Batch File Delivery - Create and Configure

Feature snapshot

Summary:
Batch File Delivery is a scheduled method for sending a file containing multiple leads to recipients by aggregating lead data over a set period and delivering it in customizable formats.

Key benefits:

• Enables periodic, bulk transmission of leads
• Allows configuration changes and retroactive resending of batch files
• Supports multiple file formats and secure delivery methods (e.g., SFTP, email, cloud storage)

Typical use cases:

• Sending daily or weekly lead files to partners or buyers
• Resubmitting corrected or reconfigured batch files for quality assurance
• Delivering large volumes of lead data when real‑time connections are impractical

How the Batch File Delivery works

When you configure Batch File Delivery, LeadConduit collects and aggregates eligible leads during the scheduled period and compiles the data into a file (such as CSV, TSV, or pipe-delimited). This file is then delivered via the method specified (for example, through SFTP or as an email attachment). It is critical that the field mappings defined in your flow’s Batch Delivery step and the settings in Recipients → Batch Files remain in sync to ensure successful file delivery. Additionally, if field configurations change, you can retroactively resend updated batch files.

Step‑by‑step instructions

1. Log into LeadConduit and open your flow:
   Log into your LeadConduit account and navigate to the flow where you want to add the Batch File Delivery.

2. Add a new Batch File Delivery step:
   In the flow editor, click on Add to Flow > Integration. In the search field, type “Batch File Delivery” and select the LeadConduit Batch File Delivery integration option.

3. Name your Batch File Delivery:
   Enter a descriptive name (e.g., “Example Batch”) that clearly identifies its purpose. The best practice is to give every recipient a unique, meaningful name. Optionally, select whether you are sending to your own system or another company.

4. Configure Batch File settings:
   Follow the configuration wizard to adjust settings such as file type (CSV, TSV, or pipe-delimited), file naming conventions, time zone, and advanced options like encryption or ZIP compression.

5. Start new configuration or copy a previously created one:
   Decide wether to create a new Batch File from scratch or copy a previously created one.

6. Configuration (name your Batch File):
   Choose a name for the Batch File Delivery.

7. File settings:
   Use these settings to configure the format of the batch file.

   • File Type: Comma Separated Value (CSV), Tab Separated Value (TSV), or Pipe-Delimited
   • File Name Format: Use variables to create dynamic file names. The correct file extension will be added automatically.

8. Advances file settings (optional):
   You can optionally specify the following configuration:

   • Time Zone for File Name: This setting affects the variable date component of a file name. The default is the time zone set in your account, but you can override it to another time zone.

     • e.g. a delivery is scheduled for 1 am GMT (UTC 0) but the recipient is in CST (UTC -6). By default, the date in the file name would be the wrong day for the recipient.

   • Row Separator: Unix or Windows Line Ending.

   • ZIP: Compress and deliver the file in a .zip format.

   • Encrypt files using PGP: Encrypt your sensitive data.

     PGP encryption is supported when formatting batch files. This allows for securing data in your files using a key. This operation occurs after an integration converts the data into a file and before standard ZIP compression.

     The PGP configuration object supports the following properties:

     • Public Key: The public key that will be used for encryption. This must currently be an RSA key. If a key is not provided, a key pair will be generated and the private key will be returned in the creation of the key.

     • Private Key: The private key that will be used for signing. This is not required but helps to ensure that the encrypted file was not created by another party. If no key is provided, ActiveProspect’s default signing key will be used.

     • Private key password (if set): The password used to decrypt the private signing key, if needed.

     • Enable ASCII armor: Whether the file will be converted to base64 or left as binary, defaults to true (base64).

     • Use compression before encrypting: The algorithm that should be used for compression, either ‘uncompressed’, ‘zip’, or ‘zlib’, defaults to ‘uncompressed’.

9. Column Settings
   Select fields from your flow to be included in the batch file:

   • Include a header row? Yes / No
   • Columns in order: Select fields from the flow will automatically add the submitted fields from your flow so you don’t have to type all of those in one by one. The column names will be the same as each submitted field’s LeadConduit parameter name.

10. Delivery Schedule
    Select how often you want the batch file to be sent:

    • Schedule: The batch file can be scheduled to deliver Daily, Weekly, Every X Minutes/Hours, or you can customize further with Crontab syntax.
    • Time of Day (CST): Daily and Weekly Schedules can be timed to run at a specific hour of the day.
    • Day of Week: Weekly schedules can be set to run on a specific day of the week.

    Batch files delivered by email will be sent from delivery@yourlead.info. Please whitelist this email address to ensure proper delivery of your files.

12. Delivery Method
    Select whether you want it to be delivered via email, FTP, SFTP, FTPS, or Google Cloud.

    • Email: Specify To and Subject
    • Google Cloud: The Bucket Admin creates a Service Account with Read/Write access for the Bucket and then adds Key for the Service Account. The JSON file for that Key contains the: Project ID, Client Email, and Private key. To see Google documentation about Cloud Storage, click here.
      • Bucket: Do not include the gs://
      • Remote Path (optional): Creates a folder within the bucket if necessary
      • Project ID: Found in the JSON Key
      • Client Email: Found in the JSON Key
      • Private Key: Found in the JSON Key, should include the beginning and ending tags
        • example key:

          -----BEGIN RSA PRIVATE KEY-----\nMIIBOwIBAAJBAJ2YGCVMFd8cwKFEUHhR2XupVUEu+QUAnzNCvCnV1cfVpwXXiwE3\nP8V9SLaJ1Hgm44n/8BdA+yWnaWN0lws7yycCAwEAAQJANoEFyNB5uAJvtNa1pgdY\n2mYEMFkYktxWMxpfjXCBUW1NZG+KTCrjGjsvHwvVEkoI1UaD5z1XcZnw2tBlOhah\nYQIhAOAOwWwUEfqRJfKxTe74pZlDEnp2RZM4peAUrt40IojvAiEAtA+s2ScM1l7l\nOWXQNr+8QdBjbZE/Ab7dI/ciya+jMUkCID0zKpgH32VOskvZLE1i83CqhmiW16g/\n5+cOHzmoiepXAiEAsJPSsN2ftDY5WrFin94lcvE2IEPY4xBWcyevgNPyGKkCIQCj\nVvxR5F5Y3u65hNu3vajVsAb/64x3msJ0hWd+K1bYWw==\n-----END RSA PRIVATE KEY-----
          

    • SFTP: Batch File Delivery supports SFTP via SSH private key, username/password and keyboard-interactive username/password.
    • FTP / FTPS: Implicit FTP over TLS - please contact our support team to enable Implicit FTP over TLS

    Server credentials aren’t a requirement to Save the Batch File Delivery configuration, but of course, the step won’t be able to execute successfully until those details are added.

    Also, you may need to whitelist LeadConduit IP addresses to allow LeadConduit to transfer files to your server via FTP, SFTP, or FTPS.

12. Notifications
    In addition to the email with the batch file (if you choose that option), you can provide a list of email addresses to receive alerts for the following:

    • Delivery Success Alert: Successful Delivery
    • Error Alert: Errors and Failures

    You can also choose to receive notifications at scheduled intervals even when leads are not present. No delivery will be attempted if no leads are available for delivery.

    NOTE: Email deliveries are marked as a failure if any of the delivery addresses bounce. This includes both Permanent bounces (account issues) and Transient bounces (typically an Out of Office notification).

13. Save and Synchronize Configurations:
    Complete the wizard steps and click “Save”. Verify that both the flow’s Batch Delivery step and the Batch Files configuration are correct to prevent discrepancies during delivery.

14. Retroactively Resend Batch Files (Optional):
    If you need to resend a previously processed batch file with updated settings, go to Recipients → Batch Files, click the Processed Files tab, hover over the desired file, select “Resend Batch File,” and opt to resend using the updated configuration.

Expected result:
The recipient receives a batch file that contains the correctly formatted lead data with all selected fields updated according to your new configuration.

Validation & monitoring (optional)

• Test the setup:
  Submit a test lead through the batch delivery process, then verify that the generated file contains the correct fields and values as configured.

• Where to monitor:
  Check the Processed Files tab under Recipients → Batch Files and review network logs or recipient server logs to confirm that the file was delivered successfully.

Best practices

• Ensure the field names in your flow match exactly those configured in the Batch Files settings.
• Use descriptive, consistent file naming conventions to simplify file identification across multiple campaigns.
• Enable compression and encryption options (such as ZIP or PGP) when delivering large volumes of sensitive data.
• Document all configuration changes for clear tracking and future troubleshooting.
• Test batch deliveries with small sample files before moving to full-scale deployment.

Troubleshooting

Frequently Asked Questions (FAQ)

What is Batch File Delivery?

Batch File Delivery is a scheduled, bulk method to send lead data as a file, where the file’s format, field mapping, and delivery method are configured within both the LeadConduit flow and the Recipients → Batch Files section.

Why is Batch File Delivery important?

It enables the efficient transfer of large volumes of leads, allows for flexible file formatting, and provides the ability to correct or update lead data delivery even after the original batch has been processed.

How do I use Batch File Delivery?

By adding a Batch Delivery step to your flow, configuring the field mappings and file settings in either the flow or the Batch Files section, and then scheduling or manually triggering the delivery. You can also retroactively resend a batch file with updated configurations as needed.

Can I retroactively resend a batch file after making changes?

Yes, use the “Resend Batch File” option in the Processed Files tab within the Batch Files section to send out a previously generated file using the new configuration.

How can I edit or update a Batch File Delivery?

You can edit a Batch File by going to the Recipients → Batch Files section and clicking on Edit Batch File from the Actions column, or by going to the flow editor and clicking on Edit from the Batch Step actions menu.

How can I create and map custom columns on my Batch File Delivery?

Manually adding fields allows you to create custom columns in the batch file. You’d use custom columns to send additional data like appended data, internal fields, or hard-coded values to columns in your batch file, or if you want to send submitted fields to columns whose names differ from their LeadConduit parameter names.

However, when you add fields manually to the Batch Delivery, you must also add mappings for those fields manually to the Delivery Step in the Flow.

You can include custom columns in you Batch File by typing your custom column name and clicking on Add ‘your custom column name’ in the Column Settings step from your Batch File configuration.

Then, you should map them by going into the Field Mappings section from Batch File Delivery step in your flow, and mapping them using Batch Custom.

Glossary