Dropbox

What is Dropbox?

• Bulk contact creation - Upload CSV/Excel files to create multiple contacts
• Automatic validation - Validates phone numbers and email addresses
• Header mapping - Maps your CSV columns to system fields
• Campaign distribution - Send campaigns to uploaded contacts
• Channel selection - Choose SMS or Email delivery
• Validation reporting - See detailed validation statistics

Getting Started

Accessing Dropbox

1. Navigate to the Dropbox section
2. Main interface opens with step-by-step workflow
3. Follow the steps to upload and send

Understanding the Interface

• Title: "Dropbox" with description
• Clear Button: Reset all data
• Cancel Button: Exit without saving

• Region Codes, Header Mappings, Field Mappings
• View your configuration

• Campaign dropdown
• Channel selection (SMS/Email)

• File upload button
• File requirements display
• Validation feedback

• Validation Summary
• Uploaded Contacts list
• Send Campaign button

Step-by-Step Workflow

Step 1: Select a Campaign

1. Click the campaign dropdown
2. Select the campaign to send
3. Campaign name appears as a chip
4. Channel selection appears

• SMS: Send via text message
• Email: Send via email

• Choose before uploading file
• Affects required columns
• Can be changed before upload

Step 2: Upload File

• CSV files (.csv)
• Excel files (.xlsx, .xls)

• Phone column required
• Must contain valid mobile numbers
• Other columns optional

• Email column required
• Must contain valid email addresses
• Other columns optional

• First Name (first)
• Surname (surname)
• Opt-out (optout)

1. Click "Select CSV or Excel File"
2. Browse and select your file
3. File name appears as a chip
4. File processes automatically
5. Validation runs immediately

• File is read and parsed
• Headers are mapped automatically
• Contacts are validated
• Results displayed in summary

Understanding Settings

Region Codes Tab

• ISO 3166-1 alpha-2 country codes
• Examples: IE (Ireland), US (United States), GB (United Kingdom)
• Used for phone number validation and formatting

• Only phone numbers matching your region codes are accepted
• Numbers are formatted according to country standards
• Invalid numbers are rejected

1. Expand Settings section
2. Click "Region Codes" tab
3. See configured codes as chips
4. Edit in your profile if needed

• IE: Ireland
• US: United States
• GB: United Kingdom
• AU: Australia
• CA: Canada

Header Mappings Tab

• Maps your CSV/Excel column names to system fields
• Example: "mobileNum" → "phone", "firstName" → "first"

• System automatically maps columns during upload
• Uses mappings from your profile
• Shows mapping table in this tab

1. Expand Settings section
2. Click "Header Mappings" tab
3. See table of CSV column → TrustMinder field mappings
4. Edit in your profile if needed

• "mobileNum" → "phone"
• "firstName" → "first"
• "lastName" → "surname"
• "emailAddress" → "email"

Field Mappings Tab

• Advanced field mapping configuration
• Detailed validation rules
• Custom field mappings

Understanding File Processing

Automatic Header Mapping

• System reads your CSV/Excel headers
• Compares to configured mappings
• Maps columns automatically
• Shows notification of mappings applied

• Exact match: "phone" → "phone"
• Configured mapping: "mobileNum" → "phone"
• Partial match: "mobile_number" → "phone"
• Case-insensitive matching

• Success notification shows mappings
• Example: "CSV headers automatically mapped: 'mobileNum' → 'phone', 'firstName' → 'first'"

Contact Validation

• Validates against your region codes
• Formats to international format
• Rejects invalid numbers
• Tracks validation statistics

• Validates email format
• Rejects invalid addresses
• Tracks validation statistics

• Must have phone (for SMS) OR email (for Email)
• Other fields optional
• Invalid contacts are discarded

Understanding Validation Summary

Overall Statistics

• Number of rows processed from file
• Includes valid and invalid contacts

• Contacts successfully created
• Have required field (phone or email)
• Will receive campaign

• Contacts missing required field
• Completely invalid data
• Will not receive campaign

Phone Number Statistics

• Total phones: All phone numbers found
• Valid phones: Successfully validated
• Invalid phones: Failed validation

• List of specific validation failures
• Shows row number and reason
• Example: "Row 5: Invalid phone number: 12345"

• Wrong format for region code
• Missing country code
• Invalid characters
• Too short/long

Email Statistics

• Total emails: All email addresses found
• Valid emails: Successfully validated
• Invalid emails: Failed validation

• List of specific validation failures
• Shows row number and reason
• Example: "Row 8: Invalid email address: notanemail"

• Missing @ symbol
• Invalid domain
• Malformed format
• Missing top-level domain

Contact Validation Details

• Missing required field (phone for SMS, email for Email)
• Discarded completely
• Will not be created

• Has required field but some invalid data
• Contact is saved with valid data
• Invalid fields are discarded
• Example: Valid phone but invalid email (for SMS campaign)

Viewing Uploaded Contacts

Contacts List

• Table showing first 10 contacts
• Columns: Phone, Email, First Name, Surname
• Group assignment shown
• Expandable section

• All contacts assigned to auto-generated group
• Group name format: dropbox_[campaignID]_[date]_[time]
• Example: "dropbox_abc123_2024-12-13_143022"

• First 10 contacts shown in table
• Message shows total count if more than 10
• Full list available after upload

Sending the Campaign

Send Campaign Button

• After contacts are successfully uploaded
• Shows number of contacts
• Shows selected channel

• Example: "Send Campaign via SMS to 25 Contacts"
• Updates based on channel and count

Send Confirmation Dialog

• Campaign name
• Channel (SMS or Email)
• Total contact count
• Group breakdown table

• Review before sending
• Shows exact recipients
• Group name and count

• Cancel: Close dialog without sending
• Send Now: Proceed with sending

Sending Process

1. Campaign is sent to all uploaded contacts
2. Uses selected channel (SMS or Email)
3. Sends to assigned group
4. Success notification appears
5. Form resets automatically

• Success notification with details
• Form clears for next upload
• Campaign sent to all valid contacts
• Contacts remain in system

File Format Guidelines

CSV File Format

• Include header row
• Use commas as separators
• Quote fields with commas
• UTF-8 encoding recommended

• phone, mobile, mobileNum, telephone
• email, emailAddress, e-mail
• first, firstName, christianName
• surname, lastName, lastname, secondName

Excel File Format

• First row: Headers
• Subsequent rows: Data
• One contact per row
• Standard Excel formatting

• Use first sheet (others ignored)
• Include header row
• No merged cells in data area
• Standard data types (text, numbers)

• .xlsx (Excel 2007+)
• .xls (Excel 97-2003)

Best Practices

Preparing Your File

1. Clean your data: Remove duplicates, fix formatting
2. Check required columns: Ensure phone (SMS) or email (Email) exists
3. Verify formats: Phone numbers and emails properly formatted
4. Test with small file: Try with 5-10 contacts first
5. Review mappings: Check header mappings in settings

• Use consistent formats
• Remove special characters from phone numbers
• Verify email addresses are valid
• Check for typos and errors

Phone Number Formatting

• International: +353851234567
• With spaces: +353 85 123 4567
• With dashes: +353-85-123-4567

• Can start with 0: 0851234567
• System converts to +353 format
• Must match region code (IE)

• Incomplete numbers
• Wrong country codes
• Non-numeric characters (except +)

Email Formatting

• Standard: user@example.com
• With name: user.name@example.com
• Subdomain: user@mail.example.com

• Missing @ symbol
• Invalid domains
• Spaces or special characters
• Missing top-level domain

Header Mapping Strategy

• "phone" for phone numbers
• "email" for email addresses
• "first" for first names
• "surname" for surnames

• Set up custom mappings in profile
• Use your existing column names
• System will map automatically

Troubleshooting

• Check file format (.csv, .xlsx, .xls)
• Verify file isn't corrupted
• Try smaller file size
• Check browser supports file upload
• Refresh and try again

• Verify required column exists (phone for SMS, email for Email)
• Check column names match mappings
• Review validation summary for errors
• Ensure data rows exist (not just headers)
• Check file encoding (UTF-8 recommended)

• Verify region codes are configured
• Check phone format matches region
• Ensure country code is included
• Review invalid reasons in validation summary
• Update region codes in profile if needed

• Check email format (user@domain.com)
• Verify no typos in addresses
• Review invalid reasons in validation summary
• Clean email data before upload

• Check header mappings in settings
• Verify column names match exactly (case-insensitive)
• Configure mappings in profile if needed
• Use standard column names as fallback

• Verify contacts were uploaded successfully
• Check campaign is selected
• Ensure channel matches file data
• Review error messages
• Check campaign is active

• Wait for file processing to complete
• Check for error notifications
• Expand validation summary section
• Refresh page if needed

Quick Reference

Workflow Steps

1. Select Campaign: Choose campaign from dropdown
2. Select Channel: Choose SMS or Email
3. Upload File: Select CSV or Excel file
4. Review Validation: Check validation summary
5. Review Contacts: View uploaded contacts
6. Send Campaign: Click send button and confirm

Required Columns

• SMS: phone (required)
• Email: email (required)
• Both: first, surname (optional)

File Formats

• CSV (.csv)
• Excel (.xlsx, .xls)

Common Actions

• Clear: Reset all form data
• Cancel: Exit without saving
• Send: Send campaign to contacts

Need More Help?

• File format and size
• Campaign name
• Channel selected (SMS/Email)
• Error messages received
• Screenshot of validation summary
• Sample of your file (first few rows, anonymized)