Name: Managing Contact Data in SAP Emarsys (Contacts - Part 1)
Uploaded: 2025-9-19
Duration: 622 s
Description: Discover how to manage contact data in SAP Emarsys using APIs, Web Extend, and import/export features. Learn about handling duplicates, bounce management, reply management, and setting frequency caps for effective email campaigns.

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<div><div><p>          </p><p>          </p><p>          </p><p>          </p><p>          </p><p>          </p><p>          </p><p>Discover how to manage contact data in SAP Emarsys using APIs, Web Extend, and import/export features. Learn about handling duplicates, bounce management, reply management, and setting frequency caps for effective email campaigns.</p></div></div>

Managing Contact Data in SAP Emarsys (Contacts - Part 1)

Hi there! In this session we'll be looking at how to manage your most important resource: your contact data. Data can get to Emarsys in a number of ways: API, Web Extend, Integrations to E-Commerce Platforms like SAP Commerce Cloud, Magento or Shopify, Relational Data connections, Emarsys forms or file imports. You can use the data to create personalized messages to target segments. You can access the data on the platform, via API or Plug-ins and even export it. Let's start by looking at how we add contact data to the Platform. The Emarsys API is one of the easiest ways to synchronize data automatically between Emarsys and your other systems, allowing you to easily create and update contacts. The Emarsys JavaScript API, also called Web Extend, is the Emarsys’ data collection module. It captures the activity and behavior information of the website visitors. With this information you can enrich your Emarsys contact database with web behavior fields, and generate personalized product recommendations. The Emarsys Relational Data Service enables you to use your business-specific data on the SAP Emarsys Customer Engagement Platform, by connecting your external databases. Now we will cover Data Import, Data Export and Data Management. Let's look at how you can use the Emarsys Data import feature to add new contacts or update your existing ones either with a manual import or automatically. On the Data Import page, you see 3 tabs: Current Imports, History and Auto-Imports. On the History tab you see all previous imports and their details. Let's start an import. Here you'll see 2 options: Create Auto-import and Import File manually. Here is our use case. I have just had a new type of event in my flagship store. A bunch of new clients signed up to receive my newsletter, so I want to make sure they are in my database. Before you start an import make sure all fields and values for single or multi-choice fields are available, otherwise create them on the Field Editor page. I click Import File Manually and drag and drop the contact file from my event into the highlighted area. In the Import Settings, I choose my Unique Identifier to avoid contact duplication in the database. In my case, this is email. The Opt-in declarations help you decide whether or not these contacts should be opted-in. I included a column with individual opt-in values, so I chose “In file”. I select the registration language for these users and to avoid errors, I make sure the date format is consistent with my file. Next, I match the column headers in my file with the corresponding field names in my Emarsys Contact Database and I'm ready to move on to the next step. On the next page, I need to match the values in my file with those used in Emarsys and on the last step I name my import and click “Start import”. Now let's see how an auto-import differs from a manual import. I click Import file and choose Create Auto-Import. I name the Auto-import and choose how the imported list will be named. I choose where Emarsys will look for the file and the naming convention to look for and go to the next step. Field and value matching are the same as for the manual import. On the Auto-import Summary page double check your settings and value and field matching and save. Now, your import will appear on the Auto-imports tab. Here you can: edit, view and delete existing Auto-imports, enable and disable them, and set up a new Auto-import. Before we explain how to export data from Emarsys we want to mention Open Data. This plugin enables you to query and export all the email, web browser, behavior and channel response data that you have stored in your Emarsys account. Open Data is a Google Cloud Platform plugin, so you will need to sign into the Google Cloud platform data views to access it. For data export you have manual and automated options. On the Data Export page you can export three kinds of data. A contact list, defined by you. Data changes within a defined time period. Contact responses to email campaigns launched within a defined time period. Let's start with Contact lists. My manager has asked me to provide the list of users who clicked our marketing email on mobile devices. For that, I have created a segment, which I'd like to export now. My Export includes my segment "New mobile email - mobile responses". I will export the file to my Web Dav. After some further settings my last step is to define what fields, I want to export. Then I click Export Now. For our next use case we are interested in exporting changes of existing contacts and new registrants daily. Therefore, I navigate to the Data Changes tab and click on Export Scheduler. Existing rules are shown here, along with their next scheduled export and the destination. You can also edit, delete, activate or deactivate existing rules. To set up my auto export I click New Rule. Here you have the same controls as for a manual export. I choose the options and set the export schedule. After saving, the new rule appears in the list. The last export type is Contact response. The additional email options you can define here are the type of email responses as well as additional data fields to export. Now let's talk about Data Management. On the Contact Lists overview page, you can view, rename, refresh or delete your existing contact lists. Important! "delete" only removes the list - it doesn't delete the contacts in it. Now let's look at adding contacts manually to your account. You see 6 tabs. General fields are the most common ones. In Personal, you can add information like Address. Under Company you can have corporate data. In Other you have fields connected to products like Predict or Mobile Engage, as well as any custom fields you have created. Data &amp; Activity Summary, Communications, Change History and Contact Data Export are clickable for existing contacts to show an overview of a specific contact, list email campaigns the contact has received lets you search for changes and export all data stored or the personal data change history of that contact. If you want to delete the contacts, you do this on the Delete contacts page. And if you want to check for duplicate contacts, you can manage them on the Duplication handling page. Let's check some other important contact related features. Bounce management: Under Overview You see contacts who have bounced, the type of bounce and more details. And on General Settings you can decide after how many soft bounces you stop sending to an address making it invalid. Below you can also define whether to automatically reactivate invalid contacts or not and after how many weeks, as well as how many times a contact can be automatically reactivated. Reply management: On the Actions tab you create reply mailboxes and decide how replies are handled. Under inbox all your incoming replies are listed by category. You can set up automatic replies to respond to your contacts’ emails automatically by building an Automation Program with a Channel Engagement node. Let’s say, your contact receives your email campaign where you turned on the Emarsys Reply Mail Management function. They reply, for example, with an email request to change their profile. In this case the program automatically sends a pre-created email. For this, create and activate a Triggered Email that will be sent automatically to your contact. Then, create an Interactions program where Channel Engagement is the event source. In the Channel Engagement entry node select the Replied to an email trigger event. Add a Decision node to your program, select the Trigger attributes template. Choose the Reply Category attribute and define the criteria, which is in our example, the Change profile category. To avoid misusing the service, make sure you add a reasonable timeout at least 1 hour before sending automatic replies by using a Participation check node. Add the Send email node to your program, select your auto-reply triggered email and activate your program. And from now on, your program will automatically reply to your contact’s email! The Internal blocklist is used to exclude recipients that should not be contacted via email. You can block individual contacts or entire domains. Frequency cap is the maximum number of emails a contact can receive within a set time period. If this limit is reached, the contact will not receive any more emails. You can also set individual campaigns to ignore the frequency cap. Thanks for your attention.