CSV files

Exporting CSV from Form Designer to Broadcast Emails

1. In the Form Designer Manager, select the radio button next to the form you wish to export data from.

   

2. Click the Show Data button in the Manager Options Menu to view saved data for this form.

   

3. In the Form Data Options Menu on the left of this screen, select EXPORT ALL DATA.
4. A popup will appear. Choose to OPEN the csv file with EXCEL.
   

   

5. The file will open, showing all fields in the original form listed in the first row.
   

   

6. You may wish to sort details for users.
   

   If you are not using Email Personalisation, highlight all columns other than the column containing email addresses, and delete, so that only the EMAIL column remains.

   If you have decided to use Email Personalisation, you will need an end result that shows each of email, firstname and surname (as required).

   In the above example, to create this format, you would need to highlight column D, then cut (CTRL + X), followed by highlighting column A and paste (CTRL + V).

   This process results in the following:

   

7. Remember to delete all unrequired columns.
8. Save the file, keeping the .CSV file format.
9. Open the program NOTEPAD.

   

10. In Notepad, choose FILE > OPEN from the menu.

    

11. Browse for the file on the desktop. Select ALL FILES from the File Type select list (see red box in image below).

    

12. The CSV file will now be visible. Select it and click OPEN.

    

13. The file will open - similar to the one shown in the example below. Each field in the form will be displayed in the first row, with each value seperated by a comma.
    
    Inverted commas may surround values which contain a comma (see the name "Jane,a" in the image below) to identify where the information starts and ends. In the examle below, without the inverted commas, the first name would be Jane and the surname would be identified as a, not Doe.
    
    If your file contains inverted commas, this is ok, as long as the inverted commas do not surround the email address.

    

14. If you need to edit, please ensure that the CSV format remains intact.

    For Unknown values: for example, see the first and last names of the third record shown in the image above. When a value is unknown, you should see an empty value. This is done so that consecutive fields remain in the correct order under their respective headings.

Importing this data into a Broadcast Email

12. In Notepad, select the rows you wish to use as the Broadcast email recipients. If the top row is not a recipient, do not select it.
    
    Copy this text using "CTRL + C" or right mouse click in the highlighted text and select COPY

    

13. Paste the data you have copied into the Additional Users field for the Broadcast Email (remembering these names and email addresses do not save when you save or send the file). The image below shows an example CSV file, with each user's details on an individual line. There is no need to worry about additional spacing or inverted commas between values, as these are ignored when an email is sent.