Database sync for importing contacts

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Database Sync for Importing Contacts

Introduction

The Database Sync for Importing Contacts feature in ActiveCampaign allows you to connect and import contacts from an external MySQL database into your ActiveCampaign account. This functionality is particularly crucial for businesses that maintain external databases of leads or customers and need to keep their ActiveCampaign lists updated without manual effort. By automating the syncing process, you can ensure that your marketing campaigns reach the most relevant audience while maintaining data integrity.

This feature is available for ActiveCampaign plans: Plus, Pro, and Enterprise. It is important to note that the database sync is a manual process and cannot be scheduled for automatic runs at a future date.

How to Access This Feature

To access the Database Sync for Importing Contacts feature in ActiveCampaign, follow these steps: 1. Click on Contacts located on the left menu within your ActiveCampaign dashboard. 2. Select Database Sync from the options under the Manage section.

Step-by-Step Instructions

To set up a database sync, perform the following steps:

1. **Add Sync**:

  - Click the Add Sync button.

2. **Complete the Sync Fields**:

  - On the Database Sync page, fill in the necessary fields, including the Sync Name and Database Connection Details. Remember, only MySQL is supported.

3. **Select a List**:

  - Using the dropdown menu, select a single list to which you will add your contacts. 

4. **Choose the Table**:

  - Click on the table you wish to sync and then click Next Step.

5. **Map Your Fields**:

  - If your external table contains tags that you wish to import, select Tags from the field dropdown and then click Next Step.

6. **Rules and Sync Options**:

  - You can set up rules for your sync on the Rules and Sync Options page. These rules allow specific conditions to be applied to the contacts being imported. For example, you can create a rule that only includes contacts where the field 'ID' is greater than 1.

7. **Choose Sync Options**:

  - You have three import options:
    * Delete all items that are not affected by the sync each time the sync runs: This option removes contacts from your ActiveCampaign account that are not present in the external database.
    * Update existing contacts: This allows any existing contacts in your ActiveCampaign account to be updated with new information from the external database. However, if a contact is unsubscribed, they will remain unsubscribed even after being synced.
    * Send the last broadcast campaign when importing: Select this option to send your last campaign to each contact as they are imported.

8. **Review Options**:

  - Once all options are set, choose to add, test, or run your sync:
    * Add: Saves the sync configuration for future use.
    * Test: Displays how many contacts would be synced without actually performing the sync.
    * Run: Immediately executes the sync.

9. **View Sync Report**:

  - After running the sync, you can view the synchronization report by clicking View Report. This report displays the number of items synced, items that were not synced, and reasons for any failures.

Configuration Options

When setting up your database sync, you will encounter various options that dictate how the sync operates: - Sync Name: A user-defined name for identifying the sync process. - Database Connection Details: Information required to connect to your MySQL database. - List Selection: The ability to select only one list into which contacts will be imported. - Table Selection: Choose which specific table from your database will be utilized for the sync. - Field Mapping: Define how fields in your external database correspond with those in ActiveCampaign. - Rules: Optional conditions that specify which contacts to sync based on set criteria. - Sync Options: Control whether to delete, update, or send last broadcasts with new imports.

Best Practices and Tips

- Always perform a test sync before running it live to ensure everything is functioning correctly. - Carefully define your rules to avoid importing unwanted contacts and to keep your list relevant. - Review the sync report diligently after execution to catch any errors or mismatches early. - Maintain a backup of your external database to avoid data loss, as the sync does not modify external data. - Use the Update existing contacts option when you want to add new information to already existing contacts, keeping their subscription statuses intact.

Common Use Cases

- **Updating Customer Records**: When you have a customer database that frequently changes, syncing allows you to keep your ActiveCampaign contacts current. - **Lead Generation Campaigns**: Importing new leads from an external database can be streamlined through a database sync, making it easier for marketing teams to follow up with potential customers. - **Event Registrations**: For businesses that host events and collect registrations in an external system, this feature can help import those leads efficiently into ActiveCampaign.

Troubleshooting

If you encounter issues with the database sync feature, consider the following: - **Connection Errors**: Ensure that your MySQL database is accessible and that the connection details you provided are accurate. - **Mapping Issues**: Double-check your field mappings to ensure that all necessary data is configured correctly between the external database and ActiveCampaign. - **Sync Failures**: Review the synchronization report for any rejected contacts and their reasons to determine what adjustments need to be made.

FAQ

Q1: Can I schedule the database sync to run automatically? A: No, the database sync process can only be run manually and cannot be scheduled for future runs.

Q2: What happens to the contacts that are not in the external database but are in my ActiveCampaign account? A: If you select the option to delete items not affected by the sync, those contacts will be removed from your ActiveCampaign account.

Q3: Can I sync multiple tables at once? A: No, the database sync only allows you to select one table to sync at a time.

Q4: What kind of database does ActiveCampaign support for syncing? A: The database sync in ActiveCampaign only supports MySQL databases.

Q5: Will the sync modify my external database? A: No, the database sync will only import contacts into your ActiveCampaign account and will never change or delete data in your external database.

Q6: Is there a limit to the number of contacts I can import? A: The documentation does not specify a limit; however, performance may vary based on your specific account limits and system capabilities.

Q7: How can I keep track of failed imports? A: After running a sync, review the synchronization report for details on failed imports and the reasons behind them.

For additional resources, refer to the ActiveCampaign Import Results Report. ```