How to import data at Pensaki

Importing Data With Pensaki

At Pensaki there are several different – SSL encrypted – data transfer methods available, including our API. Transmission via EMAIL is excluded. Even with our standard handwritten letters there are two possibilities available to transfer data. The requirements for data content and field lengths on the specific product level always apply.

Pensaki: Data Preparation

General Data Requirements

For the preparation of your data basic knowledge in working with spreadsheet software e.g. Microsoft Excel© is required. This content will be imported: post addresses, forms of address und further segments for personalization (optional).

Please consider this checklist concerning your data:

  • No use of unauthorized special characters like e.g. º ‡ ¶ ¿® ©ªº∆∑¥å.
  • The maximum number of characters per line cannot be exceeded. Excess length will automatically be deleted by the Pensaki APP.
  • No content with non-printable characters. All data must be transferred non-formatted into the import template.
  • Avoid WORDS upper-cased words! Everything written in CAPITAL LETTERS looks horrible in handwriting! Please don’t even write company names in CAPITAL LETTERS!

How to prepare your data before import

Check the number of characters per cell → Formula “=LEN()”

 

COLUMN A COLUMN B (RESULT) FORMULA IN COLUMN B
Carsten Kostermann 19 =LEN(A2)
Kathleen Thielnon 17 =LEN(A3)
Marion Bauerfeind 17 =LEN(A4)
Monika Wilko2323 16 =LEN(A5)

Combine fields – e.g. for the form of address → Formula “=CONCATENATE()”

 

COLUMN A COLUMN B COLUMN C COLUMN D FORMULA 
1 Dear Mr. Kostermann , Dear Mr. Kostermann, =CONCATENATE(A3;” “;B3;C3)
2 Dear Mrs. Thielnonne , Dear Mrs. Thielnonne, =CONCATENATE(A3;” “;B3;C3)
3 Dear Doctor Schneider , Dear Doctor Schneider, =CONCATENATE(A3;” “;B3;C3)
4 Hello Mr. Merz , Hello Mr. Merz, =CONCATENATE(A3;” “;B3;C3)

Convert ABCD to Abcd → Formula “=PROPER()”

COLUMN ACOLUMN BFORMULA
1ABC GMBHAbc Gmbh=CONCATENATE(B1)
2SONNENSTUHL GmbHSonnenstuhl Gmbh=CONCATENATE(B2)
3ABC AGAbc Ag=CONCATENATE(B3)
4FRITZ + Söhne GmbHFritz + Söhne Gmbh=CONCATENATE(B4)

Pensaki: Data Integration Methods

Basically we provide different encrypted data transfer methods at Pensaki. However, data transfer via EMAIL to Pensaki is out of the question. For our standard letters (pensaki.com/en/shop) you have two options for a secure data transfer (data import + API). In doing so the requirements for content of data and lengths of fields apply always according to product level.

Via our Pensaki API you can transfer all standard letters automated and directly from your CRM or helpdesk solution. This minimizes your manual effort. Please find more information on the Pensaki API here: https://help.pensaki.com/en/api-authentic-handwritten-notes/

The secure – manual – data import via our Pensaki XLS import templates qualifies in particular for onetime projects with up to 50,000 data records. Below you’ll find further information on this.

In the context of advanced corporate solutions we can also provide you with other automated secure file transfer mechanisms in order to enable a direct integration.

Pensaki.com only accepts SSL encrypted data transfers.

Pensaki: The Manual Data Import

1. Standard Import Templates

Please either download the import template directly here according to the product or after you have entered your text in the order process. Please save your file without umlaut marks and special characters.

Different products have different import templates.

Pensaki: Import templates per letter

Import Template: Postcard DIN A6 320 (Ballpoint Pen)

Max.PositionExample
Column_A:30Address Line 1:Enterprise Smith & Co.
Column_B:30Address Line 2:John Foster (personally)
Column_C:30Address Line 3: Street147-149 Farringdon Rd
Column_D:10Address Line 4: ZipEC1R 3HN
Column_E:20Address Line 4: CityLondon
Column_F:30Address Line 5: CountryUnited Kingdom
Column_G:32Salutation LineDear Mr. Foster,
Download Import Template

Import Template: Postcard DIN Lang 430 (Ink)

Max.PositionExample
Column_A:30Address Line 1:Enterprise Smith & Co.
Column_B:30Address Line 2:John Foster (personally)
Column_C:30Address Line 3: Street147-149 Farringdon Rd
Column_D:10Address Line 4: ZipEC1R 3HN
Column_E:20Address Line 4: CityLondon
Column_F:30Address Line 5: CountryUnited Kingdom
Column_G:48Salutation LineDear Mr. Foster,
Download Import Template

Import Template: Postcard DIN Lang 500 (Ballpoint Pen)

Max.PositionExample
Column_A:40Address Line 1:Enterprise Smith & Co.
Column_B:40Address Line 2:John Foster (personally)
Column_C:40Address Line 3: Street147-149 Farringdon Rd
Column_D:10Address Line 4: ZipEC1R 3HN
Column_E:30Address Line 4: CityLondon
Column_F:40Address Line 5: CountryUnited Kingdom
Column_G:58Salutation LineDear Mr. Foster,
Download Import Template

Import Template: DIN Long Card w. Envelope (Fountain Pen)

Max.PositionExample
Column_A:401st line envelopeEnterprise Smith & Co.
Column_B:402nd line envelopeJohn Foster (personally)
Column_C:40Street address147-149 Farringdon Rd
Column_D:10ZIP codeEC1R 3HN
Column_E:30CityLondon
Column_F:40CountryUnited Kingdom
Column_G:58Salutation LineDear Mr. Foster,
Download Import Template

Import Template: A6 Card with Envelope (Fountain Pen)

Max.PositionExample
Column_A:401st line envelopeEnterprise Smith & Co.
Column_B:402nd line envelopeJohn Foster (personally)
Column_C:40Street address147-149 Farringdon Rd
Column_D:10ZIP codeEC1R 3HN
Column_E:30CityLondon
Column_F:40CountryUnited Kingdom
Column_G:48Salutation LineDear Mr. Foster,
Download Import Template

Import Template: Letter in Envelope (Fountain Pen)

Max.PositionExample
Column_A:401st line envelopeEnterprise Smith & Co.
Column_B:402nd line envelopeJohn Foster (personally)
Column_C:40Street address147-149 Farringdon Rd
Column_D:10ZIP codeEC1R 3HN
Column_E:30CityLondon
Column_F:40CountryUnited Kingdom
Column_G:58Salutation LineDear Mr. Foster,
Download Import Template

Import Template: Letter in Envelope (Fountain Pen)

Max.PositionExample
Column_A:401st line envelopeEnterprise Smith & Co.
Column_B:402nd line envelopeJohn Foster (personally)
Column_C:40Street address147-149 Farringdon Rd
Column_D:10ZIP codeEC1R 3HN
Column_E:30CityLondon
Column_F:40CountryUnited Kingdom
Column_G:45Salutation LineDear Mr. Foster,
Download Import Template
  • Only the Pensaki Import Templates can be processed.
  • The 1st tab in the XLS file cannot be deleted (Read me!).
  • The file name of the import file cannot contain umlaut marks or special characters.

Example: Standard EU Envelope

Example: Standard US/UK Envelope

Example: Thank you card 400

Personalization Options

With Pensaki you have different personalization options

Textual personalization is a key factor in every marketing campaign. This is especially true for handwritten direct mail, no matter who guided the pen.

  • 1. Full Personalization: Single Letters

    You can also fully personalize every single letter and collect them conveniently in your shopping cart.

  • 2. Bulk Letters: Personalization with Mail Merge

    All Pensaki standard handwritten letters and compliment cards can easily be personalized. For this, please simply select the feature “Campaign”. The salutation lines and the individual addresses can be imported easily.

  • 3. Bulk Letters with Additional Segments

    Besides the form of address you can personalize the content of your letters further with the use of segments. This way you can even personalize complete lines. With the use of {{segments}} you can place them conveniently in the text und post them in parallel in your import file.

Example: Personalization with two additional elements

1. Import Table View

handwritten letter personalization options with Pensaki

IMPORTANT: Within the import Excel table, the names of the segments must be without brackets. BUT the usage of these specific {{ }} double brackets is mandatory in the editor. Please make sure that you don’t exceed the character limits per line, i.e. you need to define characters limitations per segment.

2. Text Editor View

Line 1: Here will be the form of address later.
Line 2: our heartfelt congratulations
Line 3: for your birthday on {{bday}}!
Line 4: Have a great celebration and enjoy
Line 5: your day of glory in {{city}}.
Line 6: Yours sincerely, Sabine from PENSAKI.com

If you are using Deutsche Posts direct mail bulk mail product Dialogpost as a shipment option (starting from 4,000 pieces), the personalization options are limited.

3. Start Data Import

how to order handwritten notes online

Data import is only possible via the import template for a given product provided by Pensaki. Other file formats cannot be imported. Once you’ve started the data import, you will be informed via email about the status, the analysis of errors, and the procedure.

Please check your registered email regularly for status updates!

4. Error Correction

After starting the data import, Pensaki.com performs a series of data validations.  Depending on the size of the file, this can take up to 10 minutes. At the end you will automatically receive an error report by email, including instructions on how to proceed.

These error causes are possible

  • 1. too many characters in one line

  • 2. Invalid characters or special characters

    e.g. ® ø ḫ Ȧ ƒ © « ∂ º π etc.

  • 3. non-printable characters

    e.g. non-printable characters such as spaces, paragraph marks or tabs, etc.

In order to complete your order, all errors must be corrected or the affected data records must be deleted completed.

How to correct bad data: online vs. offline

Option 1: Online error correction

  1. 1. Click „EDITOR
  2. 2. Correct all highlighted fields, simply by clicking them.
  3. 3. Click „SAVE

Option 2: Offline Error Correction

  1. 1. Click „Download Report
  2. 2. Correct alle errors directly within the XLS file.
  3. 3. Click “Start Import”
  4. 4. Bad data will automatically be replaced.
Fehler korrigieren
Pensaki Importfehler - Online Korrektur 01
Pensaki Importfehler - Online Korrektur 01

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