose records are equal to selected ones.
    4. Input filter criteria in the -Search- field.
    5. Select records you want to filter by, adding them to the right box. To select multiple records hold down the Ctrl key.
    6. Click the Add filter button to apply added filter.
    7. To create complex filter click the Add New filter button and set up new filter.
  •  Adding a new filter based on the Contact Profile:
    1. Click the New Filter button.
    2. Select the Profile tab.
    3. Select the field name for filtering.
    4. Select the data values (data from the corresponding field name) or the condition criteria you wish to filter:
      Exactly filters the exact indicated condition.
      Contains filters the contents of the indicated condition.
    5. Activate the Exclude filter feature to invert the selected data if required.
    6. Click the Add Filter button to apply added filter.
  •  Adding a new filter based on the Contact Activity:
    1. Click the New Filter button.
    2. Select the Activity tab.
    3. Select activity for filtering.
    4. Indicate the criteria for the selected activity.
    5. Activate the Exclude filter feature to invert the selected data if required.
    6. Click the Add Filter button to apply added filter.

 When creating complex filter you can apply Filter Logic:

  • Select AND logic to include contacts, whose records meet the conditions of all your filters.
  • Select OR logic to include contacts, whose records meet the conditions of at least one of your filters.
  • Select Custom to use combined filtering. To denote filters use Fx tokens. Use AND, OR operators to denote relationships. Use parentheses to make your logic unambiguous.
  • Click the Save button to save applied logic.

Org Chart is additional filter criteria that allows filtering your contacts based on organizational structure.To customize Org Chart follow the steps below:

  1. Select the Org Chart option in the Profile filter.
  2. Click the Setup button to create new organizational relations between contacts.
  3. Click the Add Relation button and indicate related fields.
  4. To save selected relation click the Apply button.
  5. Click Back to return to the Filters page.
  6. Choose the record you want to filter subordinates for. To select multiple records hold down CTRL key.
  7. Select the Include Root option to include head of filtered subordinates into the current view.

Click the Delete link next to the filter you want to delete.

Click the Back button to go back to the Contacts home page.

 

Example

 The information stored in your Contact Manager:

NameEmail AddressJob TitleCorp IDManager ID
John SmithJSmith@domain.comCEO1 
Barbara BrownBBrown@domain.comQA Manager2 
Peter YoungPYoung@domain.comTester32
Mary JordanMJordan@domain.comSales Manager41
Helen WilliamsHWilliams@domain.comSales Representative54
John DoeJDoe@domain.comAccountant61
Ann SmithASmith@domain.comJunior Tester73

Corp ID is unique contact identifier.
Manager ID indicates whom current subordinate belongs to.
E.g. Peter Young's Manager ID value is 2. It corresponds to Barbara Brown's Corp ID. Thus Peter Young is Barbara Brown's subordinate

 If you want to filter out Barbara Brown and all her subordinates filter options should be as following:
  • Org Chart
  • ID field: Corp ID
  • Related field: Manager ID
  • Record: Barbara Brown
  • Include root: selected

The View you applied current filter will include following contacts:

NameEmail AddressJob TitleCorp IDManager ID
Barbara BrownBBrown@domain.comQA Manager2 
Peter YoungPYoung@domain.comTester32
Ann SmithASmith@domain.comJunior Tester73