Select a Group Update, and choose to create a new template. Please pay attention to the note that the process will ‘Updates existing Mailchimp records only’.
Give your Group Update a name (we recommend a strong Naming Convention) and choose from either Ad Hoc or Scheduled process.
Ad Hoc Group Update
NXT Data
Select your NXT list or Query and the area you are using in NXT to update your Group. If you choose to use a Query, an additional field will be presented asking you to map a field from the Query that contains the email address of the constituent.
Group
Select the Audience and Group in Mailchimp that you wish to update. You may need to set up multiple processes for your audience if you have multiple Groups you wish to update.
Please also select the area in your NXT data that you want use for your Groups.
Matching
Choose how records should be matched, either by:
- ‘Match against all constituents found’; so if this email is shared by two or more constituents in your CRM the details will be updated from the first record found containing this email address – bear in mind different records may have different cons codes, solicit codes, consents and custom fields so we do not recommend this option for Group update.
- ‘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 updated
- ‘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 you will receive an error in the report, records must exist in Mailchimp prior to updating groups. Group changes will not affect subscriber status.
Group Item Mapping (for additions)
You will see here all the Group items from Mailchimp listed.
Select the plus symbol for a pop up to appear and select the appropriate value to map to.
Click on the pencil to the right of each Group item to edit. You can then choose which field (in this case with Solicit Code) should add each Group item to your Mailchimp audience members.
Each item can be mapped to a different field (in this case you see solicit codes).
Consent works slightly differently and will give you additional look up options
Group Item Removal
Removing Mailchimp contacts from Groups works in a similar way. Here you select the groups to remove if the constituent DOES NOT have the appropriate Solicit Code.
Confirm and Start
Review your template and when ready, click on ‘Start’. An animation of sending the process to the Chimpesphere start and then you will be taken back to the Dashboard to await the results. For Scheduled processes, the ‘Start’ button changes to ‘Schedule your process’. You can run you Adhoc process again anytime by selecting ‘rerun’ in the Template Manager or selecting the ‘edit’ option , skipping straight to the final tab and hitting ‘done ‘Start’.
If you choose to click on ‘rerun’ please make sure you have not made any amendments to your group settings that might cause the process to fail.
Scheduled Group Updates
These work exactly as above but will run on the schedule you set on this tab:
You can choose from Daily, Weekly or Monthly, with a start date and time. You can use this option to automatically update Groups based on the data in NXT.
When you click ‘Schedule your process’ on the final tab the schedule will be set up and start on the date/time you selected. Your Scheduled Group Mailchimp Data Update will be queued and appear on the Upcoming Scheduled Processes section on the Overview screen. Please note there may be a short delay before the Card appears on the Overview screen due to Mailchimp processing procedures.
