Using the Bulk Export/Import Feature

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1 Using the Bulk Export/Import Feature Through Bulksheet Export and Import, agencies have the ability to download complete campaign structures and statistics across multiple clients and providers, and to receive that data in one file that can be used for reporting, or for editing followed by a subsequent bulk import. The biggest advantage of Bulksheet Export/Import is that it extends well beyond the capabilities of the Mass Editor by allowing multiple publishers and even multiple client accounts to be analyzed in one all-inclusive file. What s more, the size of this file is not limited by the constraints of computer memory. Data that could not previously be loaded into the web browser interface can now be consolidated into one file. Once downloaded, the exported data can be modified in Excel as an XLSX file, or any other application that works with CSV comma-delimited text files. Changes to settings, structures or bids can be uploaded again in minutes to allow campaign modifications on a scale that has never been previously available. How does it work? The Bulksheet Export file is part of an asynchronous process. That means it is compiled and created in the background, outside of the Acquisio platform. You select your options and start the process from within Acquisio, but we ll let you know when the file is ready for download. Processing time may take from a few seconds to a few minutes, depending on the amount of data. If you prefer, Acquisio can even send you an with a link to the final file you requested. While the file is being generated, you can continue to work in Acquisio, or anywhere else for that matter. Getting started with Bulksheet Export Acquisio has placed the controls for Bulksheet Export and Import on the main screen of the Mass Editor. Since Bulksheet Management allows you to select the client accounts and publishers, there is no need to select an account at this time. Begin by clicking the Bulksheet Export icon. You will progress through a short series of menus and check boxes that have been designed with simplicity in mind. July 2012 Acquisio Bulk Export & Import 1

2 Figure 1 - Click Bulksheet Export to begin. No need to select an account or provider. Touring through the Bulksheet Export screen Typically, you will work through the various sections of the screen, selecting your desired options and then choose Run Export when done. Acquisio has provided many powerful selection and filtering tools which are explained in the sections that follow. July 2012 Acquisio Bulk Export & Import 2

3 Figure 2 - The Bulksheet Export screen contains many options to customize your export file. Load a Previously Saved Export Figure 3 - Reload a previously saved export. If you plan to use a particular export report more than once, you will have the option of saving your settings when you create the export job. The first pull-down menu at the top of the screen allows you to load these saved settings quickly. If you have never saved an export job, or if this is the first time you have tried Bulksheet Export, this menu selection will be blank. July 2012 Acquisio Bulk Export & Import 3

4 Select a Scope Figure 4 - Select client accounts, publishers and campaigns to be exported. The Scope dialog box allows you to select the clients to include in your report. Once one or more clients are selected, you may click the arrow next to their names to choose the publishers. Each publisher section can also be expanded to select individual campaigns. The three Quick Select buttons at the top of the dialog will instantly affect which items are displayed in the lists. If a client has only paused accounts and campaigns, that client will completely disappear from the tree unless All is selected. If you intend to work only with active clients and campaigns, then Active Only generally presents the simplest list of items. July 2012 Acquisio Bulk Export & Import 4

5 Select an Export Type Figure 5 Select the object types, statistical columns and historical date range to include in your export. Selecting the objects to export will determine which objects will be included as distinct rows in the final exported file. They work in conjunction with the Include Statistics section immediately below. For example, if Campaigns is selected as an export object and you choose to include statistics for the last 30 days, then each campaign in the scope will appear as a separate row in the export file and each will display its own historical metrics. If Keywords is also selected, each keyword and its associated statistics would also appear in the export file directly after the campaigns. If you choose to include statistics, you must specify a historical date range to analyze. Use the Add/Remove Metrics option to select which columns of statistical data to include in the file. You can reduce the size of the final export file by selecting Exclude 0 impressions, which suppresses the export of items that have not had any activity within the date range. Tip: For a structure-only export, do not include the statistics and the export will include only the lists of objects selected at the top of the screen. For reporting purposes, or deeper analysis, you can add the stats and select the column metrics you intend to examine. July 2012 Acquisio Bulk Export & Import 5

6 Advanced Options Figure 6 - The Advanced Options are hidden by default, but clicking the title reveals useful features. The top-right section of the screen hides a list of useful options. Click the Advanced Options title to reveal the choices. The Filters option allows you to reduce the size of the output file by selecting only elements that meet your criteria. Multiple filters can be added and the results are cumulative. For example, you can add two filters to include only keywords that contain the word bicycle AND where they have received at least one conversion. The Currency Conversion section is valuable for agencies that have clients and corresponding publisher accounts located in different countries. If more than one currency is used for reporting across the various agency accounts, you have the option to Convert all Currency and select the common currency to use. When this option is selected, each currency column (Cost, Max CPC, etc.) will have an additional column inserted beside it showing the original value converted to the selected currency. The default option is Use Publisher Account Currency, which keeps each publisher account in its native currency and the Converted Currency columns are not inserted in the file. July 2012 Acquisio Bulk Export & Import 6

7 Important Note: If you use the Convert All Currency option and you intend to edit the file for later reimport, edit only the native currency values in the original columns and not the converted currencies. Converted currencies cannot be edited and reimported to their original accounts The Notification option will automatically send an to you, or to a list of other addressees as soon as the Bulksheet Export file is ready. The will contain a clickable direct link to the file. The field is already populated with the address of the logged in Acquisio user, but additional addresses can be added, separated by commas. If the notification box is not checked, no is sent to any address when the processing is complete. Export Properties Figure 7 - The last step. Name your job and run the export. When all other settings and options have been selected, this last section of the screen will start the Bulksheet Export. You must give your Export Job a meaningful name. The job name will appear in the name of the exported file and in any notifications you receive from Acquisio. If you want to save the current export settings for use in the future, check the box Save the above export job. The job name will then also appear in the Load Saved Export menu for quick access in the future. Choose the file format (.XLSX or.csv) for the export. Click Run Export to accept all settings on the screen and to begin processing the Bulksheet. How to locate your exported file If your export is only one client or a few campaigns, you may prefer to wait for the file and not use the notification option described in Advanced Options above. The bulk export file link can be accessed from two locations in the Acquisio platform. Figure 8 - The Export file can be accessed from links at the top of the Acquisio screen. July 2012 Acquisio Bulk Export & Import 7

8 The file creation progress can be viewed and the final file can be opened from either the Job Queue link or the Pending Tasks link (shown in Figure 8 next to the blue ball icon). Open Pending tasks while the job is still running and you can monitor when the file is ready. Clicking anywhere within the Pending Tasks window will download the file. Figure 9 - The Pending Tasks link shows when the job is completed. Click the box to download the exported file. The Pending Tasks link will only remain available for a short time after the export job is completed. If it becomes inactive, you can see recent jobs by clicking the Job Queue link, which opens the Job Queue window (Figure 10). Figure 10 - Recent jobs appear in this window. Click the Bulksheet Export job to download the file. The Job Queue window may show several recent jobs, such as campaign imports and data synchronizations. Look for the Bulksheet Export job and click it to download your file when you see that the status is completed. Don t forget that you also have the Advanced Option of notification available. When job processing is completed, an containing a link to the export file will appear in your inbox within minutes. Interpreting the Bulksheet file The completed Bulksheet Export will arrive in your computer within a ZIP archive. The ZIP typically contains two files: your exported data in either XLSX or CSV format and a Readme.txt file. The Readme contains instructions about editing and saving the CSV if you intend to make changes and re-import it to Acquisio via Bulksheet Import. July 2012 Acquisio Bulk Export & Import 8

9 An XLSX file can be opened by recent versions of Excel. The CSV can be opened by any spreadsheet application. The first time you examine the contents of the data file, you may find the data to be confusing, so it helps to understand how your campaign structures have been represented. Figure 11 - The column labeled "Row_Type" helps you understand what each row represents. In Figure 11, the column named Row_Type is a valuable guide when reading the file. Remember that the selected Export Objects will each receive their own row. In the example, five campaigns and their respective settings have been exported. Directly beneath the campaigns are the adgroups, one per line (Some of the rows have been hidden to make viewing easier). Beginning at row 83, the list of keywords begins. Therefore you can easily tell that the objects selected for export in this file were the Campaigns, Adgroups and Keywords. What columns appear in the file? Moving through the file from left to right, you will find columns that help identify each object. For example, each keyword has an adgroup, each adgroup has a campaign, each campaign has a publisher and so on. Each exported object that has its own row will also display the editable settings (Figure 12). July 2012 Acquisio Bulk Export & Import 9

10 Figure 12 - Each of the exported campaigns has a column for its editable settings. At the far right of the file, you will find the statistical metrics for each row if you chose to add them. In addition to the names of each object, you will also find columns that contain the hidden ID numbers of each object (See column L in Figure 12). Acquisio includes the ID numbers of each exported object, because they are required if you intend to re-import the file later with changes you have made. The ID numbers are essential for Acquisio to properly identify objects that you have edited. Do I really need all these columns? Remember that the Bulksheet Export file is designed for reporting or for editing. If you only intend to generate a comprehensive report from the data in the file, you can delete or hide any columns or rows that you do not need (such as the object IDs). You can also rearrange columns in any way you prefer, as long as you keep the column headers intact and positioned over the correct column data. If you intend to edit the file by changing settings, bids, or adding and editing keywords and creatives, then every exported column and its corresponding header must be present in the file when it is imported. Undoubtedly you will find editing the file much easier if you use Excel s options of freezing column headers and hiding columns that you do not intend to modify. Dealing with Adwords Modified Broadmatch in Excel If you choose the CSV export file option, a minor display bug may appear occasionally. Anytime that a keyword with Adwords Modified Broadmatch is imported into Excel, the spreadsheet misinterprets the + prefix and assumes the cell entry is a formula. This results in the #NAME? error appearing in each cell which would normally contain a keyword. The fix for this is simple and quick. Use Excel s Search & Replace function to find all occurrences of =+ and replace them with +. This strips off the formula prefix from all cells in the spreadsheet and displays the correct cell contents. Note that this error does not occur if the export file format is XLSX. What editorial changes can be made to the file? As the Bulksheet Export/Import feature develops, new capabilities will be added. Detailed explanations are always included in the Readme.txt file included with the export. At the present time, the following functionality is supported: Campaign (Create, update and delete) Ad Group (Create, update and delete) Creative (Create, update and delete) July 2012 Acquisio Bulk Export & Import 10

11 Keyword (Create, update and delete) Placement (Create, update and delete) Negative Keyword (Create, update and delete) Negative Placement (Create, update and delete) Important Note: Any new campaign or ad group created will have the default settings of the provider (geo-targeting, language etc.) so you should edit these settings once the bulk import is complete. The Action column in the bulksheet is used to tell Acquisio which rows in the file have been modified. For example, if you modify the End_Date for a campaign, you must insert the tag UPDATE in the action column for the modified campaign. The tag in the Action column tells Acquisio which rows (out of the potential thousands of rows) in the bulksheet have been modified and how those modifications should be handled. Any rows in the bulksheet which do not have a defined action will be ignored during a subsequent import. There are three possible tags that can be entered in the action column: Update, Create and Delete. If a change is made within the file and a corresponding action tag is not placed on the same row, those changes will not be identified and processed. Sample Campaign Update In Figure 13, the status of the first campaign has been changed from Active to Paused. In order to help Acquisio identify the row that has been modified, the tag update has been added to the Action column. Other campaign settings that can be modified include (but are not limited to) start and end dates, daily and monthly budgets, ad serving, budget delivery and bidding strategies. Figure 13 - The campaign's status has been changed to PAUSED, so the UPDATE tag has been added to the Action column. Sample Ad Group Deletion In Figure 14, the Action column is being used to delete three Ad Groups from two separate campaigns. When the Delete tag is used in the Action column, no other changes are required in the row. The object will simply be deleted from the publisher account when the file is processed. In this example, probably the most important column in the file will be the Ad Group ID (column T). This unique identifier will be used by Acquisio to delete the tagged Ad Groups from their campaigns. July 2012 Acquisio Bulk Export & Import 11

12 Figure 14 - Three previously paused Ad Groups have been marked for deletion using the Action column. Note that some columns have been hidden in the spreadsheet to make navigation and display easier. Sample Keyword Creation Figure 15 shows an example of new keywords being added to two separate Ad Groups. Note that the Ad Group IDs have been copied from other existing keywords to properly identify the Ad Groups that will hold the keywords. Obviously, since these are new keywords, they have not been assigned IDs yet, so the Keyword ID field (column M) is left blank. This example also illustrates another feature of the way Acquisio identifies campaign objects. Notice that the campaign name and ID have not been specified. When creating new keywords, you only need to specify the Ad Group and Ad Group ID that will hold them. The Campaign identifiers are not required, although you can include them if you find it easier. Since all IDs are unique, the general rule is that when any new objects are created, you only need to specify the identifiers of the containing object. The publisher (Adwords, adcenter, etc.) should always be provided, just in case two separate publishers use the same IDs. Figure 15 - The Action column shows 6 new keywords being created with match types and bids. The Ad Group and Ad Group ID are required for correct insertion. Bulk Import Once a bulksheet has been exported and edited, campaign managers should save the spreadsheet and re-upload the same file to Acquisio. In Excel, save the file as an XLSX. In any other spreadsheet program, use the Save As command and select the Save As type CSV Comma Delimited. You can use any meaningful file name, but the extension must be CSV. Save the file to your local hard drive. July 2012 Acquisio Bulk Export & Import 12

13 Note: If the bulksheet is being used to bulk upload Facebook ads, complete with new images, then the image files and the original spreadsheet can all be placed into one ZIP archive and uploaded to Acquisio in a single bulk import. Any image file names declared in the spreadsheet must exist as separate image files in the ZIP archive. How do I start a bulk import? Access the Bulk Import feature from the main screen of the Mass Editor and select Bulksheet Import. You must give your import job an identifying name (Figure 16) which will be used in all notifications. Click Browse and locate your saved file when prompted. Be sure to include at least one valid address in the last field. These recipients will receive notification when the file has been processed and will also receive error reports if any. When you click Import, the file will be transferred to Acquisio s servers where it is processed immediately. You can monitor the progress of the transfer through the Job Queue link at the top of the Acquisio screen, or you can wait to be notified by when the bulk import is done. Figure 16 - Bulksheet Import requires a Job Name, an recipient in case of errors and of course, a filename to import. Validation of data Bulk import files pass through several stages of validation to make sure the modifications make sense. In the first stage, data will be tested for general validity. For example, we verify that only valid Actions have been entered and that no expected sections are missing. If any obvious errors are detected at this early stage, you will see a screen similar to Figure 17. In the example, there were three changes detected in the file, although only one was a valid update to an Ad Group. Two other errors have appeared (one at a Campaign and one at an Ad Group) where we deliberately misspelled Actions and Statuses in the file. July 2012 Acquisio Bulk Export & Import 13

14 You have three options for dealing with errors. If you choose Review and Fix Errors you can download a version of your file that has been annotated to show the errors found. Follow the instructions in the file to correct your errors and then retry the import. You also have the option to Ignore Errors and Process the file anyway. This is most suitable when your file is large and only a few errors have been identified. In this case Acquisio will process all the valid portions of the file, but will extract the errors into a smaller file. This error file will be ed to you with instructions about how to correct the problems. You can resubmit the corrected errors at a convenient time. You also have the option of cancelling the import outright. Figure 17 - When file validation errors occur, you have the option to fix them immediately, ignore the errors for now, or cancel the import completely. If the import file passes through the first level of validation, it is then given a deeper scrutinization where all the actions are verified against standard business rules. Bid changes must be below the daily budget, campaign start and end dates must be valid, and so on. Once the file passes the deeper validation, its contents will be pushed to the relevant publishers where they will perform their own validity checks. Acquisio s first and second-level validity checks should intercept and prevent most errors from being transferred to the publishers, but publishers perform their own verifications which may result in subsequent editorial rejections of keywords or creatives. July 2012 Acquisio Bulk Export & Import 14

15 Any errors arising from Acquisio s second-level deep validation, or from a publisher s editorial rejections, will always be consolidated into a report that will be delivered to the address specified by the campaign manager. The report will carry a spreadsheet attachment with detailed instructions on how to correct the errors. July 2012 Acquisio Bulk Export & Import 15

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