The Scenario
The sales team just finished a round of outreach. Four hundred contacts in Mailsoftly need to be tagged with their new segment label — "enterprise-prospect", "smb-prospect", or "churned" — based on how the call went. Someone put the contact IDs in column A and the segment tag in column B of an Excel workbook. Nobody wrote instructions for what to do next.
The workbook landed in your inbox this morning with a message that says "can you get these into Mailsoftly before EOD."
The bad version:
- Open Mailsoftly, go to the contacts view, search for the first contact ID, open the contact, add the tag manually, and save.
- Repeat for all 400 contacts.
- Somewhere around contact 60, realize you typed the wrong tag for a row and have to go back.
There is no version of this task that is interesting. The only question is how long it takes.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent inside your Excel workbook. Through its Mailsoftly integration, it can read the IDs and tags from your workbook and apply them to the corresponding contacts in one pass — no interface clicking, no manual searches.
Open the workbook and run this prompt:
For each row in this worksheet, assign the tag in column B to the Mailsoftly contact whose ID is in column A, then write 'TAGGED' or 'ERROR' into column C
What You Get
- All 400 rows processed in sequence, each contact updated with the tag from column B.
- Column C filled with TAGGED for successful assignments and ERROR for any contact ID that was not found or returned an API error.
- A scannable audit trail without touching the Mailsoftly UI once.
What If the Data Is Not Quite Ready
Some rows have contact emails instead of IDs in column A
The sales team exported from the CRM using email addresses, not Mailsoftly contact IDs.
For each row in this worksheet, look up the Mailsoftly contact using the email address in column A, then assign the tag from column B to that contact. Write the Mailsoftly contact ID into column C if found, and 'NOT FOUND' if no matching contact exists. Write tag result in column D.
Tags need to be applied without removing existing tags on the contact
You want to add the new segment tag on top of whatever tags each contact already has — not replace them.
For each row in this worksheet, add the tag in column B to the Mailsoftly contact in column A without removing any existing tags. Write 'TAGGED' or 'ERROR' in column C.
Some contacts need two tags based on two separate columns
The workbook has a segment column in B and a campaign source column in C. Both should be added as tags.
For each row in this worksheet, assign the tag from column B and the tag from column C to the Mailsoftly contact whose ID is in column A. Write 'TAGGED' if both succeeded, 'PARTIAL' if only one tag applied, and 'ERROR' if the contact was not found. Put results in column D.
Normalize tag values, deduplicate the contact list, and assign in one pass
The workbook has 450 rows but 50 are duplicates — same contact ID, different tags. Some tags have mixed casing. You want the deduplication and normalization done before anything hits Mailsoftly.
First, deduplicate rows in this worksheet by contact ID in column A, keeping all unique tag values. Normalize all tag values in column B to lowercase with hyphens replacing spaces. Then assign each tag to the corresponding Mailsoftly contact and write the result in column C. Report the number of duplicates removed in cell D1.
Fold the cleanup into the assignment prompt — one operation instead of three.
Try It
Get the 7-day free trial of SheetXAI and open any Excel workbook with Mailsoftly contact IDs and segment labels, then ask it to assign all the tags in a single prompt. See also: Update Mailsoftly custom fields in bulk and the Mailsoftly overview.