Subscriber management

Subscriber management

The subscribers screen displays the information organized in two main tabs: Basic search and Advanced search.

The main difference between them is the way in which the filtering parameters can be adjusted, since once the search has been finished, the results generated are displayed in the same format (same columns of information) at the bottom of the same screen.



In the case of the Basic search tab, the search area offers four conditional fields, which are: Name contains, Email contains and Created on (which can be used to set a time period to narrow down the search).

In addition, we still have in the search area the Search button (you can use it to start the search) and Clear (which can be used to exclude any type of element from the conditional fields).

In addition to the search area, there are a series of cinco action buttons: Add (adds a single subscriber), Import (allows you to upload subscribers in bulk), Mass Edit (it applies a bulk action to batches of subscribers), Quick filters (adds additional filters to those already applied) and Export to CSV (exports in CSV format the emails that meet the defined filters, if any).

1. Add

It allows you to add a new subscriber and its corresponding values to the custom fields, as well as to select for which groups it will be registered.

To add a single new subscriber, just click on +Add and you will see the different fields, here only the email field is mandatory. However, you will also have to select the group or groups to which the subscriber will belong.

If you have created custom fields, they will also be displayed and you can add the corresponding information. In any case, the new subscriber will be added after clicking on Create subscriber.

2. Import

If you want to add more than one subscriber, click Import. This option will open a wizard for  importing contacts based on three areas (1.Map the columns, 2. Choose the option and 3. Review and confirm).

2.1. Choose option

Here you will be able to add subscribers in bulk using three different ways: Copy and paste, Upload files (.csv, .txt) or Import from Mailchimp.

Importing via the Copy and Paste feature is simple, you just need to paste one email per line in the data acquisition area and click on IMPORT TXT.

On the other hand, selecting Upload files (.csv, .txt) opens an acquisition area (Drag the file or click here to select it) where you can drag and drop the document to be imported or click within this area to open a file explorer from which the document can be uploaded.

The Mailchimp import option requires a key that you will have to enter on API Key - Mailchimp field so that the data can be imported from Mailchimp. To obtain this API key, it is necessary to log in to your Mailchimp account and access the option  Account>>Extras>>API Keys>>Create a Key.

After that, the API key (which is an alphanumeric sequence) will be displayed in the Your API keys area and you must copy it to add it to Mailrelay (API Key - Mailchimp).

After that, press Enter and a drop-down menu will open called List in Mailchimp, where you will have to select the list of contacts you want to import and click on Import from Mailchimp.

2.2. Mapping the columns

Once you have selected the contact list using any of the three options, you can access the option that will allow you to associate each element to the corresponding field and to which group/groups you want to import the contacts.

Thus, depending on the fields/columns detected, the different columns will be displayed in the field of the file and next to each record in the Field column there is a drop-down menu so that it can be associated to a specific field among the available ones.

After that, simply select the subscribers' target group under Groups and in case you need to add it to a new group, you can create it by checking the New group checkbox and typing the name of the group to be created under New group name.

Before proceeding, you need to indicate under Additional options the desired treatment of existing subscribers. Here, you will have two alternatives.

  1. When you don't check the Update existing subscriber data checkbox – If this option is unchecked, existing subscribers will be ignored and only new subscribers will be imported. In this case, new subscribers already in Mailrelay contact lists will not be imported.

  2. Check the Update existing subscriber data box. If you select this option, the subscriber will be imported and two customization options will be presented: Keep subscribers in their current groups and add them to the new groups selected and Remove subscribers from their current groups and add them to the newly selected groups. Selecting these options will respectively: the subscribers you are importing will be added to the new group(s) and remain in the groups they were already in, or they will be removed from the groups they were already in and be added to the new group(s).

  3. Now, simply check the option: I declare that the data to be imported complies with GDPR (if applicable to my account) and international anti-spam regulations and have been verified by double optin, releasing Mailrelay from any liability for any damage, loss, liability, resolution or disbursement (including additional costs) arising from any claim or legal action if this is not the case.

After that, the mapping process for the imported subscribers is completed by clicking Import and the system will add them, moving you directly to option

2.3 Review and confirm.

This area is used to display a report of the import, in which you can search for the imported subscribers using the modifiers: Line equals to, Email contains (imported email) and Result equals to (taking as a basis whether it was imported or not, Success or failed and then clicking on the search button.

Just below, you can see a summary of the import result and, in case there was any failure in the process, in the column Failure reason, the reason for the failure is detailed.

3. Mass edit

In this option, you can make adjustments in bulk by applying an action together to batches of subscribers.

After clicking the Mass edit button, a pop-up window will be displayed, indicating the total number of subscribers to which the bulk edit will be applied.

Just below it is the Action drop-down menu, in which you should select the editing action you want to apply, from the following: Add to group, Remove from group, Remove from blacklist, Delete subscriber (move to trash) and Permanent delete.

Once this is done, simply click on Submit to perform the desired action.

NOTE: Mass editing is applied to all selected emails; if there is no active selection, it will be applied to all of them or to complete groups.

4. Quick filters


As the name suggests, these filters are applied quickly and easily to all emails in the database or to a selection/group that has already been previously filtered.

Filters are segmented in one click based on subscriber status: Active,Banned, Bounced, Inactive, Marked as spam or Unsubscribed.  imply select any of the filters and it will be applied immediately.

5. Export to CSV

This feature allows you to export subscriber lists using custom options, extracting contacts that have been filtered by some selected modifier or group. (if there are no filters, the system will export all).

After clicking on Export to CSV, a pop-up window will open, in which you must select the fields you want to include in the document that will be exported.

Also, if you want to add a header to know the value represented by each exported column, check this option: Add header to file.

Under Fields, select the fields you want to add to the document and click the Export to CSV button to download.

An informative screen is displayed with a direct download link, in case there was an error in the initial download and, in the same way, in Other>>Exported files, this export can also be accessed. (this option acts as a historical log of past exports).

6. Results area

The results area is composed of two tabs: Basic search and Advanced search.

This tab offers the following search modifiers: Name contains, Email contains, Groups, Created on (where you can indicate a specific time period) and SMS Status (Active and Canceled).

As well as the button to Start the search and delete the selected filters, Search and Clear, respectively.

Your results area has a total of seven columns: ID, Name, Email, Status, SMS Phone, SMS Status, Subscriber Reputation, Created on and Updated on. In addition, there are three additional action buttons: View, Edit and Move to Trash.

Based on the modifiers and filters applied, the information displayed in the results area varies automatically. At the bottom of the results area, the result pages and the corresponding scroll arrows are numbered at the bottom of the result area.

In the case of the Advanced search tab, the search area offers several conditions that are added to others to refine the search more precisely.

The first condition hat can be created is to define whether the subscribers should fully or partially match the selected conditions. This is indicated in the conditions Subscribers must match (All or Any) below:, after which the conditions themselves are created more precisely.

Initially, only one condition is offered, but you can add as many as you like by clicking the +Add condition button.

The anatomy of all the search conditions you can apply will be as follows: a main conditional belonging to any of the four sections offered: Subscriber, campaign, General activity and Custom field; a secondary conditional where the filtering options vary according to the main conditional selected and a third conditional whose values vary based on the second conditional.

Due to the extensive possibilities you can use to refine the searches, several examples are provided below to illustrate the filtering process.

Each search condition can be deleted by clicking on the red trash on the left-hand side. Once the desired conditions have been created, simply click on Search, to get the results of the advanced search, and if you wish to clear all conditions, simply click on Clear.

The functionalities of the Add, Import, Mass Edit, Quick Filters and Export to CSV buttons, as well as the way the data is returned in the display area are exactly the same as in Basic Search.

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