Keeping a clean database

Bad data infiltrates every database in form of duplicate contacts, un-standardized lead data, and junk records. While you can’t always keep bad data from coming in, you can clean it up when it’s there.

In order to keep a clean database, you can sanitize your contact file before you import it, and perform a clean-up routine to the existing data.

Importing a correct data

Before you import contacts in a CSV/Excel file, check the following tips:

  • Provide correct email addresses to ensure the deliverability of your emails.
  • Provide correct phone numbers to ensure the deliverability of your texts and campaigns.
  • If possible, assign the mobile number to the primary phone number.
  • Ensure the uniformity of custom fields: don’t create multiple custom fields for identical data. This will lead to confusion over the correct custom field to keep updated, and over the Smartlists results.
    • e.g. on a first data import, custom field “Source”; on a second data import, custom field “Created through”, on a third “Origin”, on a fourth “From”. This creates 4 custom fields for one identical data.
  • Set the Global Setting rule: Do not add new Leads via API if Lead with similar email already exists (avoids duplicates)

Cleaning up the existing data

However, the bad data can still be cleaned up when it’s already there.

  • Remove duplicates
    • Go to Settings > Data Clean up
    • Choose the merging method (by email or by phone)
    • Repeat this task every now and then, depending on the volume of the incoming leads.
  • Prune inactive and junk contacts
    • Contacts with no emails and/or phone numbers are of no use in your database.
    • Leads who asked to stop receiving from you can crowd your database and preferably be deleted.

Keeping a clean database reserves more space for the correct data.

Reach us at support@aninja.com to assist you in merging duplicates.

Mapping fields for a successful data import

It’s important to understand the data types for successful fields mapping during the import of data.

Whether you’re importing your contacts in a CSV file, or through API (Forms, Ad campaigns, etc…); saving your data in the right place allows you to easily manipulate it and create Smartlists, search for leads, and launch automation.

Data Types

Mapping fields for a successful data import:

aNinja has both Standard fields which are the built-in default fields and Custom fields, which you customize to your needs.

All the imported data is located in the Lead view.

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.

When importing leads in bulk in a CSV file to aNinja, if you can’t see the fields you need, you can create them manually upon import.

Or, before the bulk import, go to Settings > Custom FieldsWhen doing a bulk import, aNinja anticipates which Custom fields you might want to create and marks them as ‘New’. Mapping to a field marked ‘New’ automatically creates a new Custom Field within aNinja.

Types of Custom Fields

When you create a custom field in Settings > Custom fields, you can designate its type:

Text – For text input
Link – For fields with any link/URL
Date – Date in YYYY-MM-DD format
Dropdown – Fields with multiple options dropdown

Then, you can use it on the lead page and assign it a value to be able to group/search for specific leads when needed.

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 and any other info that you have imported.

In the lead view, the left side is where the lead’s data appears:

 

Javascript API Integration

With Javascript API Integration you can forward leads into your aNinja account simply using a programming code or an API. In this article, we show you how Javascript API Integration can be done.

Javascript applications

The following example is of an API request in Javascript. You can customize off of the following examples to suit your actual code/use case.

Example use cases: Squarespace, Shopify

ajax({
type: 'POST',
url: "https://aninja.com/api/v1/contactform/?apikey=YOUR_API_KEY_HERE",
data:$.param({contact_name : contact_name}) + "&"+ $.param({contact_email1 : contact_email1}) + "&"+ $.param({contact_phone1 : contact_phone1})+ "&"+ $.param({company_name : company_name}),
success: function (data) {
alert('success');
}
});

Fields mapping Table

The following are standard fields you can map to, in addition to any custom fields created in your application that you can see under Settings > Custom fields.

Where does the imported data appear

After the integration, 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.

Need help with Javascript API Integration? Leave us an email at support@aninja.com. And we will happily assist you.

Leads Bulk Import – Mapping fields

aNinja offers different ways to create leads in your account. Importing leads in a CSV file is one of them.

Before the import, you want to sanitize the contacts file to ensure proper mapping.

The correct mapping of leads’ data to aNinja fields saves your data in the right place which makes searching for it easy.

You can also save bulk import mappings and reload it when you have a similar file to import (same order and number of headers).

Mapping leads data to aNinja fields

  • For the bulk import, go to Settings > Bulk Import
  • Select the contact’s file.
  • Now, map the data to aNinja fields:

Leads Bulk Import - Mapping fields

  • The contact name is a required field
    • You can either map it to one field or join 2 fields in case the first name and last name are saved in 2 columns in your CSV file.
  • It’s important to map the data in your contacts file with the right aNinja fields to be able to find them in the right place in the lead view.

You can even create custom fields if they’re not already there.

  • Contact_name:  is a required field and it’s essential to complete the import.
  • Primary contact’s email: contact_email1. You can also add a second email (contact_email2).
  • Primary contact’s phone: contact_phone1.You can also add a second phone number (contact_phone2).
    • Here we recommend choosing the mobile number to be the primary contact phone.
  • For the custom fields, you can create them immediately when doing the mapping if they were not listed among the fields. Just prefix the field with “Custom.” e.g. Custom.Source

Saving field mappings

It’s optional. You can save the fields mapping and reload it when you have a similar file to import (same order and number of headers).

It’s useful if you regularly do bulk imports into aNinja and have many fields to map.

Don’t forget to click Upload to import the data.

Where does the imported data appear

After the import, you can search your aNinja CRM for the imported leads: Lead Contacts, Custom fields, and Addresses. Type your search on the top navigation bar.

  • Lead’s contacts appear under Contacts 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 under Custom fields in the lead view.

Have any specific questions on the best ways to import your data? Please, email our Support team at support@aninja.com.

Sanitizing or cleaning the contacts file before import

Saving the right data in aNinja allows for easy searching, powerful Smartlists, and the ability to automate your emails and texts.

Here are the essential steps to take and the common mistakes to avoid when importing your Leads into aNinja.

Sanitizing or cleaning the contacts file before import

To successfully import your contacts file, you want to remove unnecessary fields and characters.

  • Have your data saved in an Excel or Google sheet file as a dataset* and work on sanitizing it there.
    • Start your table at cell A1.
    • Always reserve the first row for the headers.
    • Make the contact name in the first column (A) of your sheet.

*dataset:

  • Remove unnecessary columns and rows. You don’t want to bloat your CRM with data that you’re not going to use.
  • Remove duplications. You don’t want to be sending the same email or text sequence to the same leads. That would be annoying for the leads and extra charges for you.
  • Trim spaces. Though we don’t save contact items with empty or just spaces values, your data would look tidier using the proper spacing.
  • Remove weird and unnecessary characters to avoid receiving errors when uploading the file.
  • Remove hyperlinks from the email or the URL addresses. Save them as text.
  • Convert the phone numbers to Numbers.
  • Delete the empty columns and rows. They might contain hidden data.
  • Rename your file headers according to aNinja fields. This helps you choose the correspondent aNinja field to map.
    • For the custom field values, simply prefix them with “Custom.” in the header.
      e.g. Custom.Location for a header of a column with the location.

Headers are in the first row (1):

Check the mapping rules to name your headers according to aNinja’s fields.

  • Lastly, save your file as CSV or Excel as aNinja supports these 2 formats.
    • 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.

Now your file is clean and ready to import to aNinja.

Have any specific questions about sanitizing or cleaning the contacts file before import? Feel free to leave us an email at support@aninja.com. We will happily assist you.

Segmenting leads using Custom fields

Segmenting the leads you are importing means separating them into different lists that can be more manageable. One way to do it is using custom fields.

aNinja was designed to allow sending a large number of texts and emails. However, before sending your outbound, you might want to check the daily email sending limits allowed by your email provider. You might also want to check the text sending limits that you registered for in your billing plan with aNinja.

That’s why aNinja recommends you segment your contacts before importing them to avoid any issues.

Segmenting leads before the import

One way to do it is using Custom fields.

Inside your CSV editor / Excel / Google sheets, etc.. and before uploading:

  • Add a column to your bulk import, and name it Custom.batch
  • Fill the cells of this column with e.g. 1 for the first 1000, 2 for the second batch of 1000, etc…

Importing the segmented CSV file

  • Import that CSV to aNinja and map the Custom.batch column to an aNinja Custom.batch field.
  • Now, all the contacts in the CSV file are saved in your aNinja account, with the number of the batch as a custom field.

Identifying the leads by batch number

  • In the top navigation bar, search for e.g. Custom.batch=2
  • You will get the leads that have 2 in the custom field,  shortlisted in the leads view.

Now you can send them Bulk texts sequences, Bulk email sequences, and even powerdial them.

Lastly, save that query as a Smartlist for faster access to it in the future.

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.

Using the calendar in your email & texts sequences

To encourage leads to easily book a time with you, we encourage you to add the calendar in your email & text sequences.

Calendly is a calendar that you can install in your aNinja account.

Using the Calendar in the email & text sequences

  • Start by creating a custom field with the link of your calendar.
    • Each user has a different URL for his calendar. So create a custom field for each user.
  • Inject the custom field as a variable in the email or text template.Add calendar in your sequences
  • Use this template in your email sequences and text sequences.

Top Navigation Bar

The top navigation bar is the search tool on the top left of your aNinja app.

Type in any info you have on a lead and the results are brought to you in the Leads View.
The top navigation bar

Top Navigation Bar’s activities

From the top navigation bar you can:

    • Type in a query and aNinja system brings you the results in the Leads view. e.g.

custom.source=Leadsbridge

    • If you open an uploaded file, you can see the query related to this file e.g.

lead.bulkimport_id=8

The Lead View

aNinja was designed to show you all the lead activities and interactions in one place: the Lead View.

The lead view is divided into 4 sections:

Accessing the lead view

You can access the it from 2 places:

  • On the top navigation bar, type the name of the lead or any info related to the lead (email, phone, URL, or custom fields). aNinja will find them for you. Click on the name. Then the system opens the lead view.
  • From the left sidebar, click on Leads. It will show you the list of all the leads you have in aNinja. Find your lead among them and click on the name. Then, the system opens the lead view.

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

Make sure the first row in your spreadsheet is a header row (i.e. a row containing column names).

Create and save your spreadsheet as CSV or Excel with the following headers:

Name: contact_name (this field is required)
Primary contact’s email: contact_email1
Primary contact’s phone: contact_phone1

Also, for custom field values, simply prefix “custom.” in the header.
For eg. put custom.location for importing columns with the location.

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.
  • And, map the records and click Upload.

  • As a result, all the leads saved in the imported file are now injected into your aNinja account.

You can find all the files that you’ve imported to aNinja 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.