Create new fields in a list

It is possible to add fields to a list, in order to have more data and more detailed contacts.

Where can you add fields?

There are two options:

1 Add a new list: Kloudymail opens the section dedicated to the creation of new fields.

create new fields in a list

2 Create new fields in an existing list. In this case you must:

  • Select the menu on the left of the “add contact” button.
  • Click on “manage fields”.

create new fields in a list

How to create new fields in a list?

Now, the screen will look the same in both cases. We can proceed by adding new fields.

There are two options:

1 Add default fields. Clicking on this button you will open a pop up where you will choose which default fields you want to add to your list.

create new fields in a list

2 Add field: clicking on this button you will manually add new fields. You can choose fields’ name and type. The latter is especially useful while adding new fields: for example, if it’s a numeric field and you accidentally add letters, the system will detect an error and it will signal it.

It is important to define type because filters that you can apply while sending a campaign work according to them. If you want to learn everything about filters and how to profile campaigns, read here.

create new fields in a list

Moreover, you can decide if fields must be required and/or visible. The first one means that compiling of the fields by subscribers s mandatory; the latter is for choosing if the field can be seen or not in the subscription form (for example, it may not be required to compile the field “city” but users that want to compile it can decide do it if it is visible).

Fields in virtual lists

When you create a virtual list you must choose a filter for the whole list. Virtual lists can be set on multiple fields with different filters. If you want to know everything about virtual list, read here.

Moreover, Kloudymail will automatically create variables, to be used while creating campaigns.
You must compile fields also when you add new contacts manually. If you need further information on how to add contacts, click here.

Disabled addresses generic list

Disabled addresses generic list has been created to help you in case a user requests to be removed from all your lists. By adding this contact to this list, the system will move it to the disabled section while sending a new campaign. E-mail addresses within this generic list will not receive any communication anymore.

Where can I find the disabled addresses generic list?

This list can be found in the menu next to “add list” button within the list section. By clicking on manage unsubscribed list you will open the dedicated section: here you can find the list of all the disabled contacts that will not receive any communication anymore, since they have been deleted from the “active” tab in all the lists of your account.

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How can I upload contacts to the disabled addresses generic list?

Contacts can be added manually with the “add contact” button (it’s sufficient to add only the email address). Clicking on confirm the system will make a check on your lists and will notify in which ones the address you added has been found: this way, you will be sure that the operation has been successfully completed.

You can also upload a file containing all the contacts you want to unsubscribe and choose the option “import disabled”. You will then proceed with the import (to see how to upload contacts, click here): unlike other lists, here you must match the e-mail field, the only one needed in this generic list.

disabled addresses generic list

Can I export contacts from the disabled addresses generic list?

Yes, just choose “export disabled” from the menu and you will obtain a .csv containing all the addresses found in this section.

Is it possible to delete contacts from this list?

Yes, by clicking on the “manage” button next to every single address within the list. Deleting a contact doesn’t mean that it will be added again to the active users of every single list: to reactivate a contact you must have the user’s consent, which means that to do that you must have his/her written authorization or that the user must subscribe again to your newsletter.

disabled addresses generic list

Can I delete all the list’s contacts together?

Yes, you can choose the “empty list” function from the menu within the generic list.

disabled addresses generic list

Will all disabled contacts from all the account’s lists be added to this generic list?

No, they will not be added all together here because you may need to manage disabled users from different lists in different ways. Here you will find and add all those contacts that you want to remove from every list, so that they will not receive any communication from you.

How will the system manage future imports containing these email addresses?

The system will make a control during the import, and in case it will disable email addresses if it must do so.

How will the system manage contacts already uploaded to real lists?

The system will make a control while scheduling the campaign, it will exclude contacts contained in this list and it will disable them also in the corresponding real list.

“Search” in all the lists

With the “Search” button, you can do a research in the entire available list on your platform.

How do you use the “search” button?

  1. Find the “search”” button, in the page with all the “Lists” (you access from the left panel inside the platform);

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  1. Enter the contact that you are looking for in the box and click “Search”;

"search" knowledge base

  1. This will open a new page with the list of your search results. You can see, for each contact, the membership list and the “state”;
  2. Next to each contact you can find the menu “manage“, with which you can view and modify the details of a contact. You can also delete and/or disable the contact from the list in which it is inserted.

"search" knowledge base

Why is it useful?

With this new feature, you can manage the contacts in one place even if they are registered in several lists. Thanks to the research button, you’ll get a list of all the lists in which the contact is inserted. Thanks to filters, moreover, you can better control every user in the reference list.

For each contact you will see the list in which it is registered and the “state”, then you’ll understand where that user is active and where he/she is disabled. For each contact, moreover, you will have the opportunity to see the overview and the data you’ve collected that you can also edit.

And it is not over! Once you found the contact you’re looking for, you can delete it or disable it from a given list.

What is the difference between real and virtual lists?

Opening “lists” in the menu, we can choose among two different options: real and virtual lists.

What’s the difference between real and virtual lists? Where do I save my contacts?

real and virtual list

Contacts must be uploaded to “real lists”. “Virtual lists” are groups of contacts that you can create by applying filters to real lists, without duplicating contacts.

Be careful: every change made to contacts within a virtual list will be made also in the real list of origin, as well as the import of new contacts in the latter may lead to an increase of the number of contacts in the virtual lists deriving from it.

Filters saved in the virtual lists within the platform for sending newsletters Kloudymail, can be used to schedule more targeted email marketing campaigns.

While creating a campaign, you have to select the list to which you want to send your communication to: you will just choose between real and virtual and you will see lists that belong to the chosen category.

real and virtual list

How and why keep your contact list clean?

It is important to keep your contact list clean, since deliverability, which depends on the delivery of your emails in recipients’ inbox, affects IP reputation. Having many undelivered emails means low reputation: this can lead your email marketing campaign to end up in spam! If you want to know why your emails are marked as spam, click here.

It is good practice to clean your list every time you import new contacts or before sending a newsletter: a good and effective campaign must have a bounce rate lower than 5%!

The platform for sending newsletters Kloudymail includes a “washing machine” to clean address lists. This tool disables all addresses that have already been bounced by other users, non-existing domains or addresses containing typing mistakes.

To use the washing machine, follow these steps:

  • Open the “lists” section
  • Open the “manage” menu of the list you want to check
  • Click on “clean list” and you will see this screen. Then, you will just choose what type of control you want to apply and click on “Start the washing machine!”

clean list

What type of control does the washing machine do?

  1. Check the syntax validity of addresses: choosing this option you will control if there’s any address containing typing mistakes or not permitted characters (like question mark “?”), for example, addresses like “ or @lib?” will be automatically disabled.
  2. Check if your list contains email addresses that have already been bounced by other users: with this option you will compare your contacts with a list created by Kloudymail that contains all the addresses that already generated hard bounces (to learn what it is, click here). These contacts will be automatically disabled, allowing you to increase deliverability and to obtain a higher sending reputation.
  3. Verify the existence of email service for the email addresses within your list: the server will check your addresses domains (for example, control the MX record and try to connect to its mail service. If the domain doesn’t have this record or the mail service doesn’t work, the address will be automatically disabled by the system. Since this operation is much more complex, it usually takes more time than the previous two.

Disabled and waiting confirm contacts: what does it mean?

When you upload a contact list to the platform for newsletter Kloudymail, you will see that users are divided among active, disabled and waiting confirm: what does that mean?

disable and waiting confirmation

“Active” users will receive your emails; “disabled” automatically generated by the system, are unsubscribed users and hard bounces, which are addresses to which is not possible to deliver emails anymore (click here if you want to learn more about bounces); “waiting confirm” are users that have been subscribing to our mailing list but haven’t completed the opt-in procedure yet, by clicking on the confirmation link that they received by email.

Import unsubscribed or disabled users to a list

Sometimes it is necessary to import contacts to a list marking them as unsubscribed or disabled users.

This can be useful when you star using Kloudymail after using other platforms for sending newsletter: this way, you can track all users that have been withdrawing the consent to the use of their personal data. Every time you import new contacts, Kloudymail makes a control on our database and international blacklists and automatically removes from active users all corresponding contacts, in order to avoid errors and abuse reports.

How to import unsubscribed/disabled users to a list

It is possible to do it following these steps:

1. Open the list to which you want to upload contacts (click on view list)

2. Choose “import” in the menu placed on the left of the “add contact”button.

3. In the “Import disclaimer”click on the link for importing unsubscribed users.

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4. Once you click on the link, follow the instruction (if you want to know how add new contacts, click here).

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Add and import new contacts with Kloudymail

With Kloudymail you can add new contacts manually (a) or import them automatically (b). Let’s see how to do that.

a. Add a contact manually.

Open the list to which you want to add a new user and click on “add contact”. Then, fill in the previously created fields and save. If you want to know how to create a list’s fields, click here.

With Kloudymail, managing your users’ details is really easy. The more information about your contacts you acquire, the more you will target your communication applying filters while sending your campaigns.


b. Import new contacts from a file

Open the list you want to import contacts to. Open the menu on the left of the “add contact” button and click on “import”.

The automatic import on new contacts takes four simple steps:

1. Select file: here you will choose the file from which you want to import contacts. This file must be in CSV format.

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2. Preview: the second step is a preview of the contacts within the selected file.

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3. Match fields: the third step you must match the fields of the selected file with the fields created in the list. To learn how to create fields, click here.

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4. Import: the final step is a summary of the chose settings. If everything is correct, click “well, import now”.

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Consent to the use of personal data

Remember that, in order to send commercial communication to your users, you must have obtained the consent to the use of their personal data.