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CivicEngage
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Copy Subscriber Lists

Instructions

  1. Open the module where you want to pull your existing subscribers from
  2. Open the subscriber list for your category:
    • For modules like Bids, Blog, Notify Me, and News Flash you will click on the action button next to your category and choose subscribers
    • For modules like Agenda Center, Alert Center, Calendar, and Jobs you will open your category and click the Go to Subscribers button on the right side of the page
  3. Once you are on the subscribers page you will click on Export Subscriptions
  4. Choose whether you want only active, inactive, or all subscribers
  5. Click export - this will download a tab delimited TXT file with all of the subscribers for that category
  6. Before you import this list into another category we need to change the formatting slightly:
    • The file must be a text file with a file name extension ".txt" or ".csv".
    • Format Rules:
      • Fields must be tab or comma delimited
      • Each record should be placed on a separate line
      • All fields must be present, even if empty
      • Only the SMS Number may be empty
      • Blank lines are allowed / ignored
      • Duplicate entries will be ignored
      • Fields (In Order):
        • Email Address - Limited to 255 characters
        • SMS Number - Should be empty, or in formats ########## or ###-###-####
        • Subscription Type - Limited to values "email", "sms", "both" (without quotes)
    • Notes:
      • New subscribers will receive HTML emails
      • Existing subscribers will keep their format preference
      • Existing subscriptions will not be removed
  7. The best way to change the formatting is to:
    1. Open Microsoft Excel
    2. Choose Open File
    3. Change the file type to all files
    4. Find my .txt file and click on it
    5. Choose open
    6. This should open a wizard to change your file, when it appears just click finish
    7. Now you will need to delete column D, that says ok for all of the entries
    8. Check the formatting for all of the email addresses, phone numbers to ensure everything looks correct (you can also add other email addresses or combine lists here as long as you follow the formatting rules above.)
    9. Save as type (CSV) Comma Delimited
  8. Your file should now be ready to import into another category on your site.
  9. Open the module where you wish to import this new list
  10. Open the subscriber list for your category:
    • For modules like Bids, Blog, Notify Me, and News Flash you will click on the action button next to your category and choose subscribers.
    • For modules like Agenda Center, Alert Center, Calendar, and Jobs you will open your category and click the Go to Subscribers button on the right side of the page.
  11. Once you are on the subscribers page you will click on Import Subscriptions
  12. A box will pop up, click on choose file
  13. Find your file and click open
  14. Now click on the import file button
    • Note: When imported every user will receive a notification to confirm the subscription. If you would like to be able to bypass this, please contact support to ensure the prompt is turned on prior to importing
  15. You will get a summary of the number of subscribers added for email, SMS as well as any that were ignored as duplicates. If there are any problems double check the formatting or your file and make sure all of your columns are correct.
  16. You have now imported all of your users into the new category subscriber list.
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