To build custom distribution lists in the Staffbase Email web app, you have the option to add contacts using any of the following methods:
- Uploading a comma-separated values (CSV) file
- Configuring automatic syncs with Azure Active Directory (Azure AD)
- Configuring automatic syncs with Workday
- Configuring automatic syncs from your Staffbase App/Intranet
After completing an upload or sync process, it is common to see an error message indicating that a certain number of your contacts "could not be registered in your last import".
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 Staffbase 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.
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.
- Navigate to Contacts > Sources to check for an error message.
- 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.
- Open the downloaded CSV file in a spreadsheet editing application.
- Check the first column, with the heading Import Errors, for an explanation of what caused the contact not to sync properly.
In the below example, the error message “column ‘email’ is not a valid email address” appears for multiple contacts.
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.
- 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.
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.
- 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 Azure AD, 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 next manual or automatic sync to Staffbase Email, your updated contacts will have another chance to sync correctly.