Employee Email personalization allows for adding custom attributes to emails, providing a more tailored experience for recipients.
To use custom personalization fields, you upload a manually created CSV with the required fields and recipients. These fields can be used in the email body and apply only to synced contacts, matching recipients via their email addresses in the CSV. Existing distribution lists are not supported.
The default fields for first and last names in the email contact directory may conflict with the CSV naming conventions; To ensure smooth integration, rename the default fields for first and last names in your CSV to avoid conflicts with the email contact directory. For example, you can use "FirstName2", "LastName2" or abbreviations like "FName" or "LName.").
For testing, use a test CSV or preview functionality since custom tags do not appear with the Send Test feature. Ensure each custom attribute name in the CSV is unique.
Collaborators can work on personalized email drafts. However, only the draft owners can see the actual tag values; collaborators only see the tags.
Prerequisites
- You have access to Staffbase Email Designer.
- You have the required custom data.
- You understand CSV formatting.
Preparation: Syncing Contacts
- Ensure your email contacts are synced.
- If necessary, upload new contacts via a CSV file or an existing distribution list. See Syncing Microsoft Entra ID Users as Employee Email Contacts or Uploading Contacts Into Employee Email Using a CSV File.
Preparing Your CSV File
If you are uploading a CSV with custom fields for the first time, download the sample CSV for guidance on formatting.
- Navigate to Email > Drafts.
- Select a draft or click New Email Draft.
- Click the Personalize icon.
- Click Download Sample CSV.
You can now open the CSV to check the format. See What the CSV Looks Like. - Copy the sample CSV and populate it with your own custom data. Add the email addresses, custom attributes, and corresponding custom data for each recipient.
- Save the CSV.
What the CSV Looks Like
- Column A has the header unique_id, which is the recipient's email address.
- Subsequent columns contain the custom data you want to add.
- Row 1 contains the header for each custom attribute, separated by (_) between words.
The headers are used to create the single-use tags in the Email Designer. Ensure each custom attribute has a unique and meaningful header.
For example:
CSV attribute | Email Tag |
flight_number | {{flightNumber}} |
hotel_name | {{hotelName}} |
salary_increase | {{salaryIncrease}} |
What an Imported CSV Looks Like
CSV field | Custom attribute from CSV file |
Data | The custom data this attribute contains for each recipient |
Tag name |
Name of the email tag derived from CSV field |
Fallback | Optional fallback text when custom data is missing for an attribute |
Uploading Custom CSV
Custom Single-Use tags uploaded in a CSV file will work only one time for the email where the upload was done. For every new email, the CSV file has to be uploaded again, even if the email was duplicated from an email previously personalized with custom tags.
- Navigate to Email > Drafts.
- Select a draft or click New Email Draft.
- Click the Personalize icon.
- From the drop-down, under Single-Use Tags, select Import list and tags.
You are prompted to add your CSV file. - Drag the CSV onto the window or select it from the files on your computer.
The CSV is uploaded and displays information about recipients and custom attributes.
- Review the number of recipients not in your Contacts directory.
You can only send to recipients in your Contacts directory. - Review the list of tags you are going to upload.
- Optionally, click into a Fallback field of any tag and enter text to replace missing data.
- Click Update.
The custom tags are imported into the Email Designer and displayed under the Personalize drop-down, under Single-Use Tags.
Adding Custom Tags in the Email Draft
- Navigate to Email > Draft.
- Select your email draft.
- Click on a text element where you want to add the personalized content.
- Click the Personalize icon and select the relevant single-use tag from the dropdown.
- Click on the tag to see or update the tag fallbacks.
Your email draft is personalized and ready for preview.
Previewing the Email
- In the Email Designer, select your draft and then Preview Info.
- Under Personalization, select Default tags to preview which tags are used in the email.
- Select Fallback text to see the data that you have set to display in case a field is blank for some recipients.
- Select Recipient data to preview the first 5 recipients in the email list.
Reviewing and Sending the Email
- In the Email Designer, select your draft.
- To review the custom data, click Manage List, Tags, and Fallback.
- If necessary, upload another version of the CSV or edit the tag fallbacks.
- Select Review Email.
The CSV file used as a distribution list, all embedded tags, their fallback texts, and the number of recipients with missing data (blank fields) are displayed.
- To check which recipients are missing data, click View Details.
- Click Send Now or Save Schedule to send the email now or later.
You have sent a personalized email to your recipients. As with any other email, you can track the results.
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