Efficient data management is the foundation of every successful marketing campaign. In Salesforce Marketing Cloud (SFMC), Import File Activity plays a key role in automating the data upload process from external systems into Data Extensions or Lists.
In this detailed guide by Peoplewoo Skills, you’ll learn what Import File Activity is, how it works, and how you can use it to build seamless data automation workflows — all with practical, real-world examples.
What is Import File Activity in Salesforce Marketing Cloud?
Import File Activity is an Automation Studio feature used to import data files (like CSVs) into Marketing Cloud Data Extensions or Subscriber Lists. It automates the process of bringing external customer data (from CRM, e-commerce, or ERP systems) into SFMC for segmentation, personalization, and campaign execution.
This activity can be scheduled or triggered by other processes (such as File Drop Entry Source), ensuring your campaigns always run with the latest data.
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Key Components of Import File Activity
| Component | Description |
|---|---|
| Source File | The file you want to import (e.g., .CSV or .TXT). Usually placed in the SFMC Enhanced FTP location. |
| Destination | The target Data Extension or List where the data will be stored. |
| File Location | Defines where SFMC should look for the file — typically Enhanced SFTP. |
| Delimiter | Defines how data is separated in the file (e.g., comma, tab, semicolon). |
| Import Type | Choose from Add Only, Update, Add and Update, or Overwrite. |
| Error Handling | Specifies how to handle rows with invalid or missing data. |
Types of Import Methods
| Method | Purpose | Example |
|---|---|---|
| Add Only | New records are added. Existing records remain unchanged. | Importing a new signup list into a master data extension. |
| Update Only | Updates existing records that match a primary key. Ignores new ones. | Updating customer loyalty points or subscription status. |
| Add and Update | Adds new records and updates existing ones. | Daily import of e-commerce customer data (new + returning). |
| Overwrite | Deletes all existing records and replaces with new data. | Weekly full refresh of subscriber master data. |
How to Configure Import File Activity (Step-by-Step)
- Go to Automation Studio → Activities → Import File.
- Click New Import File Activity.
- Select the File Location (usually Enhanced FTP).
- Browse or define the Source File pattern (e.g., “Daily_Leads_%%Year%%%%Month%%%%Day%%.csv”).
- Choose the Destination Data Extension or List.
- Define Field Mapping — how file columns map to Data Extension fields.
- Select the Import Type (Add Only, Update, etc.).
- Set Error Handling preferences (skip invalid rows or stop on error).
- Save and test the activity manually or include it in a scheduled Automation.
Real-Life Example: Automating Daily Lead Import
Imagine you run a SaaS company that collects new leads daily from your website. Each night, your CRM exports a CSV file called “Daily_Leads.csv” to your SFTP folder.
Using Import File Activity, you can automatically:
- Import the file into the “Website_Leads” Data Extension.
- Map name, email, and signup date fields automatically.
- Schedule the import daily at midnight.
- Trigger a Journey Builder welcome email once the data loads.
This reduces manual work, avoids errors, and ensures timely communication with your new leads.
Best Practices for Import File Activity
- Always validate your file format (UTF-8 CSV with header row).
- Use File Naming Patterns (e.g., %%Year%%, %%Month%%, %%Day%%) for automation consistency.
- Monitor import logs and set up email alerts for failed imports.
- Use SFTP subfolders (e.g., /Import/Success and /Import/Error) for organized storage.
- Encrypt sensitive data before transferring to SFTP.
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Frequently Asked Questions (FAQ)
Conclusion
By setting up automated imports using Automation Studio and File Drop Entry Sources, you can focus more on campaign creativity and less on manual data management.
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