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Barracuda PhishLine

How to Create an Address Book

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You must create an address book of people who will receive your campaign emails.

In most cases, you will import data from an existing data source, like Active Directory.

Before You Begin

If you are importing data from an existing data source, prepare the data to be imported.

  1. In your existing address data source, like Active Directory (LDAP), export the data as a CSV or XLS file.
  2. Save the file with a name and location you will remember for importing into Barracuda PhishLine. Continue below.

Importing Data

To create an address book, importing data from a file:

  1. Navigate to Campaigns > Address Books, then click New.
  2. Enter a Name and optional Description for the Address Book.
  3. Under Upload an Import File, click Choose File. Locate the CSV or XLS file you want to import.
  4. Click Save. The page refreshes.

  5. In the General Settings section, ensure that the Active check box is selected.

  6. Scroll to the Import Processing section, until you reach the list of address fields.
  7. Map the columns (fields) in the Barracuda PhishLine address book to the corresponding columns in your data file. For example, map the Email Address field to the column in your import file that contains the Email Address data.

    Mapping the email address field is required. You will likely also want to map at least First Name, Last Name, Full Name, and Phone Number.

    You can choose to specify up to 40 of your columns as Custom fields.
    A list of field names and their descriptions is at the end of this article.

  8. Scroll up to Import Action Request and select Perform an import when I hit the Save Button.
  9. Click Save.

Verifying the Import

After the data is imported, take a moment to verify that the data was imported correctly.

  1. When the page refreshes, locate the Email Addresses section.
    verifyimport.png
    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.
  2. Click Email Addresses. The Detail tab of the Email Address Manager displays.
  3. Review the contents of the Email Address field and other fields you mapped. If needed, click the Edit button editButton.png 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.
  4. 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.

  1. 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:
      1. Export the file again from the original data source.
      2. 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.

  2. 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 the only the new data/data mapping that you just specified.
  3. Click Save.
  4. Verify your data as described above.

If you are reimporting data, for the Import Action Request, be sure to select Delete unused email addresses, and then perform an Import when I hit the save button. This removes the incorrect data and imports the correct data into the Address Book. You will have one accurate copy of each record.

If you select Perform an import when I hit the Save Button, as you did in the original import, the incorrectly imported data will remain in the Address Book and the new, corrected data will also be added to the address book, resulting in two versions of each record, one correct and one incorrect. If you accidentally choose this option when fixing mistakes, repeat the process using the Delete unused email addresses, and then perform an Import when I hit the save button.

Address Book Fields

This list of fields can help you with the mapping process.

Notes on fields:

  1. Use the pre-defined fields first, rather than using Custom fields. For example, use the Country field, rather than defining a Custom field to include Country data.
  2. 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

  • 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.
  • 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 numerical or alphabetical entry.
  • Mobile Phone – Mobile phone number associated with this contact email address that can be used for text messaging.
  • Phone – Phone number associated with this contact email address that can be used to receive voice messaging.
  • 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.
  • 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 a 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.

  1. 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.

 


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