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Bulk import of email addresses

It is possible to import a number of email addresses into their associated records from a csv-file. This can be useful if a large number of records need to be migrated to Castor, if surveys are sent in bulk, or if you want to send survey invitations automatically to a large number of participants using the Automation Engine.

The email address is stored encrypted for each record and can only be accessed by a user with Email rights after providing their password. PLEASE NOTE: This method allows for a maximum of 600 email addresses to be imported at the same time.

Preparation to import

Before importing the email address data, please ensure that:

  • You have Import rights in the study. This is required to be able to import email addresses.
  • To update ('overwrite') existing email addresses that have been added before, it is necessary to have Email rights. Without the Email rights, an error message will appear that it is not possible to update an existing email address in a record.

There are two possible scenarios when importing email addresses:

  • New records need to be created with an email address  
  • An email address should be added to the existing records

Creating new records with an email address

  1. Prepare a csv file containing columns with record ID, institute abbreviation and email address:

  2. Click on the Import button in the Records tab
  3. Select the file you want to import
  4. Select the column of the record ID as it is in your file. In the example, the record ID is in column A
  5. Select the option to create records that do not exist
  6. Select the column of the institute abbreviation as it is in your file. In the example, the institute abbreviation is in column B
  7. Select the option to import email addresses
  8. Provide the correct password
  9. Indicate the column in the csv document where the email address is stored
  10. If the study already contains survey invitations, then you can decide if you want to update the email addresses in the existing survey invites with the ones you're importing.

Importing an email address to existing records

In case you would like to import email addresses for the already existing records, the csv file should only contain a record ID and an email address:

Repeat the steps 2-10, but unselect the option 'Create records that do not exist':

Choose files or drag and drop files
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  1. Castor Support Team

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