Overview
Uploading email lists is a common workflow—but small mistakes in IDs or emails can lead to:
Emails going to the wrong person
Duplicate records are being created
Sync errors with Raiser’s Edge
Incorrect data is being stored across systems
To prevent this, Almabase now validates your email list before it is uploaded, so you can review and fix issues upfront.
What this feature does
When you upload an email list:
The system automatically validates your file
It checks:
IDs (System Record ID / Profile ID)
Name and email matches
It shows you exactly what will happen to each record before upload
You can review, fix, or proceed with full visibility
This ensures that incorrect data is not silently added or updated
When should you use this
Use this feature whenever you are:
Uploading email lists via Excel
Creating communication groups
Importing contacts for email campaigns
How it works (Step-by-step)
Take a look at this document to see the step-by-step flow
What gets validated
1. Name + Email matching
The system checks if the record already exists:
If both match → No change
If name matches but email differs → Email is updated
If neither matches → New profile is created
2. ID validation (if provided)
Valid ID → Matches with existing record
Invalid/missing ID → Flagged for review
No silent updates happen with incorrect IDs
Important behaviors to know
You will always see what the system will do before upload
You can still proceed even if there are warnings (with full awareness)
No records are updated silently without visibility
Notifications
You’ll receive an email when:
Validation is complete (for large uploads)
Email list is created
FAQs
1. What happens if I upload incorrect IDs?
The system flags them and shows you what will happen. You can fix them or proceed knowingly.
2. Will records be created automatically if IDs are missing?
Yes—but only after you confirm the upload. Nothing happens silently.
3. Can I review changes before uploading?
Yes. The validation summary shows exactly what will happen.
4. What if my file format is incorrect?
The system will flag it during validation and prompt you to review the issue before proceeding.
5. Does this slow down uploads?
No. Validation runs as part of the existing upload process without adding extra wait time
Best Practices
Always review the validation summary before confirming upload
Ensure correct IDs are used to avoid duplicates
Use the downloadable summary file for large uploads