Magento 2 Backend Exploration: All Customers

We’ve already described the main sections of Admin->Sales (Orders, Invoices, Credit Memos, etc.) as well as the Products and Categories screens from the Catalog section. Now, we continue exploring the Magento 2 backend and want to draw your attention to All Customers – a screen available under the Customers section. You will find a detailed description of the corresponding greed as well as a guide on how to add new customers and import/export them. This tutorial is suitable for both Magento 2 Commerce and Open Source.

Magento 2 All Customers Screen

You can find the All Customers screen under Catalog-> Customers.

Control elements

The All Customers screen offers numerous standard control elements that are usually available in the Magento 2 admin. 

You have a search field on the top left above the grid and a dropdown with actions below. You can apply the following commands to multiple customers in bulk:

• Delete;
• Subscribe to newsletter;
• Unsubscribe from newsletter;
• Assign customer group;
• Edit.

You can use the search field to find customers using different parameters. Just type a query and hit the Enter button.

To apply mass actions to customers in Magento 2, select items from the grid. Tick them in the first column manually. You can also choose Select All, Deselect All, Select All on This Page, or Deselect All on This Page from the dropdown in the first column. Next, select an action you want to apply from the Actions dropdown:

The top right area above the All Customers grid lets you apply filters, switch between grid views, show/hide columns, select the number of customers per page, and switch between grid pages. 

Below, you can see the section with filters. It lets you narrow down the selection of customers in the grid by specifying such parameters as:

• ID;
• Customer Since;
• Date of Birth;
• Name;
• Email;
• Group;
• Phone;
• ZIP;
• Country;
• State/Province;
• Web Site;
• Tax VAT Number;
• Gender.

At the same time, the Magento 2 admin lets you customize the appearance of the All Customers grid by showing/hiding 26 different columns. Feel free to select ones that suit your business needs!

After changing the appearance of the All Customers grid, you can save it as a new view:

The default All Customers grid view

By default, the All Customers grid includes the following 18 columns: 

• Checkbox – to select multiple customers for mass actions;
• ID – an internal ID number of a customer;
• Name;
• Email;
• Group;
• Phone;
• Zip;
• Country;
• State/Province;
• Customer Since;
• Web Site;
• Confirmed Email;
• Account Created in – a corresponding store view;
• Shipping Address;
• Date of Birth;
• Tax VAT Number;
• Gender;
• Action – to edit each customer individually. 

How to Edit Customer in Magento 2

There are two ways to edit a customer in Magento 2. You can either do that in the All Customers grid or apply changes on a corresponding page that contains all data about a registered client. 

In the case of the first approach, simply click on customer information in the grid to activate all fields with editable data. It looks as follows:

Now, let’s find out how to edit a customer in Magento 2 on a separate page. You have to use the Edit link from the Actions column. Hit it to proceed to a different screen that consists of the following tabs: 

• Customer View;
• Account Information; 
• Addresses;
• Orders;
• Newsletter; 
• Product Reviews; 
• Billing Agreements; 
• Wish List.

Customer View 

Under this tab, you can find such personal information as the last login date, account lock, confirmed email address, account creation time and store view, customer group, and default billing address.

Account Information 

Here, Magento 2 lets you associate a customer to a specific website. You can also choose their group as well as disable automatic group change based on VAT ID. B4esides, it is possible to specify the following parameters:

• Name Prefix;
• First Name; 
• Middle Name/Initial; 
• Last Name; 
• Name Suffix; 
• Email; 
• Date of Birth; 
• Tax/VAT Number; 
• Gender.

You can also choose a store view to send a welcome email from. 

Addresses 

This tab displays shipping and billing addresses. You can edit them or add new ones.

Orders 

You can view all orders associated with the customer under this tab.

Newsletter 

Here, you can subscribe a customer to your newsletter choosing it in a corresponding grid. 

Product Reviews 

To view all product reviews by a customer, proceed to this tab.

Billing Agreements 

Below, you can see a section with billing agreements:

Wish List 

All customer’s wish lists are gathered here: 

How to Add Customer in Magento 2

To add a new customer in Magento 2, hit the appropriate button above the All Customers grid.

You only have to specify data on the Account Information tab that we’ve just described above. Next, hit Save Customer. 

How to Import Customers to Magento 2

To import customers to Magento 2 quickly and automatically, we recommend you to use the Improved Import & Export Magento 2 extension. This module simplifies the default customer import dramatically as well as enables transferring all the related data from any external platform. 

Let’s imagine that you have to migrate from your old Magento 1 website to a brand new Magento 2 store. Create an export file with customers on your old site. Next, transfer it to a server or a dropbox account. Then, follow these steps:

Go to System->Improved Import/Export->Import Jobs and hit the “Add New Job” button.

Go to the job’s General Settings to enable it, specify its title, choose the manual run frequency (we are transferring data from your old store, so it is a one-time procedure), select a language (locale), and enable/disable the following features depending on your business needs:

• Generate Unique Url if Duplicate;
• Re-Index after Import; 
• Send email from new tracks.

Proceed to the Import Settings section. Here, you can enable/disable API, choose Customers & Addresses in the Entity dropdown, and select a platform (Magento 1). You can also remove up-sell and cross-sell products.

In Import Behavior, select Add/Update from the dropdown, choose a validation strategy, specify the maximum possible number of errors, and set separators.

In Import Source, select CSV as your import file type (or choose another standard if your data file is not CSV). Next, specify your import source. You can import a data file with customers to Magento 2 from a server, Dropbox account, URL, or upload it directly. In the case of Dropbox, specify a file path, access token, and remote images directory. Enable/disable the following features depending on your business needs:

• Use Image Import Source;
• Do you want to remove current mappings?

To start importing customers to Magento 2, hit “Save & Run” in the top right corner of the screen. For further information about how to do that, follow the link below and contact our support:

Get Improved Import & Export Magento 2 Extension

How to Export Customers from Magento 2

To export customers from Magento 2, we recommend using the Improved Import & Export Magento 2 extension as well. This module not only automates the default customer export but also lets you transfer all the related data to any external system without modifying anything manually. Let’s see how to provide an external platform with customers. Follow these steps to achieve your goal:

Go to System->Improved Import/Export->Export Jobs and hit the “Add New Job” button.

The General Settings section lets you enable the job, type its title, and select a frequency (every day at 3:00 am). Choose a local file language and divide additional attributes if necessary. 

In Export Settings, select Customers Main File from the Entity dropdown and enable Consecutive Export.

In Export Behavior, select a format of your customers export file (your CRM system should support this format) and specify separators.

In Export Source, specify a place to transfer customers to. You can select FTP, SFTP, or a data file as a destination. Check the connection before going any further.

Next, map attributes and add filters.

To start the export process, hit “Save & Run” in the top right corner of the screen. For further information on how to export customers from Magento 2, follow the link below and contact our support:

Get Improved Import & Export Magento 2 Extension

Improved Import & Export Features

Below, we shed light on the features of the Improved Import & Export extension that simplify the import and export processes in Magento 2. The following section describes the transfers of customers and other entities. 

The module provides several ways to move customers and the related data to and from your e-commerce website, including a direct connection between the two systems. As a store administrator, you can manage all integrations right in the backend interface, automating all import and export processes. Let’s start the exploration describing this opportunity.

Automated Import & Export Processes

With the Improved Import & Export Magento 2 extension, you can automate data transfers in two different ways: via schedules and event-based triggers. We describe both mechanisms below. Let’s take a look at how schedules work.

Schedules

The Improved Import & Export Magento 2 extension lets you use the default cron syntax to create import/export schedules moving Magento 2 entities to/from a remote platform. The module provides the ability to specify any custom intervals so that you can create a schedule suitable for your specific business needs. At the same time, you can select one of the predefined intervals, which are also fully customizable, create import and export profiles that have no schedules, or launch every profile manually.

Events

Event-based triggers represent the second way of automating data transfers in Magento 2. And it is more suitable for customers. The Improved Import & Export extension enables real-time updates. Create and configure a trigger specifying conditions to synchronize two systems right after a specific action takes place.

With event-based triggers, you can select an event that launches the customer data import or export. The plugin considers the specified event a trigger and starts the transfer. Thus, the data is provided to a remote platform in real-time. For instance, you can configure the plugin to provide an external system with a customer data update right after the new changes to the existing account are applied. 

The same approach can be applied to import processes as well. For further information, check this article: How to Run Magento 2 Import or Export After Specific System Event or Process.

Advanced Mapping Features

Another essential aspect of the Improved Import & Export Magento 2 extension is the ability to solve problems caused by different attribute standards. Our module provides several mapping features that simplify both import and export procedures radically.

The best thing is that it eliminates the necessity to edit attributes and their values manually in a data file. Besides, our extension offers handy tools for matching attribute values and even categories as well as generating missing elements of a data file right during the import. Once configured, a mapping scheme is saved and utilized for further updates so that you can automate customers import/export entirely. Let’s find out how everything works.

Mapping Presets

The Improved Import & Export Magento 2 extension provides a very straightforward way of matching external attributes to ones used internally. It offers mapping presets, which are predefined mapping schemes. They offer the ability to implement attribute matching in a few clicks. While configuring a new job, choose a suitable preset and let the Improved Import & Export Magento 2 extension do all the work for you.

Let our module analyze the input data and match all third-party designations to the internal ones instead of manual discovering what third-party attributes to replace in your file with customers. Any manual interactions with data files are eliminated. Here is how everything happens in the admin:

Matching Interface

We work hard to provide all possible presets, but it is evident that the plugin still lacks some of them. If there is no preset suitable for your integration or you want to make an import/export file suitable for third-party requirements manually, utilize the matching interface of the Improved Import & Export Magento 2 extension. It lets you map attributes in the Magento 2 backend. The procedure is fast and intuitive: select an entity, choose a system attribute, and specify the corresponding external one in front of it as shown below:

The “Default Value” column lets you specify hardcoded (default) attribute values to all items that use the appropriate attribute.

Filters

Now, we’d like to describe another feature that simplifies the default Magento 2 export and its consequences. Meet filters – a robust addition to every export profile that narrows down the selection of items in a data file. Follow these steps to master the tool:

• Click the ‘Add Filter’ button;
• Select an entity;
• Select a system attribute that will be used as a basis of a new filter;
• Specify parameters applied for filtering;
• Repeat the previous steps to create more filters.

Note that parameters applied for filtering vary, depending on the chosen attribute. However, you can eliminate unnecessary items providing an external system with required data only. Everything is intuitive and straightforward:

Attribute Values Mapping

Another essential gamechanger introduced in the Improved Import & Export Magento 2 extension is the ability to match attribute values. The feature simplifies your import/export routine dramatically because incorrect designations usually prevent import processes or may not be accepted by third-party systems. Therefore, it is essential to replace all unsupported data. 

Although the default Magento tools don’t let you do that (prepare for tons of manual work), our plugin offers an interface similar to the one we’ve just described above. You can easily choose a third-party value and specify a corresponding internal one in front of it while importing customers to Magento 2. Repeat the process until no external designations are left. For further information, read this article: Attribute Values Mapping.

Attribute Values Editing

You can also edit attribute values in bulk using the Improved Import & Export Magento 2 module. Utilize the following rules:

• Add a prefix to multiple attribute values;
• Add a suffix to numerous attribute values;
• Split various attribute values;
• Merge numerous attribute values.

The module lets you combine them, applying to multiple values simultaneously. You can also create various conditions to increase the efficiency of editing. For further information, check this article: How to Modify Attribute Values During Import and Export in Magento 2.

Category Mapping

Category mapping is another feature of the Improved Import & Export extension that simplifies the way you work with data import processes. However, it doesn’t affect customers. The feature lets you import products without editing third-party categories manually or applying changes after the update is transferred.

Our module lets you match external product categories to ones used internally in a fast and intuitive manner. You apply all the changes in a single place of your admin. The process looks as follows:

Note that you can create new categories on the fly. The Improved Import & Export Magento 2 module lets you select a parent category and specify a new one related to it. Both features are described here: Category Mapping.

Attributes On The Fly

Last but not least, Improved Import & Export offers the ability to create attributes on the fly. This feature dramatically simplifies import processes if an update file doesn’t include all the necessary data. With the Improved Import & Export, you can use the following general form to specify all parameters necessary to get all missing attributes automatically:

Attribute|attribute_property_name:attribute_property_value|…

The procedure is described in more detail here: Product attributes import.

Extended Connectivity Options

Now, let’s say a few more words about the extended connectivity options of the Improved Import & Export Magento 2 module. The extension allows for enhancing the default opportunities related to data transfers. It not only supports remote servers but also offers a bunch of other connectivity options unavailable in Magento 2.

Multiple File Standards

CSV files are the only standard supported by Magento, and you are no longer limited to it. The Improved Import & Export Magento 2 extension provides the ability to use XML, JSON, ODS, and Excel files instead. Thus, the necessity to convert data files into CSV and vice versa is eliminated!

Multiple File Sources

And the vital improvement that enables all kinds of import/export is support for multiple sources. The Improved Import & Export Magento 2 extension lets you leverage several different connection options:

• FTP/SFTP. Transfer data files using a local or remote server.
• Dropbox. Use a Dropbox account to establish a connection between the two systems. Alternatively, you can rely on Box, OneDrive, Google Drive, iCloud, and Amazon Drive.
• URL. A direct URL can be used to import a data file as well.

If your file with customers is compressed, there is no need to extract it before the import. The Improved Import & Export Magento 2 extension will do everything for you!

Alternative Ways of Import & Export

As we’ve already mentioned, the alternative ways of import and export are not represented in Magento 2 by default. It means that you can establish direct API connections with the Improved Import & Export extension only. The module provides the ability to leverage REST for the Magento 2 synchronization with external systems. However, it also relies on other APIs if necessary, working with SOAP and GraphQL. Note that all API connections support other extension’s features.

As for the supported intermediary services, they include Google Sheets, Office 365 Excel, and Zoho Sheet. Use them to transfer customers to Magento 2. The following image shows how to import data to Magento 2 from Google Sheets:

And of course, the Improved Import & Export extension opens completely new possibilities with support for WSDL and WADL.

The video below displays other details of our extension:

Final Words

Now, you know how to manage customers in Magento 2. You must admit that creating and editing them is a very straightforward procedure. As for the corresponding data transfers, they become dramatically simplified if you use Improved Import & Export for transfers. For further possibilities of our extension, follow the link below and contact our support:

Get Improved Import & Export Magento 2 Extension