AUTOMATED EMAIL APPEND SERVICE - TECHNICAL DETAILS

AUTOMATED EMAIL APPEND SERVICE - TECHNICAL DETAILS

Overview

FreshAddress’s Automated Email Append Service is an expedited version of our proprietary
email list append technology. The system is designed to provide a quick project turnaround
without any human involvement. The central differences between Automated Email Append and
the full service Email Append is that there is no manual review and no permission messaging.
Otherwise, the Automated Email Append incorporates all elements of the full service
processing, including validation of the input file and postal standardization, matching by
household or individual, and auditing of the email address results to ensure deliverability.

How the technology works
Once you transmit your list to FreshAddress servers, the system will:

1. Examine file name and if recognized (see Configuration section), will initiate
processing.

2. Send email notification when file is queued for processing.
3. Parse the file and apply postal address standardization.
4. Match the postal addresses to email addresses (either household or individual, as

defined in the contract).
5. Apply our SafeToSend™ technology on the matched email addresses.
6. Assemble the final, deliverable set of email addresses matched to your postal

addresses in a single text file.
7. Return results to the specified FTP and notify contact on file via email upon

successful completion of all steps.

Configuration

Company ID and Contract ID Setup
When we create your account in the system, FreshAddress will provide you a Company ID and
Contract ID. Every service run must be accompanied by both in order for you to be recognized
and authenticated.

Input File Formatting Requirements
Our system will accept only tab-delimited text files (.txt) with no text qualifiers and without a
header row. It should contain nine columns, in exactly the following order:

 UNIQUE-ID
 FIRST NAME
 MIDDLE NAME*
 LAST NAME
 ADDRESS1
 ADDRESS2*
 CITY

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 STATE
 ZIP

* MIDDLE NAME and ADDRESS2 can be empty fields.

For example:

Input File Size Requirements
Our system will not accept input files larger than 500,000 records. Split files in excess of this
limit into multiple files for submission.

Input File Naming Convention
Once you have received your credentials (Company ID & Contract ID) and formatted your file,
please label it as follows:
[Reference String]_[Record Count]_[ Company ID]_[Contract ID].txt

Where:
 Reference String – alphanumeric string for your reference only, will be passed back to
you in the results file (must be fewer than 100 characters)
 Record Count – the quantity of records in your file
 Company ID – number, provided by FreshAddress
 Contract ID – number, provided by FreshAddress

For example:
EmailAppendRun_33203_1234_4321.txt

Data Transmission

 Input file for FreshAddress
Please submit your file to our FTP at ftp://auditor.freshaddress.com using the provided
credentials. For additional security, auditor.freshaddress.com is also available via FTP secure
(ftps://auditor.freshaddress.com) or FTP over explicit TLS, which is encrypted
(ftpes://auditor.freshaddress.com).
Note: If uploading files manually, some FTP clients may return an error (e.g. “Unable to list
directory content”, or “An error occurred opening that folder on the FTP server”) because this

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account is configured as a Dropbox (allows uploads but hides directory content). Please feel
free to ignore the error and upload your file.

 Results file from FreshAddress
The results file will be automatically returned to you via FTP. During account setup, you can
specify your own FTP server and account or use one hosted by FreshAddress.

Results File Formatting
The results file will be a tab-delimited text file (.txt) with header row. It will include the nine
submitted fields and two additional fields, MATCHTYPE and EMAIL. For example:

Where:
 MATCHTYPE – describes the type of match, household (H) or individual (I)
 EMAIL – populated with the email address matched to that respective record

Results File and Summary Report Naming Convention
The results file and summary report will be provided with the following naming convention:

Results file: [Reference]_[Job Number]_Matches_[Quantity].txt
Summary report: [Reference]_[Job Number]_Report.html

Where:
 Reference String – alphanumeric string as provided with your input file name
 Job Number – project number, assigned by FreshAddress, which will be used for all
billing and job correspondence.
 Quantity – the number of records returned in the results file

For example:
EmailAppendRun_a6789_Matches_3920.txt
EmailAppendRun_a6789_Report.html

Notifications & Error Conditions
 Notifications:
o File Loaded - every time a list has been successfully queued, our system will
initiate a confirmation email to technical contact on file.
o Job Completed – sent upon job completion and return of the results. This email will
also include a summary report attached. (See Appendix A)

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 Warnings
o File Not Loaded – if we are unable to queue a file, the system will return any of the
following failure reasons via email:
 Your file cannot contain more than 500000 records
 Your file has YYY records, although the filename indicates there should be
XXX
 Reference string cannot be more than 100 characters
 Reference string can only contain letters, digits, and '-' characters
 Expected count is not a number
 Company ID is not a number
 Contract ID is not a number
 [SERVICE] is not supported for automated submissions
 Invalid company and contract combination
 The file is not a .txt file
 Line XX either does not have 9 fields or is missing a tab
 A field on line XX is longer than 255 characters

Processing time, Capacity, & Availability

 Turnaround time ranges from several hours to one full day (24 hours)
 Files are processed on a first-in-first-out (FIFO) basis.
 Service is typically available 24/7/365 except for routine maintenance or unanticipated

downtime.

Problems & Questions

For fastest service, all technical support & implementation questions should be directed to
[email protected].

Notifications of code updates or prolonged periods of expected downtime will be sent to the
technical contact on file. Make sure to inform FreshAddress when your technical contact
changes.

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Appendix A – Sample Report

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