WhatsApp Manual Imports

Overview

Admins are responsible for importing contact data into the Mongoose platform. Imported data allows Mongoose users to search for and find records as well as gain some context as to who they are texting.

This article will explain the two different methods for manually importing WhatsApp contacts, as well as the options for configuring data fields and prepping your import file, and monitoring the results of the imports.

Manual Import Methods

WhatsApp contacts are only able to be manually imported into Mongoose. If you are currently utilizing an integration for your imports, you will need to manually import your contacts who use WhatsApp. Data can be imported under  "Team Name" > Data Management > New Import. From there, you can choose your desired import method: File Upload or Copy & Paste (more information on these methods will be provided below).

There are two methods for manually importing contact data into Mongoose: You can choose a file upload or choose our copy/paste option.

Imported data is team-specific, so the data will load into the team that the Admin is currently viewing. For Admins who have access to multiple teams in Mongoose, this can be confirmed/changed by clicking on your first initial or avatar in the upper right hand corner to toggle teams:

Prepping Your Import File

Before you can import any data, your team's fields must be configured. Configuring fields allows you to put some rules around what is allowed in terms of the data being imported. More information on that can be found here: Configuring Fields

On the New Import screen, you can download a file template containing columns for all fields or only required fields. Both of these templates will contain the necessary fields needed for WhatsApp imports.

Required Fields  

There are five required Mongoose system fields for every WhatsApp record that is imported. The column headers in your import file must match the following exactly:

• StudentId/ContactId
• FirstName
• LastName
• MobileNumber
• WhatsAppMobileNumber

Note: Mongoose Contact records require a MobileNumber value. When Importing Contacts with only a WhatsApp number, you can elect to have Mongoose infer the Contact’s MobileNumber from the WhatsAppMobileNumber field. If you only provide a WhatsApp Number for a contact, the WhatsApp number can be inferred and stored as the Mobile Number. See WhatsApp Contact Handling below for more information. For contacts without a WhatsApp number, the WhatsApp number may be left blank.

Important Notes Regarding the WhatsAppMobileNumber Field: 

• All international numbers require "+" in front of the number.
• Formatting is optional after the "+" (e.g., +44 1753 495 000 or +441753495000).
• Upon import, we will automatically reformat the numbers to follow each country's format.

Optional Fields

There are three optional Mongoose system fields that can be included, and the column headers must match the following:

• WhatsAppOptedOut: This refers to whether or not the contact has opted into receiving WhatsApp messages; only values of "false", "true", "no", or "yes" are accepted. Values of "false" or "no" indicate that the contact has opted in for WhatsApp messages, while values of "true" or "yes" indicate that the contact has opted out. If this column is left blank, the contact will be marked as Opted In. 
• WhatsAppMarketingOptedOut: This refers to whether or not the contact has opted into receiving WhatsApp marketing templated messages from your team; only values of "false", "true", "no", or "yes" are accepted. Values of "false" or "no" indicate that the contact has opted in for WhatsApp messages, while values of "true" or "yes" indicate that the contact has opted out. If this column is left blank, the contact will be marked as Opted In. 
• StaffId: If the contact needs to be connected to a specific Mongoose user, please include that user's Staff ID in this field. If there is no value in the StaffId column, the Send as assigned user and Send to my assigned contacts only functions will not be usable in Mongoose (see  Staff ID Overview for more information). If the StaffId provided does not match an existing user in Mongoose (under "Team Name" > Users), the row will error. Lastly, if you begin supplying a StaffId with your contact data, please continue to supply that information each time you import a contact; if it is left out of your import file, the staff assignment will be cleared out.

Custom Fields

In addition to required fields, you can import up to 25 custom fields into Mongoose per team based on what contextual information your users would need to see about each contact. Keep in mind these fields must be configured under " Team Name" > Data Management > Fields before your first import. More information on that can be found here: Configuring Fields

Note: If you would like to add or remove a custom field from your imports, please make that change on the Fields page before attempting an import with the new information. If you are using an integration for your regular imports, this will be located under Integration Name (Salesforce, Slate, Raiser's Edge, etc.) > Imports > Import Settings > Field Mapping.

WhatsApp Manual Imports - File Upload Method

1. File upload allows you to drag and drop a file into Mongoose or browse for a file from your computer. Accepted file formats are .csv and .txt up to 5MB.

2. WhatsApp Contact Handling

Mongoose Contact records require a MobileNumber value. 

• Infer Mobile Number - When Importing Contacts with only a WhatsApp number, Mongoose can infer the Contact’s MobileNumber from the WhatsApp field. If you only provide a WhatsApp Number for a contact, the WhatsApp number can be inferred and stored as the Mobile Number.
• Fail Blank Values - Selecting this option will fail the contact from your import if there is a blank value under MobileNumber field in your import document.

Please Note: Any Contacts with an inferred +1 Country Code MobileNumber will be Opted In for Text unless listed otherwise within your Import File.

3. Decide if you would like your import to update mobile numbers on existing record. If you check the box next to "Allow Mobile Number Updates", you can change the mobile number on an existing record in the team as long as no other records in the team already have that updated mobile number.

If you aren't changing any mobile numbers in your import or you want to prevent mobile numbers from being changed, keep the box unchecked.

4. Once a file has been selected, you will see a preview of the information so that you can make any necessary updates before importing.

5. If everything in the preview looks correct, click Import.

WhatsApp Manual Imports Examples

If a contact that you import is not coming over with the correct opt-in preferences, please see these examples below to help troubleshoot. If they are still not importing correctly, please reach out to Support for further assistance. Here are a few examples of different import files which contain different import fields. These examples are intended to show what fields each contact imported with, as well as how they will look in Mongoose after they've been successfully imported. 

Example 1

In this example, the fields in the import file show:

• MobileNumber: Blank - since this is left blank, and I have selected "Infer Mobile Number" during the import, this contact will not result in a failed import. If I selected "Fail Blank Values" on the New Import screen, this contact would've failed on import.

Import File:

Mongoose Contact Result:

Example 2

In this example, the fields in the import file show:

• MobileNumber: Blank - since this is left blank, and I have selected "Infer Mobile Number" during the import, this contact will not result in a failed import. If I selected "Fail Blank Values" on the New Import screen, this contact would've failed on import. 
• OptedOut: Yes - this will mark the contact as Opted Out of text messaging. If this WhatsApp number cannot receive regular text messages, please make sure that they are Opted Out of text messages. 

Import File:

Mongoose Contact Result:

Example 3

In this example, the fields in the import file show:

• WhatsAppOptedOut: False - this means that, upon import, this contact will be marked as Opted In to WhatsApp messaging. If this field was left blank in the import file, this would also import the contact as Opted In to WhatsApp messaging.
• WhatsAppMarketingOptedOut: Yes - this means that, upon import, this contact will be marked as Opted Out of WhatsApp Marketing messaging.

Import File:

Mongoose Contact Result:

WhatsApp Manual Imports - Copy & Paste Method

A simple copy and paste process will allow you to quickly and easily import contact data from your information system into Mongoose within the " Team Name" > Data Management page. Up to 5,000 individual contact records can be imported at a time, and the process takes just seconds to complete.

Importing contact records will either update existing records or create new ones--it will never duplicate or delete records.

To begin a copy & paste import:

1. Navigate to " Team Name" > Data Management > Contact Import > New Import > Copy & Paste

2. Export a comma separated values (.CSV) or tab delimited text (.txt) file from your information system with the required fields, optional fields, and any other custom fields you would like loaded into Mongoose.

3. Highlight all of the rows and columns of data you would like to import into Mongoose--including the header row--and copy them. Please do not exceed 5,000 rows at a time.

4. Under WhatsApp Contact Handling, select to either infer mobile number or to fail blank values. (Please see above for more information on this)

5. Decide if you would like your import to update mobile numbers on an existing record. If you check the box next to "Allow Mobile Number Updates", you can change the mobile number on an existing record in the team as long as no other records in the team already have that updated mobile number. If you aren't changing any mobile numbers in your import or you want to prevent mobile numbers from being changed, keep the box unchecked.

6.  Click into the Contact Records text box, paste the data you copied, and click [Import]. 

7. You will receive an on-screen notification letting you know that your import is being processed.

Important Notes Regarding the WhatsAppMobileNumber Field: 

• All international numbers require "+" in front of the number.
• Formatting is optional after the "+" (e.g., +44 1753 495 000 or +441753495000).
• Upon import, we will automatically reformat the numbers to follow each country's format.

Post-Import Monitoring

Regardless of which import method you choose, you will receive an email letting you know how many successful rows you imported in your batch, as well as whether or not there were any error rows (and what caused the errors).

After you receive the notification email, successfully-imported contact data is imported and available in Mongoose immediately. Receive an error? See the above import examples, or use our guide to resolving import errors to find a solution.