Bulk email sequences not reaching all leads

Sometimes, you might face troubles when sending bulk email sequences to your leads.

The main reasons why emails are not reaching the leads

  • When sending out the bulk email sequences, the system uses the email address that was saved / imported upon the creation of the lead.
    • It is important to use the right info so your bulk sends properly and reaches all the leads.
    • During the mapping when importing a CSV file, use this aNinja field:

contact_email1

for the email address.

  • Another reason behind this issue would be the large amount of emails attempting to send. Manage to segment your outbounds to meet the limitations of your email provider. You can segment your leads using Smartlists.

Bulk text sequence not reaching all leads

Bull Text Sequence not reaching all leads

When launching a bulk text sequence to your leads, the system uses the contact phone numbers that were created or imported upon the creation of the lead.

It is important to fill in the right info so your bulk sends properly and reaches all the leads.

During the mapping when importing a CSV file, use this aNinja field:

contact_phone1 –> to be mapped to the phone number

Note: Make sure the primary phone number saved to your lead contact is a mobile number. The system can’t identify the landline from the mobile numbers, and the leads will not receive your messages.

 

Exporting Leads into a CSV file

aNinja allows you to export your leads from your account into a CSV file.

Exporting Leads into a CSV file

You can access the “Export leads” function through 2 places: The Lead View, and Settings.

Exporting Leads through the Lead View
  • On the left sidebar, click on the Leads View icon.
  • Here, you can choose to export all your leads, or some of them using a smartlist.
  • Then, go all the way down to the end of the page.
  • Lastly, click on Export results as CSV.Export Leads to a CSV file
  • The results will be saved in your downloaded files on your computer.
Exporting Leads through Settings

  • “Exporting leads may take a while depending on the number of leads in your system. Continue with export now?” Click OK
  • The results will be saved in your downloaded files on your computer.

Leads data that get exported in the CSV file

The following basic data is exported into the CSV file:

  • Address
  • Assignee
  • Company Name
  • Contact info
  • And Lead Search

However, we can custom export the following data as tables of CSV files.

  • Lead tasks
  • Lead notes
  • Workflows
  • Leads opportunities
  • SMS templates
  • Email templates
  • SMS sequences
  • Email sequences
  • Users info
  • Teams info
  • “Do not contact” items
  • Sent texts (optional)
  • Received texts (optional)

Just leave us an email at support@aninja.com and a developer from our side will work on preparing the full export accordingly.

Creating Leads in aNinja

In aNinja, creating leads can be done in several ways.

A growing database of leads means more potential engagement. So import your leads from different sources and keep them engaged with newsletters and product or service updates.

Creating leads in aNinja

In aNinja, you can create leads in multiple ways:

  1. Manually one at a time.
  2. Importing Leads in Bulk using CSV file.
  3. Third-party Integration using aNinja API (including Chatbot conversations, form submissions, and website integration).
  4. Importing leads from your Phone Contacts.
  5. Importing leads from your Gmail account.
  6. Creating leads using BCC email address.
  7. Generating a lead from incoming SMS.

1- Creating Leads manually

  • First, log in to your aNinja account.
  • Then, on the top right, click on + add lead

2- Importing leads from a CSV file

Another way to add leads to your aNinja account is importing contacts in a CSV or XLSX file directly to your aNinja account.

3- Third-party integration using aNinja API

In simple words, API is a set of functions that allow applications to interact with each other by exchanging data.

Basically, you can forward leads from your different marketplaces into your aNinja app using API.

  • Here, you need your aNinja API key for the integration.
  • After the integration, you start receiving leads in your aNinja account from the different integration channels, including Chatbot conversations, Form submissions, and website integration.

4- Importing contacts from your Gmail account

Importing contacts from your Gmail account is another way to expand your leads database.

5- Importing your Phone contacts

You can also get your phone contacts to your aNinja account.

6- Creating new leads using BCC email

By BCC’ing your private BCC email address, the system automatically creates new leads from the recipients.

After all, you want to get all your leads into one place to target them with your sales and marketing strategies.

7- Generating a lead from incoming SMS

This is a basic function in aNinja that generates a lead from an incoming SMS, if the phone number is not already saved in the system.

However, this practice is not available for incoming emails. So if the sender’s email is not saved in your system, you will not be able to see the email in aNinja. But it still shows in your email client (Gmail, Outlook, etc…).

Search for more help articles in aNinja Knowledge base.

Or reach us at support@aninja.com. Our support team will happily assist you.

Bulk Leads Import using a CSV or Excel file

You can import your leads in bulk into your aNinja account using a CSV or Excel file.

What’s a CSV file

CSV: a Comma Separated Values file. It’s a plain text file that contains a list of data. These files are often used for exchanging data between different applications. For example, databases and contact managers often support CSV files.

A CSV file has commas in between the values of each column. If there is no comma separating the values of the columns, the CSV file is not valid. And you’ll not be able to import your file to aNinja. So, you want to check the export options that generated this file to make sure the comma is there to have a valid CSV.

Creating a CSV or Excel file for Importing

  • Have your data saved in an Excel or Google sheet file as a dataset* and work on sanitizing it there.
  • Make sure the first row in your spreadsheet is a headers row (a row containing columns names).

Dataset*

  • To make the mapping process easier, name your headers as they appear in aNinja:
    • Standard Fields
      • aNinja standard fields are found under the categories: Lead’s Contacts, Company, and Address.
      • The Contact name is the only required field and it’s essential to complete the import.

    • Custom Fields
      • Prefix your field’s name with “Custom.” so it is saved as a custom field on the lead page.

Bulk Leads Import using a CSV / Excel file

  • You can access the Bulk Import from:
    • + Add Lead on the top right navigation bar

    • Or from Settings > Bulk Import in the left sidebar

  • Hit the Click to select a file

Bulk Leads Import using a CSV file

  • Then, choose the file you created for the upload.
  • If you have previously saved mappings, you can use them here. Click on “Load mapping” dropdown.
  • Otherwise, map the file fields (on the left side) to aNinja fields (on the right side)

All the files that you’ve imported to aNinja are saved in the Previous Bulk Import section. You can download / delete them at any time.

Where does the imported data appear

After the import, you can search your aNinja CRM for the imported leads. You can also search for any custom field, opportunities, and any other info that you have imported.

  • Lead’s contacts appear in the leads contact section in the lead view
  • Opportunities also appear in the opportunity section in the lead view
  • The company’s info appears on the top left of the lead view, in the Company section.
  • Custom fields appear in the custom field section of the lead view
  • Lead Search is a field that also appears in the bottom left of the lead view. Specifically, these are info/links on the lead or the organization found in Google search.

aNinja Custom Fields

aNinja Custom Fields allow you to add extra information to your lead’s contact. They can be created manually, or dynamically created via API-injected leads.

What is a Custom Field

A custom field is a personalized data field that you can create and define to store specific information in your aNinja account. It allows for customization and flexibility in capturing and organizing data according to unique requirements.

aNinja Custom fields allow you to augment your lead data with additional custom fields of different types.

Moreover, custom fields are searchable within the system and can be used to build smartlists and search for leads and execute a trigger action based on a custom field value changed event.

Types of Custom Fields

  • Text – For text input
    • e.g. Campaign, category, form name, etc…
  • Link – For fields with any link/URL
    • If you designate the type as “Link” here, it will render the URL value as a clickable link in the lead view.

  • Date – Date in different formats
    • Select “Date” or “Datetime” as the type, and indicate the desired date format for displaying the value in the lead view.
  • Dropdown – Fields with multiple options dropdown
    • Select “Dropdown” as the type, and indicate the desired values for displaying in the lead view. Type one value on each like and hit enter to enter the second value.
    • e.g. “Source” with the values “Facebook”, “LinkedIn”, “Twitter”, etc…

Manually adding a custom field

  • On the left sidebar, click on Settings
  • Go to Custom Fields
  • Here, click on Add Custom Field
  • Label the Custom Field,
  • And, select the Type as described above (Text, Link, Date, or Dropdown).
  • Lastly, hit Save

Editing a Custom Field

  • On the left sidebar, click on Settings
  • Go to Custom Fields
  • Click the edit pen next to the field name
  • Make the changes and hit Save

Deleting a Custom Field

  • On the left sidebar, click on Settings
  • Go to Custom Fields
  • Click the edit pen next to the field name
  • Click the recycle bin icon
  • And hit OK to delete.

Adding a custom field to the contacts file / CSV file

When you’re preparing the contacts file, and before you import it to your aNinja account; save any additional information that you have on the leads as custom fields. Like “created date”, “source”, “platform”… Then map them to the aNinja custom fields.

Name the header and prefix it with “Custom.” e.g. Custom.Platform.

Using Custom fields in Triggers

You can use the Custom field value changed as a Trigger event to execute a trigger action.

Related articles:

Segmenting leads using Custom fields

Searching for leads using custom fields

Trigger Custom Field value changed event