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Exporting email addresses from your EMS
Exporting email addresses from your EMS

Learn how to export email addresses in bulk and on a weekly basis, as well as how to interpret that spreadsheet.

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Written by Support
Updated over 2 years ago

Topics covered

  • Exporting email addresses from your EMS

  • Downloading your CSV

  • Interpreting your CSV

  • Weekly CSV export feature

Exporting email addresses from your EMS

Our Export Emails as CSV feature makes it possible to download both respondent and voter emails at once. This makes it easy to input that information in batches into your newsroom's CRM or email newsletter services.

You have the ability to add an opt-in checkbox option on your form embeds and poll embeds so that you can add respondent and voter emails to your e-lists and newsletters. This feature makes it possible for you to access all of those emails in one place by downloading a single CSV of all the email addresses submitted through embeds, along with the date submitted and whether they opted-in for your newsletter (or other service listed in that field in your embeds). With the date, you’ll be able to filter the CSV chronologically for ease of use.

The CSV lives under your EMS administrative settings.

Downloading your CSV

Log into your EMS, and expand the left navigation sidebar. Click on the small arrow next to your username to reveal the dropdown EMS settings menu. Under Audience Members, you will scroll down to find the Download CSV option. This is what it should look like:

Simply click the Down Arrow option as displayed, and you will be able to download a CSV of email address and contact information of your respondents.

Interpreting your CSV

The CSV includes the following columns:

  • “Source type” identifies what kind of embed (form / poll) the user was interacting with when entering the information.

  • “Email” is the email address entered

  • “Name” is the name the user entered

  • "Opt-in text" denotes the specific language you used to indicate your newsletter subscription option for that embed.

  • “Opt-in response” notes whether the person checked the box next to the opt-in you set up with your embeds. “True” indicates they checked the box, and “false” that they did not.

  • “Date given” notes the date the user entered that email and opt-in response. Note: If date entries show up as a string of #'s initially, try double-clicking to reveal.

If you want more information on your audience, check out the email exports available for question-askers and for voters.

Weekly CSV export feature

If you regularly update your newsletter subscriptions based on people's opt-in responses, you can set up an automatic weekly export of new email addresses entered through your Hearken Engagement Management System, which you'll receive each Monday. To set this up:

  1. Follow the steps above to access the Manage Team option in your EMS settings

  2. Click Connect Services under Manage Team

This is what the page should like look:

Click New Rule in the Weekly CSV Export section in order to add the email address to which you would like your weekly CSV attachment delivered.

The first CSV file you receive will include all opt-ins to-date. Future exports will only include information entered since the last CSV was sent.

Note for Mailchimp users: You can also integrate with Mailchimp to automatically send contact information you collect to your Mailchimp lists.

If you need extra help, reach out to your engagement consultant or support@wearehearken.com. 

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