Overview
You can create a communication group by uploading a list of contacts using an Excel file.
Before your list is added, Almabase validates your file and shows a summary of changes, so you can review and fix issues before creating the group.
When to use this
Use this when you:
Have a list of contacts outside Almabase
Want to quickly create a group for sending emails
Step-by-step guide
Step 1: Go to Communication Groups
Navigate to Admin Panel
Go to Members → Communication Groups
Click Create New Group
Step 2: Upload your Excel file
Enter a Group Name
Select Upload an Excel Sheet
Download the sample format (recommended)
Prepare your file and click Select File
Click Proceed
Step 3: Review validation results
Once your file is uploaded, it will be validated first.
You’ll see a summary that shows:
Records that will be added
Records that will be updated
Records that need review
💡 You can download a detailed report to review all records.
Step 4: Confirm upload
After reviewing:
Click Confirm Upload to proceed
Or fix issues and re-upload your file
Once confirmed:
Your communication group will be created
It will appear on the Communication Groups page
File format requirements
Your file must include:
First Name
Last Name
Email ID
Profile ID (optional)
System Record ID (optional)
If these columns are missing or incorrect, the file will not be processed
How records are handled
During validation:
Existing users are identified and updated if needed
New users are created if no match is found
Potential duplicates are flagged for your review
You always get a chance to review these changes before confirming.
What happens after upload
The group is created with all valid records
You can immediately use it to send emails
Large uploads may take some time to process
FAQs
1. Will duplicate records be created?
Duplicates are not created automatically.
You’ll see potential duplicates during validation and can decide how to proceed.
2. What if some records already exist on Almabase?
They will be matched and updated if needed.
You’ll see exactly what changes will happen before confirming.
3. What if my file has errors?
You’ll be shown the issues during validation.
You can fix them and re-upload the file.
4. How long does it take to create the group?
It depends on the file size. Most uploads are processed within a short time.
5. Can I skip validation?
No. Validation is required to ensure your data is accurate before creating the group. You can click on "Confirm Upload" if you do not wish to review validation results.
6. The file I uploaded isn't processing. What should I do?
This happens for a couple of reasons.
The column names on the uploaded file are not according to the format. They must be "First Name," "Last Name," and "Email ID." Otherwise, the system will not process the file.
The email addresses are not in the correct format. The creates an error file of such addresses. You can correct it and reupload it.
Best practices
Always use the sample file format
Review the validation summary before confirming
Use correct emails and IDs to avoid duplicates
Conclusion
By following these steps, you can efficiently create and manage email groups, send targeted invitation emails, and handle duplicate group scenarios. This ensures effective communication and minimizes errors in group management.
Please write to us using the Chat Bubble 💬 if you have any queries or concerns about creating and managing communication groups. 😄