SFMC FTP Use Cases

USE CASES:

Use Case 1. Import Subscriber Data into Data Extension:

A client sends a daily file containing new subscribers. The file is uploaded to FTP and imported into a Subscriber Data Extension for email campaigns.

First Step: Upload a subscriber file in WinSCP and connect SFMC Enhanced FTP using WinSCP.

For practice purpose: Used an existing DE>exported the records and cleared the records.

Open WinSCP> Log in with the FTP user credentials that was set in SFMC tool

Once you log in> You will see your local system data on the left hand side and the FTP marketing cloud folder in the right hand side.

You will have to find the DE from your local storage and drag and drop the DE to the FTP MC in the Import.

Once the import is completed we will create Import activity using Automation Studio. Here what we are going to do is, whenever the owner of the shop is dragging and dropping their file with records in the WinSCP using the import function, the records should appear in our DE in the SFMC tool.

This is the DE with no records: After completing the Import Activity, data will auto populate here.

Go to Automation Studio > Create New Automation> Add File drop> Add Data Copy/ Import

Configure File Drop as per the image below: (Use File name pattern to "Begins with" and add the name of the File that you are importing in  WinSCP> Choose the Import Folder> Done)

Next configure "Add data copy/ Import: Under -Choose data copy or Import Activity, tap on Create new copy or Import definition> Enter the name of the file> Select File Location under source to ExactTarget Enhanced FTP> Under File Naming Pattern, enter the name of the CSV file that you are importing with this automation (File naming pattern>Name should have .csv at the end)

Choose the destination in the activity to the DE where you want the records to reflect:

Select the mapping and choose overwrite action:

Review the import automation created:

After reviewing it, in the next page tap on Save> Then tap Activate to start the automation process:

Automation will run automatically and you will see new activity created once the automation is completed. If there is any error or issue, you will see in the Activity section and receive an email for the same.

Check the target DE for records> Records successfully added using Automation:

Use Case 2: Daily Customer Profile Uploads 

Every night, the CRM exports customer details (Name, Email, Phone, City) and places them on SFMC FTP. Automation imports the data to keep customer profiles updated.

Create a DE with fields name (Name, Email, Phone, City) and prepare a source file in your local system with the same field and records. (For practice purpose I exported data from my existing DE and cleared the records in the DE):

Now, we upload the csv file in WinSCP: Open WinSCP> Find your file and drag and drop it to import in the right side(WinSCP location)

Next, create Import Activity in the Automation Studio:

Use File Drop> Configure File Drop> Select Use File name pattern> Select "Begins with" and add the name of the file that you imported to WinSCP> Select Import> Choose Done

We are using File Drop and not the Schedule option here because the exact time of data getting imported in not specified. Like 9:00 PM, it only says every night

Under Data copy/Import, Create new copy or import definition> Enter the Automation Name> Under source, select ExactTarget Enhanced FTP> Enter the name of the file that you imported in WinSCP with .csv

Select the Target DE:

In the Mapping, select Add & Update because profiles are updated daily every night:

Save and Active the automation and wait for the Activity to run:

Records added in DE:

Now I have changed phone numbers of 2 contacts, the automation will be run again for the updated file to appear:

First step is to import the updated file in WinCSP, then Start the Activity again.

Once its completed, the DE should reflect the updated number because while mapping the automation we selected "Add & Update"

Use case 3: Product Catalog File Imports

An e-commerce company uploads a product catalog file daily. SFMC imports the data to use in dynamic email recommendations. (The use case 3 is similar with Use case 1 and 2, the only difference is the use case 3 stores product data instead of customers)

Export & Clear DE Records:

While mapping, you can choose Import Type to Overwrite or Add & Update, I am going with Add & Update as the Status of the existing product may change to out of store or In stock> Save and activate the automation following the similar steps as Use case 1 & 2:

Check the Activity and Updated Records:

After completing this, I made changes to my csv file from my local computer, and dragged and dropped it in the WinSCP. Once that is completed, I went back to automation> I see another activity was run and DE is updated with new data.

This means that as long as the status of the automation is active, whenever file is imported from the local system to WinSCP, the automation will automatically run and update the records in DE. If we want to make any changes with mapping, we need to stop the automation, make the changes and Active the status back again.

Use case 4: Preference Center Data Imports

Customers update communication preferences on a website. A file containing preferences is uploaded to FTP and imported into SFMC.

Create DE and create csv File with same Fields

Import Type: Choose Add & Update because existing subscribers update their preferences and new subscribers gets added.

Create Automation>Select the correct File and name it like done in the previous Use cases> Import Type, choose Add & Update> Drag and drop the csv file in WinSCP> Save and active the automation. 

As long as you keep dropping the file in Import under WinSCP, the activity will keep running and data will keep getting updated in  Records

Target DE with updated records:

Use Case 5: Contact Suppression List Uploads 

Compliance team uploads a suppression file containing customers who should never receive marketing emails.

In this, I'm creating automation with journey and Schedule Activity.

Schedule>  Schedule it for 2:00 PM everyday

Add Import Activity (I have compressed my file into Zip file so I can import it in csv for this practice):

In my automation, I have used Schedule> I added "File Transfer(Since I have Zip File)> Data Copy & Import to add the DE> Configure 

In the file Transfer> Choose to create new file transfer> Name the file and Choose Manage File:

Add the name and Unzip activity and go to Summary:

Data Copy & Import: Create new copy & Import definition

Enter .csv in File naming pattern along with the name of the DE:

Select the DE:

Import the Zip file:

Activity run at scheduled time, since the timezone was selected incorrectly the activity did not run, changed the timezone to India. 

Records successfully updated in Marketing Cloud:

Use Case 6: Loyalty Member Data Imports

Loyalty system exports member points and tiers daily. SFMC imports the file to personalize emails based on loyalty status.

First we create a csv file and import it to WinSCP> Create a DE in in MC tool

Automation> Use Schedule and Import. In import activity, selected Map by header and Add & update. Activate the Automation for a scheduled timeframe. 

Now, create Journey Builder: Go to Journey Builder> Create new Journey> Select Multi Step Journey

Create the journey> Add the email template for each type of customers and the remaining contacts

For the schedule, I am selecting Automation, because I have automated the DE from Automation Studio where the data arrives there.

Select the Automation that you want to use and Select the Contact evaluation:

Save > Validate and Activate the journey: