What is it?
The gCast sync tool is a tool designed to import your data automatically into gCast on a scheduled basis (note: the gCast sync tool will not work on Linux machines. Please contact support for assistance if you are operating on a Linux OS).
Why use the sync tool?
You would want to use this if you have large amounts of data, you want to run data based campaigns (Set & forget), and you really want to remove the manual process of importing your data.
How to use the sync tool.
In order to use this tool there are a few prerequisites.
- You must have a gCast account with full admin privileges
- You must set up any additional demographics before you set up your sync configuration
- You must have a consistent data source
- You must have a data source that has a unique identifier (we call them External ID) basically a unique value per record
- You must have the ability to have a windows instance running
- Your instance must be on and connected to the internet at the scheduled time for the sync to work
1. Log into your gCast account and select Admin
2. Under resources, select Data integration. This will take you to the gCast sync tool screen
3. In this section you’ll see a search box which will allow you to view sync instances in your own account and across accounts you manage. You can sort and search based on labels, accounts, source that the data came from, if it’s an active instance and/or based on the last sync date
4. In the first instance you would select Create New Sync Instance where you’ll be required to configure the sync tool instance.
5. To configure your first sync you will add the label (which will be the name of your sync instance).
6. Account – is the account you wish for the sync to happen (it will default to the one you’re in)
7. From is defining the source of the file (currently there is CSV and Email). By default this will be set up as an active sync, however if wish to stop the sync, you can uncheck this option.
When you’re happy with your label, press Save.
You’ll then be presented with the option to download the sync tool or Map Data Fields. You will want to map the fields for the sync first.
To do this select Map Data Fields.
8. Then choose the CSV file to map and start mapping.
9. The source column will display the headings of your file. The second column maps the references in gCast. This is why you need to have the demographics set up initially.
10. Once you are satisfied with the mapping you will need to give your mapping a label and press Save.
11. If you made a mistake you can delete the mapping or to return to download the sync tool, select Back.
12. The next step is to download and configure the sync tool. To download the file simply click the link Download the sync tool. Please Note: If you don’t feel comfortable doing this yourself or are unable to download you may need to speak to your technical contact.
13. You may receive a warning because the file is an executable (.exe). Depending on the browser you are using, proceed with downloading the executable file.
14. When you have downloaded the application, move it to the folder where your data set is stored.
15. When you open the file you may receive another warning because the sync tool is listed as an unknown publisher to windows (the screen below demonstrates a Windows 8 instance). To run the application, select “Run anyway”.
16. That will run the application for the first time. Which will import your data into your account, when processed on your PC it will move the file into the ‘Done’ folder. If you intend to always drop data into the folder, you’ll want to set up a windows scheduled task to run the sync tool at the time and interval of your choice.
17. You’ll be able to see your integration from the home page including when it last synced successfully by clicking on the 'History' tab.
18. You can view any errors by clicking on the number in the errors column and downloading the errors in a CSV file. What will happen is you’ll see the file that was uploaded along with an additional column displaying the error (invalid email, invalid demographic etc).
19. Finally, you can choose to receive an email notification with a summary of the sync when an event has occurred. The events are:
- Integration Complete – The integration has completed
- Error Occurred – One or more errors have occurred with the integration
- Weekly Report – A report once a week with results of the integration
- Daily Report – A daily report with results of the integration
- Monthly Report – A monthly report with results of the integration.