You must create an Address Book of people who will receive your campaign emails.
There are several ways you can create an Address Book:
Import from Barracuda Cloud Control – Connectors can be set up once and shared across all Barracuda Networks products. Supported infrastructures are:
- Google Directory,
- LDAP, and
- Entra ID (Microsoft 365).
You can also set up connectors for LDAP and Microsoft 365 from within Security Awareness Training (see below), but imported data cannot be shared with other Barracuda Networks products.
- Create a Dynamic Address Book, which the system automatically populates, as part of an Automated Campaign – See How to Create a Dynamic Address Book and Understanding Automated Campaigns.
Import from LDAP – See Importing from LDAP section below.
Upload a file manually (CSV or XLS) – See Importing from a Non-LDAP Data Source section below.
- Import from Microsoft 365 – See Importing from Microsoft 365 section below.
- Create the Address Book by hand, entering one address at a time – See How to Edit an Address Book.
Depending on your data source, the import process is different and is described in separate sections in this article. Processes that are common, like verifying the data import, are described in common sections in this article. Click a section below to expand its content.
Common Operations
Unless otherwise noted, the following sections describe operations that are common to both LDAP and non-LDAP sources.
Verifying the Import
After the data is imported, take a moment to verify that the data was imported correctly.
- When the page refreshes, locate the Email Addresses section.
The number displayed represents the number of email addresses in the Address Book. For a brand new Address Book, this is the number of email addresses you just imported. - Click Email Addresses. The Detail tab of the Email Address Manager displays.
- Review the contents of the Email Address field and other fields you mapped. If needed, click the Edit button
for a different view of the information. Ensure that the content of each field matches the title of the field. For example, ensure that the contents of the First Name and Last Name fields are not switched.
- Email addresses are automatically marked Active.
- If everything looks fine, no further action is required on this Address Book at this time.
If there is a problem, click Return to the Address Books and continue with Fixing Mistakes below.
Fixing Mistakes
You can address any importing issues without having to restart the process.
- Determine the cause of the problem and take the appropriate action.
- Imported file problem – If the data file from your original data source was blank or had other issues:
- Export the file again from the original data source.
- Under Upload an Import File, specify the new file to upload.
Improper field mapping – If your field mapping was off and the imported data did not accurately match the field names, map the fields again.
- Imported file problem – If the data file from your original data source was blank or had other issues:
- For the Import Action Request, select Delete unused email addresses, and then perform an Import when I hit the save button.
This action will delete the improperly imported addresses and import only the new data/data mapping that you just specified. - Click Save.
- Verify your data as described above.
Address Book Fields
This list of fields can help you with the mapping process.
Notes on fields:
- Use the predefined fields first, rather than using Custom fields. For example, use the Country field, rather than defining a Custom field to include Country data.
- It is best to be as consistent as possible so your filters will be applied consistently. For example, if you want to filter for Language Code in your campaign, you might want to specify the filter as English. But filtering for English will not match any entries using the ISO code of en.
Field Names and Descriptions
Fields imported from Microsoft 365 sources are noted with a ‡ symbol. For Microsoft 365 field names, refer to Microsoft 365 Connection Manager.
- Email Address ‡ – (Required) Properly formatted email address for this contact.
- First Name ‡ – First name associated with the contact email address.
- Last Name ‡ – Last name associated with the contact email address.
- Full Name ‡ Complete name associated with the contact email address, usually consisting of the first and last name, but can also include a middle name.
- Personal Title – Title associated with the contact email address, such as Dr., Mr., Ms., and so on.
- Name Suffix – Any descriptors that follow the full name, like Jr., III., Esq., and so on.
-
Hire Date – The date this user associated with this email joined your organization. Hire Date must be in one of the following formats:
YYYY-MM-DD
,MM/DD/YYYY
,DD-MM-YYYY
, orYYYYMMDDHHMMSSZ
. - Organization Area – Part of the organization, like department or division, corresponding to the email address entry.
- Organization Level ‡ – Title or management level corresponding to the email address entry.
- Organization Tenure – How long the person has been with the organization. Can be a numerical or alphabetical entry.
- Mobile Phone ‡ – Mobile phone number associated with this contact email address that can be used for text messaging. (The ability to create and run new SMS and/or voice campaigns is currently unavailable in the product.)
- Phone – Phone number associated with this contact email address to receive voice messaging. (The ability to create and run new SMS and/or voice campaigns is currently unavailable in the product.)
- Company – Name of the organization corresponding to the email address entry.
- Country – Geographic country corresponding to the email address entry.
- Region – Geographic region where the email address is located, like EMEA or Northeast. You can also choose to use ISO region codes.
- Site/Location ‡ – Descriptor for the location of the email address, like Manufacturing or Downtown Branch.
- Language Code ‡ – The language code corresponding to this contact email address. This is usually the ISO language code.
- Timezone – Time zone associated with this contact email address. The time zone is used to determine when to send campaign emails. (Go to System > Address Book Time Zone Mapper to set the time zone.)
- Street Address – Geographic street address corresponding to the email address entry.
- City – Geographic city corresponding to the email address entry.
- State – Geographic state corresponding to the email address entry.
- Zip Code – Zip or other postal code for the geographical address corresponding to the email address entry.
- Source – The source of the email address. This field can be an Open Source Intelligence source or perhaps data from human resources or a response from a certain marketing campaign.
- Customer Training URL – If you are using an external training system, the URL for the external customer training.
- Manager Email Address – Email address of this Address Book entry’s manager.
- Manager Name – Name of this Address Book entry’s manager or supervisor.
- Custom Fields – Additional information that does not correspond to one of the fields above. There are 40 available custom fields. Custom fields might have a generic name like Custom1 or might have a custom name like Cost Center. Refer to Custom Field Naming Utility and Custom Fields for more information.
Editing an Address Book / Creating Without Existing Data
To make small changes to imported data or to create an Address Book without importing data from an existing source, refer to the instructions in How to Edit an Address Book.
- Automatically create a Dynamic Address Book as part of an Automated Campaign – See How to Create a Dynamic Address Book and Understanding Automated Campaigns.
Additional Information on Microsoft 365 Importing
Importing Criteria
Security Awareness Training imports all enabled user accounts that meet the following criteria:
- Users must have a valid email address (not including @onmicrosoft.com email addresses)
- Users must have an email address that uses a domain that is authorized in Security Awareness Training. (See Domain Authorization.)
- The account is not an external or guest account.
- The account has an active, provisioned Exchange plan.
Omitting Users from Campaigns
Depending on how you have configured Microsoft 365, the imports above might include some items that you do not want to include in phishing campaigns (e.g., service accounts, conference rooms).
Before the users are imported, edit the configuration and add specific email addresses to the Email Block List.
For additional information, refer to Microsoft 365 Connection Manager.
Address Book Groups
If you run the same campaign for multiple address books, using Address Book Groups can simplify your process. You can create a single Address Book Group and assign multiple address books to that group. Then, when creating a campaign, you can specify one Address Book Group, rather than specifying hundreds of individual address books.
Create an Address Book Group during the Address Book creation process, described above.