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  5. Creating a Scheduled Export

Creating a Scheduled Export

Give your Export a name and choose ‘Scheduled – a recurring process’

Select a query/list to pull data from in your database and a Mailchimp Audience to export into.

When you create your query/list be sure to include any fields you wish to use in the mailing in the output criteria (e.g. first name, donation amount etc), you will always need to include an email address and a ConsID or LookupID for all constituents too.

Tags

You can add records in this export to an existing Mailchimp tag or create a new one. You can add multiple tags.

You can also choose whether to add to any existing users tags or overwrite their current tags.

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You can choose whether to only add new emails or add new email addresses and update existing records. The first option will not update the values of constituents already in Mailchimp. Please note that existing constituent records are matched by email address only in the export.

Schedule

Choose the schedule for your export, you can select from daily, weekly, or monthly.

Matching

Choose how records should be matched:

  • ‘Match against all constituents found’; so if this email is shared by two or more constituents in your CRM the details will be exported from the first record found containing this email address
  • Match on email according to duplicate email settings; if you have defined a ‘main contact’ for an email address in the configuration the details from this record will be exported
  • ‘Match on constituent id mapped to the following merge field’; select the Mailchimp field from the drop-down containing your ConsID, this is obviously the most accurate way of matching records
    

If a record is not found by the matching a new record will be created in Mailchimp. If a record previously unsubscribed by an admin is found this will be updated and added as a subscriber. It is not possible to resubscribe a user who has unsubscribed themselves from an Audience.

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Field Mapping

Here you can map your query/list output fields to your Mailchimp merge fields. In order to reduce the number of fields you see in the dropdown we have grouped the query/list fields into categories. You will need to select the area the field you require is in first, to see the options in the field dropdown.

If you do not wish to import certain Mailchimp fields simply ignore them in your mapping.

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The ConsID field must be matched to the appropriate Mailchimp field in order for the export to proceed.

You can set up any number of merge fields in Mailchimp before your import to accommodate your fields selected in your query/list output. You must include an email address or the export will not run, as this is a field required by Mailchimp.

Click ‘done’ and your export will begin. Please note there may be a short delay before the tile appears on the dashboard due to Mailchimp processing procedures.