Contact Management
Use SmartContact in KlickTipp to Manage Duplicate Contacts
Are duplicate contacts causing confusion in your database? KlickTipp's SmartContact feature is here to help. It lets you quickly identify and merge duplicate entries. This makes your contact management simpler and more organized.
SmartContact detects duplicates based on Digital IDs. These can include email addresses or SMS numbers. Once identified, duplicates are merged into a single contact. This process consolidates their reference data records for improved accuracy and efficiency.
You can also manage master record fields and tags to keep your data well-structured. This guide offers step-by-step instructions to help you optimize your tagging strategy. It also shows you how to organize Digital IDs and improve your email marketing performance.
Streamline your workflows today. Use SmartContact to take your email marketing to the next level.
Important to Know
Definition
- Digital ID = different communication channels such as e-mail or SMS (more to follow)
- Reference data record = data record of the contact in connection with the digital ID. This can be used for different automations. In addition to different digital IDs, individual field contents and tags are also possible.
Identify Duplicates
Start by getting an overview. To do this, navigate to → Contacts → Duplicate Contacts.
Here, you’ll see a list of potential duplicates. The match probability is determined by an AI (artificial intelligence) that is continuously learning and being developed by KlickTipp.
- You can now merge the contacts directly or do this at a later time.
- To do this, click on → Ignore Message. This duplicate relationship remains stored in the system. These contacts will then reappear in the overview when you check them again.
- However, if you click on → Remove Duplicate Relationship, this selection is final. The contacts will then no longer appear in the overview.
- When you click on → Merge, the values for the primary contact are highlighted in green. If the duplicate is merged with the primary contact, these fields are transferred. The digital IDs (email addresses, SMS numbers) are copied from both contacts.
- You can change the order of the contacts under → Swap Contacts. This makes the primary contact the duplicate and vice versa. Here you can also decide again whether the contacts should be merged. Otherwise, you can remove the duplicate relationship at this point.
Master Record Fields with different Values
The predefined master record fields are already created in the system. They can only contain one value per contact. This means that only the value of the primary contact or the duplicate can be transferred.
However, you create additional master record fields yourself. These can contain different values for each digital ID.
The → Multidimensional Data Field checkbox is available in the master record field editing dialog. This is activated by default for all new additional master data fields.
However, once the checkbox is deactivated, it cannot be reactivated. Imagine your contact has several email addresses. With one of the email addresses, he has received a certain value for this field. The other email address has a different value.
- If you check the box, both values are saved and assigned to the respective email address.
- If you do not check the box, the value will be overwritten whenever one of the automations sets a new value.
As both values are taken from the reference data records, they are shown in green.
Assign Tags correctly
Tags created in KlickTipp are multidimensional by default. If this option remains activated for a tag, it can be assigned to individual email addresses. If this is not the case, the tag is assigned to all email addresses of the contact. This also starts the associated automations.
Example: Two email addresses with different customer tags are merged. The tags for the different products are jointly assigned to the contact. This means that the contact now receives emails about both products via both email addresses.
If the option is activated for the desired tags before the contacts are merged, the email addresses retain their individual tags. This ensures that certain automations are only triggered for one or the other email address.
Good to Know
- A multidimensional tag can be converted into a one-dimensional tag at any time by deactivating the option, but cannot be converted back into a multidimensional tag afterwards.
- If an existing tag whose → Multidimensional Tag option is not yet activated is entered here, it automatically moves to the → All field after saving and is used for all reference data records.
Overview - Edit Contact
As soon as the contacts have been merged, they appear under the status → Merged as one data record in the overview.
After clicking on the contact ID, the contact can be edited. All merged Digital IDs and fields appear. Here you can see which digital ID comes from the primary contact and which comes from the duplicate.
Different values for additional fields are also displayed according to their origin. Tags that are assigned to a contact can also be specified either collectively for all reference data records or individually for each reference data record.
Manage Digital IDs
In the left menu you will find the entry → Digital ID. Here you can delete or remove the corresponding existing Digital IDs. However, you can also add Digital IDs for this contact. Only the Digital IDs are deleted or removed, but not the contact data record with its fields and values.
Change of email address
- Add the desired new digital ID to the contact via the → Add Digital ID button.
- The new Digital ID is automatically adopted as active, whereas the original Digital ID is marked as inactive for this reference data record.
- You can then delete the old Digital ID or leave it as inactive in the system, depending on whether it is needed again.
- You can select the priority between the old and the new Digital ID by clicking on → General on the left and then selecting the priority for the reference data record → Default from the drop-down menu.
However, the email address is only listed here if it has not yet been deleted. The process described works identically for all other reference data records.
Search in Contacts
The search result in contacts shows all Digital IDs that can be assigned to one or more contacts. A Digital ID can appear multiple times in the search result if it is assigned to different contacts. The number of Digital IDs may differ from the number of contacts. Reference data records or Digital IDs that are assigned to the same contact are displayed with a gray background.
Send Newsletter to only one Digital ID
In the newsletter editing dialog, you will find the option → Send Newsletter only to one digital ID per contact. This is selected by default and prevents a contact from receiving a newsletter multiple times to all email addresses in the contact and thus receiving spam messages.