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Fixing Contact Import Errors in Employee Email

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Olga Klenner
 
Manager

To build custom distribution lists in the Employee Email web app, you have the option to add contacts using any of the following methods:

After completing an upload or sync process, you may see an error message indicating that a certain number of your contacts "could not be registered in your last import".

Import_Error_Msg_unmarked.png

This message does not indicate that your upload or sync process was completely unsuccessful.
It means that the specific contacts not registered in the import have one or more required attributes that are missing, formatted incorrectly, or using the wrong data type for their corresponding mapped fields in the Employee Email.

Attributes are the characteristics that differentiate one recipient from another, which enable you to segment your audience and target your communications to specific groups.

Ensure all of your contacts are uploaded or synced successfully by analyzing the error log and updating your contact data appropriately.

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.

Downloading and Analyzing Your Log File

Get a list of contacts that were not synced or uploaded successfully and find out which of their attributes caused the error.

  1. Navigate to Contacts > Sources to check for an error message.
    Import_Error_Nav.png
  2. On the error message, click Download a CSV document to get an error log showing which contacts from your directory were not uploaded or synced.
    If you uploaded your contacts manually via CSV, preview and download errors for a single CSV file by selecting the Uploads tab and clicking on a single record.
    CSV_Uploads_With_Tabs_and_Error.png
    CSV_Pop-out_Errored_Contacts_cleanup.png
  3. Open the downloaded CSV file in a spreadsheet editing application.
  4. Check the first column, with the heading Import Errors, to check what caused the contact to not sync correctly.
    In the below example, the error message “column ‘email’ is not a valid email address” appears for multiple contacts.
    Error_Log_Email.png

    Accepted characters for different data types:
    • None of the following fields can have +, -, =, or @ symbols at the beginning of any value.
    • The email field only accepts letters, numbers, dots, dashes, underscores, and + symbols with no spaces.
      It requires a single @ symbol.
    • Text fields accept letters, numbers, spaces, punctuation, and most symbols.
    • Number fields accept only numbers and dots.
    • Date fields must be in a valid date format, ideally YYYY-MM-DD.
  5. In the CSV file, look up the name of the column(s) mentioned under Import Errors to see what issue with the column value(s) caused the error.
    In the below example, the first contact has an incorrect email format in the email column, the second has an incorrect type of data for this field, and others have a blank field.
    Error_Log_Email_Entries.png

Fixing Your Contact Data

If you imported your errored contacts manually via a CSV file, correct the entries in that original file and upload the new version.

Note: If the file 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.

Either replace the original list that was uploaded or delete it after confirming the new upload is successful.

If you synced your errored contacts automatically from Microsoft Entra ID, Workday, or your Staffbase App/Intranet, work with your IT team to validate and correct the data for any contacts that were not previously synced.

  • On the subsequent manual or automatic sync to Employee Email, your updated contacts will have another chance to sync correctly.

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