NOTE: This article references "Real Magnet" -- a previous name of the Higher Logic Communications Enterprise product.
The Real Magnet Aptify integration connects your Aptify database directly to Real Magnet using Real Magnet’s Universal Web Service. It's compatible across all browsers (refer to the FAQ section below for compatibility across Internet Explorer), and can be used in conjunction with Real Magnet.
NOTE: The integration is compatible with Aptify versions 4.5 or higher; this guide is applicable to Aptify 4.5 and higher, and only for V2 of the Real Magnet integration.
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Who should read this guide?
This guide is for Real Magnet users responsible for determining messaging and contact management guidelines. It assumes that you are familiar with:
- Using the Real Magnet system
- Managing users in Aptify
- Managing data within Aptify
Failure Notifications
Whenever there is a failure for the integration, an individual can opt-in to receive a daily notification.
To modify this setting:
- Log in to Real Magnet.
- Select Aptify Management.
- Select Settings.
- Under Failure Report, ensure that Enabled is set to YES.
- Enter a Run Time.
- Enter the email address(es) (comma separated format).
- Click Save.
User-Access Requirements
A Real Magnet account administrator can designate what users in the account have permission to access the integration. Below you will find tables detailing what each permission level means and what a user can do with that permission.
To assign a permission:
- Select Tools.
- Select Account Management.
- Select Integration Access Levels.
Real Magnet User Permissions
Scheduled Upload
| Permission Level | View | Run | Create/Schedule | Edit | Delete |
|---|---|---|---|---|---|
| Full Access | Y | Y | Y | Y | Y |
| Read Only | Y | Y | N | N | N |
| No Access | N | N | N | N | N |
Tracking
| Permission Level | View | Edit |
|---|---|---|
| Full Access | Y | Y |
| Read Only | Y | N |
| No Access | N | N |
Unsubscribe Mapping
| Permission Level | View | Create | Edit | Delete |
|---|---|---|---|---|
| Full Access | Y | Y | Y | Y |
| Read Only | Y | N | N | N |
| No Access | N | N | N | N |
Configuring Tracking Information in the Real Magnet Account
As a default, no tracking information is selected to push over to the production environment. In order to select what tracking information is pushed to Aptify, and when, an administrator must log in to Real Magnet.
Real Magnet recommends that full access over manage tracking be a permission granted only to other administrators. Once tracking information has been selected, Real Magnet will only sync records with Aptify from that point onward. It is for this reason that access to this panel should remain limited.
NOTE: This page also provides detailed error descriptions in the event any records have not synced the night before.
To enable tracking, log in to Real Magnet, and then:
- Select Tools.
- Select Aptify Management.
- Select Manage Tracking.
- Select the Tracking items to sync to the Aptify.
- Select the time you would like for this information to come over.
NOTE: With any integration platform, there is a known use of data; for this reason, Real Magnet recommends that the data be sent over in off-peak hours.
Options for tracking data that can be returned to Aptify include:
- Email Delivered
- Opens
- Click-throughs
- Unsubscribes
- Subscribes
- Suppressed
- All Bounces
- Soft Bounces
- Hard Bounces
- User Not Found Mailbox Full
- Bad Domain
- Temporarily Unavailable
- In Progress
- Send Failed
- Fax Sends
- SMS Sends
- Event Signups
- Survey Submissions
- Facebook Posts
- Facebook Comments
- Facebook Likes
- Twitter Tweets
- Twitter Replies
- Twitter Mentions
- Twitter Retweets
- Landing Pages Submitted
- Website Visits
- Goal Reached
Considerations before Uploading Aptify Shows Lists
Uploading recipients from the Aptify interface to Real Magnet can be performed in a variety of ways. Below are the considerations that must be made before you upload your first query from Aptify.
Unique Identifiers
Every database-driven system has a way to enforce uniqueness on records to avoid duplicates. Real Magnet offers two options for determining uniqueness:
- Email address
- Aptify Person ID (custom member ID)
NOTE: The default setting has the recipient’s email address as the unique ID:
Email as a Unique ID
When this default option is enabled, Real Magnet will only create one record for any single email address. For every record uploaded to Real Magnet that contains a custom ID and an email address, Real Magnet will create a unique record based on that email address.
NOTE: There can be NO duplicate email addresses with this method.
Implications
- Recipients only have one email address in the system and will not be sent duplicate messages
- Email addresses are not overwritten when a list is uploaded from Aptify
- The most recently uploaded record details will be stored in Real Magnet for that email address
Custom Member ID as a Unique ID
When custom ID is selected, the Aptify Person ID will become the unique identifier.
Implications
- Every record uploaded to Real Magnet must contain an Aptify Person ID
- Duplicate email addresses can exist
- Email addresses can be overwritten from Aptify based on custom ID
- Duplicate messages can be sent to the same email address if multiple Aptify Person IDs exist.
Replacing Real Magnet Records
At times there may be a reason for replacing a list of recipients in a given group; this is particularly true when it comes to updated membership lists or when your unsubscribe setting is unsubscribe to specified group:
Real Magnet provides two options when uploading a list:
- Adding recipients - If add to existing list is selected, Real Magnet will only add the records to the group with the records from the upload. Individual records will not be updated or overwritten.
- Replacing recipients - If Replace existing list is selected, Real Magnet will replace the records in the group with the records from the upload. The records being removed are not deleted, only removed from the group (they remain in the database), and there is no impact on the historical data.
NOTE: The replace method can be made the default. To do so, submit a request to your Implementation Project Manager or create a case.
If Replace is selected (Real Magnet’s default setting to overwrite existing data), based on the unique identifier will overwrite the corresponding data that exists in Real Magnet. This can be particularly useful in instances where there is one database of record that is in the process of being constantly updated.
NOTE: Add to Group will not update individual records in Real Magnet.
Character Limitations
When uploading a list to Real Magnet the maximum characters allowed per field are:
| Field Type | Characters |
|---|---|
| E-mail, Address 1, Address 2, All Custom Fields | 100 Characters |
| First name, Last Name, Phone, Fax, City, State, Zip | 50 Characters |
| Company | 200 Characters |
| Enhanced Personalization Field | 250 Characters |
Uploading an Aptify Query to Real Magnet
All individual queries that are transferred from Aptify to Real Magnet are referred to as an upload job. Upload jobs that are allowed via the integration are:
- Shared Views in folders prefaced with RealMagnet
- SQL View – the Person ID column must be aliased as ID, and the name of the view must begin with RealMagnet
Transferring Lists from Aptify to Real Magnet
Data can be transferred from Aptify to Real Magnet via a scheduled upload or one-time transfer from within Real Magnet.
The Real Magnet Upload Scheduler (RMUS) is a feature of the integration that allows for automated uploads to the Real Magnet system; it is extremely useful in the event there are any Saved Searches that you send to on a regular basis.
It allows the following upload job types:
- Run Now - This upload job will run once. Once completed, edits or changes cannot be made to this upload job.
- On Demand - This upload job will only run when the green play icon is clicked or using the Sync on Send functionality. This will deploy the upload job when a message is scheduled to send to the group attached to the upload job.
- Scheduled - This upload job will run on a scheduled basis, either daily or weekly, and can be manually run by clicking the green play button. When selecting a group connected to an active Marketing Automation campaign, this option can also upload groups on an hourly basis.
The RMUS can be accessed by logging into Real Magnet and selecting Tools. The details below will cover all aspects of the RMUS.
Icon Legend
| Icon | Description |
|---|---|
 |
Delete the upload job. |
 |
Edit the upload job. This function only applies to On Demand and Scheduled jobs. |
 |
Run job. This function only applies to On Demand and Scheduled jobs. |
 |
View the rejected individual records (Real Magnet validates all email addresses uploaded to Real Magnet). |
Upload Jobs Page Overview
This page contains a list of your existing upload jobs in the Real Magnet platform, you’ll see a list of the existing upload jobs, and it will contain the following:
- Query Name - The name of the query in Aptify.
- Date Created - The date the upload job was created.
- Job Type - Whether the job is Run Now, On Demand, or Scheduled.
- Frequency - The frequency of the scheduled job, for Run Now and On Demand this will remain blank
- Scheduled time - The times the job has either completed or is scheduled to run next.
- Start Time (HH:MM) – The time the upload job is scheduled to start.
- Last Run (MM/DD/YYYY HH:MM) – The time the upload job was last executed and completed.
- Next Run (MM/DD/YYYY HH:MM) – The next scheduled time it is set to run.
- Group Results - The group in Real Magnet the query was uploaded to and the results of the last upload, that includes the total number in the group and the number added. Any error that may occur on upload will surface here.
- Actions - The allowed actions a user can make to the upload job.
Create an Upload Job
To create an upload job in Real Magnet:
- Select Tools.
- Select Aptify Management.
- Select Create Upload Job.
- Select a query
- Select Create Map.
- Select View Entire Field List or One by One.
- Select which columns you would like to bring over to Real Magnet. These are a one-to-one relationship when mapping fields. This means that you can only map the fields on the left side of the screen with one item on the Real Magnet side once.
- Click Create Schedule.
- Select Create New Group or Add to Existing Group.
- Select either Add to existing group or Replace existing list.
- Depending on account settings the third upload step may reveal the option whether or not to update. Select Do not Update Existing Records (Only Add Records To Group) or Update Existing Records.
- Click Create.
- Select your frequency: Run Now, On Demand, or Scheduled.
- Click Submit.
Manually Uploading Shows Lists to Real Magnet
You may have users that want to upload .CSV files into the system, independent of the integration. When uploading a list within Real Magnet, independent of the RMUS in order for tracking information to report back to Aptify, a user must include the Aptify Person ID and email address. Upon upload the user must map the Aptify Person ID column to the Custom Member ID field in Real Magnet.
| Field Type | Character Limit |
|---|---|
| E-mail, Address 1, Address 2, All Custom Fields | 100 |
| First Name, Last Name, Phone, Fax, City, State, Zip | 50 |
| Company | 200 |
| Enhanced Personalization Field | 250 |
Real Magnet Data in Aptify
Real Magnet Tracking Details
The tracking result of a message is the only information to report back to Aptify (this includes opt-out information). This tracking information will update once a day, typically overnight. The Real Magnet tracking data is displayed on the Aptify Person Record page, under the Real Magnet tab.
The tab will contain the activity and sub-activity codes related to the Real Magnet integration. Because the Real Magnet Data is stored in Aptify it can be used for querying and data segmentation.
Real Magnet Unsubscribe Information
Customers using Topic Codes can push unsubscribe data to Aptify as not only an activity record but it can also update a recipient’s Topic Code in Aptify. Just like tracking, this is a one-way stream of information from Real Magnet to Aptify. A breakdown of this relationship with Aptify is provided on the Manage Subscription Preferences with Aptify page.
To associate a group, group category or message category with a Aptify Topic Code, you’ll first need to meet the following requirements:
- Your unsubscribe type must be by Group Category or Message Category.
- The functionality must be enabled for your integration.
Associating Groups or Categories with Topic Codes
To create the one way link between Real Magnet and Aptify, navigate to Tools.
- Select Tools.
- Select Aptify Management.
- Select Manage Unsubscribes.
- Select which group or category in Real Magnet that corresponds to the Topic Code in Aptify.
- Once the selections have been made, click Submit.
When a recipient selects the one-click unsubscribe option, this information will write back to the Topic Codes table in Aptify overnight.
The Real Magnet integration stores the activity data to the dbo.RealMagnetTrackingActivity table. This is the default configuration. However, because the integration writes back directly to the Aptify database instead of writing back to the dbo.RealMagnetTrackingActivity table, data can be stored in a custom table.
Creating Topic Codes in Aptify
A topic code is an item located under the Administration CRM tab. You can create this type by going to Administration – CRM:
- Select Administration – CRM.
- Select New Record.
- Enter a Name, Status, Type, and Start Date.
- Select whether the topic is a Category or Parent, or associate it with a child/code. Choose what you would like for the description (e.g., Opt In Topic Codes).
- Click Save.
NOTE: In order for new topic codes to display, the entity selected must be Persons.
To view the Topic Codes an individual is subscribed to:
First find the person you would like to view, and then select Topic Codes.
Viewing Marketing Automation Information in Aptify
Once integrated with Real Magnet’s Marketing Automation platform, a few additional items will now be visible to you in Aptify:
- Additional Activity codes, including:
- Landing Pages Submitted
- Website Visits
- Goal Reached
Creating Records in Aptify via Real Magnet Landing Pages
When creating a landing page campaign in Marketing Automation, there is an additional option to create records in Aptify. This option is configured per Landing Page.
Requirements
- Marketing Automation
- The Stored Procedure RealMagnet_InsertProspect
- Real Magnet’s most recent version of the service
If you have a pre-existing integration and these options are not already available, create a case and we’ll review your account settings.
Configuration
When creating a landing page campaign in Marketing Automation, there will now be an option to “Integrate this campaign with Aptify Management.”
When records are created in Aptify, Real Magnet will use the email address to define uniqueness. If a record already exists by that email address in Aptify, Real Magnet will ensure that the Custom Member ID is populated with the Aptify ID.
- A new record created from a landing page via marketing automation will be created in Aptify as a Person.
- This process will also create a Company, Address, and Phone Number in Aptify if those values are collected via the Landing Page.
Fields
If a Landing Page is configured to collect the following fields, it will also create the record with those fields in Aptify.
- Email (required)
- First Name
- Last Name
- Company
- Address 1
- Address 2
- City
- State
- Zip
- Phone Number
- Fax
Frequently Asked Questions
| Question | Answer |
|---|---|
| Why are there multiple opens in my recipient’s activity history? | Real Magnet reports back gross opens. This means that each time a recipient opens the message, this record is scored and tracked. |
| Why is there no tracking data updating to my Aptify? | Did you select tracking data? Log in to Real Magnet, and then: 1. Select Tools. 2. Select Aptify Management. 3. Select Manage Tracking. 4. Select the Tracking items to sync to Aptify. |
| Why is this individual record missing tracking information? | Ensure that individual is assigned an Aptify Person ID. If the individual was uploaded outside of the Real Magnet Scheduler you must ensure that it also has its Aptify Person ID mapped to the Custom Member ID. This is how the Aptify platform identifies that individual in its database. If an individual is missing this information, no tracking information will push back for that recipient to Aptify. |
| What happens if the tracking data portion is canceled mid-stream? | Real Magnet logs the failure and re-attempts to send the data to Aptify. |
| Why can’t I see my view? | Is the view in the RealMagnet Folder? Is the view in the RealMagnet Folder a Person Entity? If you have a custom created Person entity in Aptify, you'll need to make a modification to your stored procedure by an individual with database access to display that entity name or ID. |
| Why am I getting the message: “This upload job has one or more groups to which you do not have access.”? | Do you have access to the group? If your account is Enterprise you will need to ensure that you have access to the group the Upload Job is connected to, or ensure that the group has not been archived. |
| What happens if I am using Internet Explorer? | Due to Internet Explorer’s security configurations, as part of this integration installation, we recommend clients complete the following: 1. Add magnetmail.net to Trusted Sites. 2. Use Compatibility Mode. |