The quickest way to start adding contacts to your Employee Email web app so you can build custom distribution lists is to upload them using a comma-separated values (CSV) file. You can create and edit this type of file in most spreadsheet applications.
This option is not available to Base Users by default. If enabled, a Feature Access setting allows you to add or remove individuals' ability to Upload CSV for all account types. Ask Staffbase Support or your Customer Success Manager for details.
You can also sync Workday users (if enabled) and/or sync Microsoft Entra ID (previously Azure AD) users as Email contacts. With syncing configured, users' information is updated automatically on a regular schedule.
For contacts uploaded via a CSV file, you will have to manually upload a new version of the file any time your contacts’ information changes. However, this process is simple to do.
Staffbase recommends setting up a regular check-in with your IT team where they export a spreadsheet from your organization's employee data system(s) and provide it for you to upload.
Note: This functionality is only available if you send emails directly from the Employee Email web app. This article is not relevant if you have installed an add-in or extension and you send tracked emails from your email client.
If you have the Staffbase App/Intranet integrated with Employee Email, the most efficient way to set up your contacts is by onboarding users to your App/Intranet, then syncing your App/Intranet users as Employee Email contacts.
Preparing a CSV File to Upload
- In the Employee Email web app, navigate to Contacts > Import and click the CSV tile.
- Click Download a sample CSV document and open the downloaded file.
The CSV file opens and its header row shows the main attributes that identify and group contacts in Employee Email including first and last names, email address, location, department, and job title.Attributes are the characteristics that differentiate one recipient from another, which enable you to segment your audience and target your communications to specific groups.
- Edit the file or create a new CSV file and include the sample values in the header row.
- Enter appropriate contact data in the columns below the header values.
- Optionally, add, edit, or remove any columns in your header row except for the one being used as the Unique Contact ID.
Note: The Unique Contact ID defaults to the contact person's email address.Additional columns can include more attributes that are tracked in your organization, such as employee numbers, hire dates, club membership, or anything else that helps to define different groups of contacts.
After your first import, you can change your organization's Unique Contact ID to a different attribute, for example, employee number.
- Save changes to the file.
- The total size of your CSV file must be under 150 MB.
- Staffbase recommends including no more than 500,000 rows per spreadsheet.
- Avoid including large numbers of blank rows in your spreadsheet.
These rows generate error notifications and slow down the import process.
Importing and Mapping Your Contact Data
- Under Choose a CSV file to import, drag and drop the modified CSV file from your computer.
The Map fields tab opens, and all the values from the header row of your CSV file are auto-populated under the Imported Field section.
Using the Staffbase Email Field dropdowns corresponding to each header row value from your CSV file, select or create fields to map your chosen attributes in Employee Email.
You have the option to skip any of your imported fields except the Unique Contact ID.
Tip: Some fields are mapped automatically but can be adjusted based on your preference.If no option in the dropdown matches your imported attribute(s), create a new Text, Number, or Date field.
- Click Next.
Completing and Confirming Your Import
Check the Static list name and Field mapping sections to confirm or adjust the details of the new static distribution list that will be created from your CSV file.
Note: Starting February 9, 2023, if the Static list name matches an existing distribution list that you own or have permission to edit, the list that you are uploading will replace the existing one.
If it matches an existing distribution list that is not shared with you, a unique name will be required before you can save your new list.
Click Next to complete the process.
A new page displays, showing a progress bar for your import.
Tip: You can navigate the Employee Email web app while you wait. This will not disrupt the import.
Navigate to Contacts > Directory to view your imported data.
The All Contacts page opens.
- Select the Distribution Lists tab to view the static distribution list created from your completed CSV import.
- Navigate to Sources > Uploads to check for and fix any potential errors with your import.