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 a successful fields mapping during the import of data. Whether you’re importing your contacts in a CSV file, or through API (Form submission, Ad campaigns, etc…); saving your data in the right place allows you to easily manipulate it to create Smartlists, search for leads, and launch automations.

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.

Standard Fields

aNinja standard fields are found under the categories Lead’s Contacts, Company, and address.

  • Contact name: contact_name – is the only 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
  • Company URL: lead.company.url
  • Company description or name: lead.company.description 
  • Lead Opportunities: lead.opportunities
  • Lead Address:
    • address_street1
    • address_street2
    • address_city
    • address_state
    • address_postalzip
Custom Fields

If you can’t see the fields that you need, you can create them manually upon import. Or in Settings > Custom Fields

Upon import, aNinja anticipates which Custom fields you might want to create and marks them as ‘New’. Mapping to a field marked ‘New’ creates a new Custom Field within aNinja.

Prefix your field’s name with “Custom.” so it is saved as a custom field in the lead page. (e.g. Custom.Source)

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 in 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.

  • 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.

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

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:
  • 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 map all the data you have to all the lead fields in aNinja. 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.

Mapping leads data to aNinja fields

 

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.

Have any specific questions on the best ways to import your data?Please contact 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.
    • Below is an image of a dataset
    • 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.

  • 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.
  • Remove weird and unnecessary characters to avoid receiving errors in importing.
  • Remove hyperlinks from the email or the URL addresses. Save them as text.
  • Convert the phone numbers to Numbers.
  • Delete the empty columns and raws. 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. put custom.location for importing a column with the location.
  • 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.

Leads Search

The lead search is one of the most common actions performed in regular business applications. aNinja searches among all your CRM records – Name, contact, email, phone, and any other custom fields, and brings you the results in the Leads View.

aNinja searches among all your CRM records – Name, contact, email, phone, and any other  and brings you the results in the

Leads Search in aNinja

Searching for a specific lead

Simply type your search in the top navigation bar here (name/contact/email/phone):

Searching for leads falling under certain criteria

Filtering your leads into any wished criteria, allows you to group them under these criteria, and target them with your specific campaigns call to action.

  • Create the criteria in the status of the lead(s) in the workflows.
  • Call a Smartlist with these criteria when it’s time to launch the campaign.

Categorizing your Leads before importing them

Search for leads using custom fields

You can also search for leads using custom fields.

Bulk Activities

The results of your search will show in the Leads View. You can save your search as smartlist for future use. You can also share it with other users.

After filtering your leads, you can start your activities:

More articles on Leads management

aNinja Custom Fields

aNinja Custom Fields allows 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?

Capture your unique business data by storing it in Custom fields. Basically, 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.

Types of Custom Fields:

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

Steps to manually add 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 field under Type
  • And 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 in the contacts 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.

WordPress Forms aNinja Integration

WordPress Forms aNinja integration is a way to integrate WordPress websites into your aNinja account.

After the integration, a lead is injected into your aNinja account after each form submission.

aNinja Integration

WordPress Sites Integration

You can integrate and augment the functionality of popular platforms with aNinja, including Shopify, Squarespace, WordPress, and Wix.

Where does the imported data appear?

After the integration, you can search your aNinja CRM for your 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 afield 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 in your aNinja integrations? Leave us an email at support@aninja.com. We will happily assist you!

Launch a bulk email or text sequence for a specific group of leads

Create a custom field that specifies a group of leads, call a Smartlist with this custom field and Launch a bulk email or text sequence for a specific group of leads.

In aNinja, you can group leads to target those specific groups with a specific campaign.

Use the custom fields feature to pick the right leads delegated for a special campaign. The custom field could be a location, creation time, source, or any identification you want to add to a lead.

Whether you choose to reach out to your leads by email or by text, you can send them in Sequence.

You can also choose the aNinja triggers feature to launch an email or text sequence on a specific event.

Launching a bulk email or text sequence for a specific group of leads

1- Create a new custom field
2- Add the custom field in the lead view
  • When on the Lead View, under Custom Fields click “New Custom Field
  • Select the custom field and update the tag/value.
3- Launch the sequence
  • In the top navigation bar, type your custom field name
    Example: Custom.Group=”email1″. This pulls out all the leads having this custom field in their lead view.
  • Select the Buk Email Sequence or Bulk Text Sequence from the top right of the page, and hit Launch Bulk Sequence to Launching a bulk email or text sequence for the specific group of leads.Launch a bulk email or text sequence for a specific group of leads